2002-10-14
***Official Minutes***
Approved by the Parks and Recreation Board November 11, 2002
1 CITY OF SOUTHLAKE
2 PARKS AND RECREATION BOARD MEETING
3
4 October 14, 2002
5 MINUTES
6
7 Board Members Present: Bobby Rawls, Chairman; Mary Georgia, Secretary; Eric
8 Blomquist, Liz Durham, Tim O'Connor, and Dorothy Wood
9
10 Board Members Absent: Frank Cornish, Vice-Chair
11
12 Staff Members Present: Kevin Hugman, Director of Community Services; Steve
13 Polasek, Deputy Director of Community Services; and Chris Carpenter, Senior Park
14 Planner
15
16 REGULAR SESSION
17
18 Agenda Item No. 1. Call to Order
19
20 Chair Rawls called the meeting to order at 7:00 p.m.
21
22 REPORTS
23
24 Agenda Item No. 2. Administrative Comments
25
26 A. FY 2002-03 Parks and Recreation Budget Highlights - Several reductions have
27 been made to line items (several capital equipment items and construction
28 superintendent position were eliminated).
29
30 B. Citizen Satisfaction Survey Results - The City conducted a random telephone
31 survey of Southlake citizens during the summer to ascertain their satisfaction
32 level with a variety of City services. In order to provide trending data, many of
33 the parks and recreation related questions were the same as those used in 2000
34 when the Parks, Recreation and Open Space Master Plan was updated. The survey
35 revealed that 97% of the citizens surveyed were "satisfied" with city services and
36 55% "very satisfied." Some of the highlights from the survey that related directly
37 to Parks and Recreation were:
38
39 * Support of a municipal golf course constructed at Bob Jones Park: 24%
40 showed "strong support;" 35% "supported;" 15% "opposed;" and 13%
41 "strongly opposed"
42
43 * Top rated City services: Special Events - 90%, police services -
44 89 recreation programs - 85 fire and water services - 83 %
45
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Approved by the Parks and Recreation Board November 11, 2002
1 Other areas of the survey pertaining to Parks and Recreation that received high
2 ratio ratings were: safety of parks, class registration, quality of parks and
3 maintenance of ballfields. The survey showed low ratio ratings for: hike and
4 bike trails, number of fields, location of parks and the number of parks.
5
6 A full report of the survey results may be viewed on the City's website at
7 www.ci.southlake.tx.us.
8
9 C. Batting Cages The parks and recreation and planning staffs are working with
10 a private developer who has expressed an interest in a public-private partnership
11 to construct fee based batting cages in Bicentennial Park. There are a number of
12 issues to be worked through and at this stage. If the developer's interest
13 continues, this item will be brought back to Park Board for the Board's thoughts
14 and recommendations.
15
16 CONSENT AGENDA
17
18 Agenda Item No. 3-A. Approval of the Southlake Parks and Recreation Board meeting
19 minutes of September 9, 2002.
20
21 A motion was made to approve the September 9, 2002 meeting minutes as listed.
22
23 Motion: Georgia
24 Second: Durham
25 Ayes: Blomquist, Durham, Georgia, O'Connor, Rawls, and Wood
26 Nays: None
27 Abstention: None
28 Vote: 6-0
29
30 Motion carried.
31
32 ADDITIONAL INFORMATION ON CONSENT ITEMS
33
34 Agenda Item No. 3-A. Approval of the September 9, 2002 meeting minutes. Minutes
35 were approved as presented in the Park Board packet.
36
37 REGULAR AGENDA
38
39 Agenda Item No. 4. Public Forum
40
41 Chairman Rawls opened the Public Forum by reading the provisions for a public forum.
42
43 Julie Landesberg, 305 E. Bob Jones Road, Southlake, spoke to the Board regarding the
44 maintenance of the Walnut Grove Trail on the Corps of Engineer property behind Bob
45 Jones Park. Volunteers provide over 800 man-hours annually toward the maintenance of
46 the trail. In addition to providing clean up efforts of the trail, the volunteers are working
October 14, 2002 Page 2 of 14
***Official Minutes***
Approved by the Parks and Recreation Board November 11, 2002
1 with the City's police department to provide expanded mounted patrol service for the
2 park.
3
4 Ms. Landesberg commented on statements quoted by Park Board member Mary Georgia
5 on October 5, 2002 in the Dallas Morning News regarding the designation of the trails at
6 Bob Jones Park for hike and bike trails and clarified that the U.S. Army Corps of
7 Engineer has designated the Walnut Grove trails as "natural surface, passive use trails for
8 hiking and equestrian use" for many years and the trails are shared by a variety of nature
9 enthusiasts. Ms. Landesberg said she strongly disagreed with the comments reported in
10 the newspaper about the trails not serving the people of Southlake. Ms. Landesberg
11 pointed out that the Corp of Engineers has designated mountain biking in the Horseshoe
12 Park in Grapevine and at North Shore Trails and Rock Boat Park on the north side of
13 Lake Grapevine. The passive use trails for hiking and equestrian uses are designated in
14 the Walnut Grove Park on the south side, Cross Timbers and Rocky Point trails on the
15 north side.
16
17 Ms. Georgia thanked Ms. Landesberg for her comments and that she agreed with them.
18 She added that the newspaper article had only quoted part of her conversation and did not
19 report her complete position. Ms. Georgia said the trails are important hiking and
20 equestrian trails and are a wonderful example of how the City has partnered with the
21 citizens of Southlake to take advantage of the Corp of Engineers land and the City and
22 Park Board definitely supports the equestrian uses of those trails.
23
24 Peter Gaal, Grapevine Southlake Soccer Association (GSSA) president, 223 Timber Lake
25 Way, Southlake, presented the Association's desire that the City consider lighting the
26 remaining soccer fields in conjunction with the revision of Bob Jones Park Master Plan to
27 include lighting of the girls softball fields. The lighting installed last year has been
28 received very well by the Association and the community. The Association continues to
29 grow at a rate of about 100 children per year, with over 2,200 children registered for the
30 fall season. The additional lighting of the fields will go far to handle the growth of the
31 sport by allowing longer use of the existing fields.
32
33 Public Forum was closed.
34
35 Agenda Item No. 5-A. Matching funds request in the amount of $50,000 for development
36 of a Liberty_ Garden in Bicentennial Park.
37
38 Senior Park Planner Chris Carpenter presented this request. The Liberty Garden
39 committee has been working on this project for several months and a concept plan has
40 been finalized with an estimated cost of $201,936 for the entire project determined. The
41 committee would like to secure SPDC matching grant funds of $50,000, and are
42 seeking a Park Board recommendation to allocate additional funding for this project in
43 the amount of $101,936. The additional funding, plus donations and SPDC matching
44 funds, would allow for the full funding of the Liberty Garden project. Additional
45 funding sources for consideration include the Concession Fund (Coca-Cola agreement)
October 14, 2002 Page 3 of 14
***Official Minutes***
Approved by the Parks and Recreation Board November 11, 2002
1 and/or the Park Dedication Funds. Refer to the attachment for a description of the
2 project components and estimated itemized costs.
3
4 Mr. Carpenter provided background information about the progression of the Liberty
5 Garden, some of the specific features, such as the hand-print area, the sculpture work,
6 the Learning Center pavilion, proposed for the Garden and offered to answer any
7 questions.
8
9 Park Board member Liz Durham asked the Chairman to excuse her so that she could
10 participate in the presentation as part of the Liberty Garden Committee.
11
12 Liberty Garden Committee member Liz Durham shared information about the
13 composition of the committee and identified representatives in the audience. Ms. Durham
14 pointed out that the scale of the project has grown from a simple plant bed into the
15 configuration proposed on the plan and talked about the different elements of the Garden
16 and how various groups in the community can be involved with specific sections and can
17 participate in the maintenance of the Garden. Ms. Durham shared that the proposed
18 Southlake Liberty Garden is the only "registered" liberty garden in the metroplex and one
19 of the largest in scale. The Liberty Garden development process does not call for
20 negation of the existing Waterscape or all the hard work that went into that project, but
21 rather for it to be built upon, with some restructuring done. The Liberty Garden
22 Committee has raised $20,000 to-date towards the matching grant request and is looking
23 at funding from other grant opportunities and support (Chamber of Commerce, Home
24 Depot, Firestone to name a few).
25
26 Discussion:
27
28 Mr. Blomquist asked what the time frame was for completing the $50,000 matching
29 funds? Ms. Durham said the Committee would like to have the entire project completed
30 by May 2003 with a Spring Planting.
31
32 Ms. Wood commended the Committee on the project, stating that it is a lovely plan.
33
34 Mr. O'Connor asked staff about maintenance issues - how many annual man-hours it
35 would take for City crews to maintain the garden? Director Hugman said maintenance of
36 the beds and plant materials would be the responsibility of the Liberty Garden Committee
37 while City crew would handle trash pick up and irrigation repairs, which are estimated to
38 take about 1 '/z-hours per week or 78 hours per year. The Committee is looking to
39 volunteer groups to maintain identified sections of the garden similar to an "adopt-a-spot"
40 program. At this time, the Committee has not signed any adopt-a-spot commitments, but
41 is looking into developing another umbrella committee or foundation that would oversee
42 that aspect and help to create that community effort.
43
44 Wendi Carlucci, 2000 North Peytonville Road, Southlake, addressed the Board about how
45 Master Gardeners and Master Naturalist could be involved with the care and development
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Approved by the Parks and Recreation Board November 11, 2002
1 of the Liberty Garden, by using their work with the Garden to obtain and maintain their
2 required annual projects/certifications, which would provide needed maintenance.
3
4 Lisa Stokdyk, 720 North Peytonville, Southlake, expressed her disappointment that many
5 community projects are not maintained and urged a City commitment for maintenance of
6 the project. She stated her concerns that citizens who were previously involved in some
7 of the community projects, such as the Waterscape project, have not been contacted. She
8 mentioned too about how she believed the historic log cabin project was hindered. Ms.
9 Stokdyk said she was very concerned with the scale of the Liberty Garden project and
10 how it would be maintained.
11
12 Director Hugman clarified that the City has maintained the water features in the
13 Waterscape project as it was agreed upon with Keep Southlake Beautiful. City staff has
14 had discussions with the Southlake Historic Society about location options for the log
15 cabin and would like to see that developed at Bob Jones Park.
16
17 Mr. O'Connor commented that the Liberty Garden plan is quite aggressive and asked if
18 the Committee had $20,000 to match with the current $20,000 they have in hand, could
19 the Garden be done in phases? Ms. Durham explained each phase and said if they were
20 limited to $40,000 that would pay for the Waterscape area, hardscape and possibly some
21 of the bedding areas. Ms. Durham said the reason the Committee was seeking the entire
22 amount in funding was because it is much easier to sale the project to a major corporation
23 for support through contributions, than it would be to have just a piece of the project to
24 present.
25
26 Ms. Durham addressed Ms. Wood's question about mulching and explained there is only
27 a small fraction of the Garden requiring mulch, which will be done through vendors that
28 have said they would contribute to that aspect of the garden. The garden is designed for
29 as little or low maintenance as it can be. Ms. Durham said they hope to collect funds that
30 can be set a side in reserve for maintenance.
31
32 A motion was made to recommend the request for matching funds in the amount of
33 $50,000 for the development of a Liberty Garden in Bicentennial Park.
34
35 Motion: O'Connor
36 Second: Wood
37
38 Chairman Rawls asked Director Hugman if he thought the SPDC Matching Funds budget
39 would be affected by citywide cuts? Director Hugman said he did not think so and that
40 there was a lot of support to continue a matching grant line item in the SPDC budget.
41
42 Ayes: Blomquist, Georgia, O'Connor, Rawls, and Wood
43 Nays: None
44 Abstention: Durham
45 Vote: 5-0-1
46
October 14, 2002 Page 5 of 14
***Official Minutes***
Approved by the Parks and Recreation Board November 11, 2002
1 Motion carried.
2
3 Agenda Item No. 5B. Recommendation of Resolution No. 02-066, for City
4 participation in local match for the "Safe Route to School" program.
5
6 Senior Park Planner Chris Carpenter presented the proposal, stating that the resolution
7 before them stems from the outcome of the recently initiated "Safe Routes to School"
8 grant program (which was discussed by Board member Mary Georgia at the August
9 Park Board meeting). City and CISD staff have identified some potential projects which
10 meet the grant criteria, including the Timarron trail connection (at White Chapel and
11 Continental) discussed with the Park Board at the August meeting. Two other projects
12 identified are the critical connections and improvements in the Old Union Elementary
13 and Rockenbaugh Elementary areas.
14
15 The grant requires a 20% match from the sponsoring entity, which in this case, will be
16 the City and CISD if approved by the respective elected officials. The CISD Board of
17 Trustees will consider participation and funding for the required match at their meeting
18 next week.
19
20 SPDC approved funding for the Timarron trail connection in the FY 2002-2003 Parks
21 Capital Projects Budget.
22
23 Staff recommended the Park Board approve a recommendation to the SPDC and City
24 Council to participate in the grant application, and to appropriate SPDC funding
25 towards the City's share of the local match.
26
27 The application for the "Safe Route to School" grant should be submitted in December.
28
29 Discussion: None
30
31 A motion was made to approve this recommendation to go forward to City Council
32 as stated and presented by staff.
33
34 Motion: Georgia
35 Second: Wood
36 Ayes: Blomquist, Durham, Georgia, O'Connor, Rawls, and Wood
37 Nays: None
38 Abstention: None
39 Vote: 6-0
40
41 Motion carried.
42
43
44
October 14, 2002 Page 6 of 14
***Official Minutes***
Approved by the Parks and Recreation Board November 11, 2002
1 Agenda Item No. 5C. Recommendation of Fiscal Year 2002-2003 Concession Fund
2 budget for improvements to Bicentennial Park.
3
4 Deputy Director Steve Polasek presented this item stating that as part of the City
5 budgeting process and the beginning of the new fiscal year, staff was bringing forward
6 this proposed project budget for the concession (Coca-Cola agreement) funds available
7 for use in Bicentennial Park.
8
9 In 2000, the City entered into a ten-year agreement with the Coca-Cola Bottling
10 Company of North Texas for exclusive rights to the advertising, provision and sale of
11 beverages within Bicentennial Park. As consideration for entering into the Agreement,
12 Coca-Cola agreed to pay to the city sponsorship fees in the amount of $100,000 in year
13 one, $25,000 in years two through ten, and twenty percent of all vending commissions.
14 The agreement stipulates the funds must be used for improvements in Bicentennial Park
15 and also requires that up to $5,000 per year be used for special events in the park.
16
17 Past projects include the purchase and installation of a scoreboard at the in-line hockey
18 facility, irrigation audit and irrigation improvements.
19
20 Mr. Polasek listed some proposed projects and estimated costs listed below and asked
21 the Board to feel free to offer other suggestions as well.
22
23 Partial funding of Skate Park - $75,000
24 Bicentennial Park White Chapel entrance road replacement - $55,000
25 FM 1709 front entrance signage improvements - $35,000
26 Replacement of parking lot light standards - $36,000
27
28 Mr. Polasek said staff was asking the Board to make a recommendation on a project
29 budget for this fund to City Council.
30
31 Discussion:
32
33 Chairman Rawls asked if the Bob Jones Park concession (when it is completed) was
34 included in this Agreement with Coca-Cola, or if there is an agreement with another
35 soft drink manufacturer for concession rights? Not at this time, however, proposals
36 will be solicited when the facility is ready.
37
38 Ms. Durham wanted to know if the City had contacted the Southlake Women's Club
39 about contributing for improvements to the FM 1709 Bicentennial Park entry sign,
40 since they originally donated the sign. Not at this time but that is an option and it will
41 be looked into.
42
43 Ms. Wood stated her position as a proponent of properly maintaining what the City has
44 before building anything new, she recommended the City fix the road entrance to
45 Bicentennial Park off White Chapel Boulevard. She believed that should be a high
October 14, 2002 Page 7 of 14
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Approved by the Parks and Recreation Board November 11, 2002
1 priority for the Board. She suggested priority order be the road entrance first, the FM
2 1709 signage second and the lighting standards.
3
4 Ms. Georgia supported using the funds for the Bicentennial Park entrance road
5 improvements and the FM 1709 signage. She would like to limit spending to those two
6 projects and hold the rest for future consideration.
7
8 Ms. Durham agreed with Ms. Wood and Ms. Georgia about doing the road entrance to
9 Bicentennial Park. She said the FM 1709 signage was also essential, however, she
10 favored contacting the Southlake Women's Club about possibly funding that project
11 since they had in the past. Ms. Durham said she would also like to see the Liberty
12 Garden added on to the list as an option.
13
14 Mr. O'Connor said his suggestion was to "keep the funds in our wallet" due to the
15 economic situation once the Wal-mart revenues move away. He believes funding may
16 get tougher in 2004.
17
18 Wendi Carlucci, former Southlake Women's Club member, said the Club donated the
19 sign at Bicentennial Park because they wanted to have some signage that had their name
20 showing. Ms. Carlucci said it is very important to go back to the Women's Club about
21 replacing or improving that sign, because she thinks they would want to keep that
22 presence available.
23
24 Chairman Rawls suggested selling a corporate advertisement on top of the sign,
25 partnering with the Southlake Women's Club.
26
27 Chairman Rawls suggested rehabilitating and/or moving the FM 1709 sign.
28
29 Margaret Albright, 1301 Richland Court, Southlake, spoke about funding for the skate
30 park and asked about liability issues. Ms. Durham and Ms. Georgia expressed that
31 because the Board was supporting that the Coke funds be used for reconstruction of the
32 park entrance at this time, did not mean they were not in support of the skate park.
33 Southlake youth and proponents of the skate park have made several presentations to
34 the Board and are actively pursuing that project through the City.
35
36 A motion was made to approve the funding for the White Chapel entrance road
37 replacement and hold off on all the other items at this time.
38
39 Motion: Georgia
40 Second: Blomquist
41 Ayes: Blomquist, Durham, Georgia, O'Connor, Rawls, and Wood
42 Nays: None
43 Abstention: None
44 Vote: 6-0
45
October 14, 2002 Page 8 of 14
***Official Minutes***
Approved by the Parks and Recreation Board November 11, 2002
1 Motion carried.
2
3 Chairman Rawls instructed staff to put the FM 1709 entrance sign on hold and add the
4 Liberty Garden to the list as a placeholder.
5
6 Agenda Item No. 6A. Presentation of Nature Center Development Committee report.
7
8 Carol Lee Hamilton, representative of the Nature Center Development Committee,
9 introduced other members present from the Nature Center Committee: Suzanne Tuttle,
10 Emily Galpin, Rosemary Hutchins, Laura Flarity (had to leave meeting), Cara White
11 and Lisa Stokdyk (former members), Dorothy and Eric Blomquist.
12
13 Ms. Hamilton presented a letter in support of the nature center from Keep Southlake
14 Beautiful, which is attached to the minutes.
15
16 Ms. Hamilton opened the discussion regarding the Committee's findings by defining
17 what a nature center is and what it should consist of and then related the Committee's
18 findings. See the attached Nature Center Development Committee Report for details.
19
20 The Nature Center Development Committee determined that the City should begin
21 long-term planning to establish a nature center at Bob Jones Park.
22
23 The Park Board reviewed an overhead presentation while Ms. Hamilton went into detail
24 about the progression of the committee, their goals and accomplishments, how the
25 report was developed and what it contained.
26
27 Ms. Hamilton presented the Committee's findings saying that the most important finding
28 was that there are sufficient and rich natural and human assets in place that are required
29 to launch and to sustain a nature center.
30
31 Ms. Hamilton stressed the importance of additional community awareness of a nature
32 center.
33
34 Suzanne Tuttle, 3103 Briar Lane, Southlake, presented the Committee's
35 recommendations to the Board. She said the City of Southlake should begin the
36 formal planning now for a phased in establishment of a nature center - begin by
37 building community support, activities that are environmentally based at the park.
38 A structure is not necessary to have a nature center. She said that channeling
39 funds to a project useful to the entire community makes economic sense. Ms.
40 Tuttle said establishing a fully functional nature center ordinarily requires 10-20
41 years - at the end there could be a building, a trail system, a well-established
42 Friends group, volunteers staff.
43
44 Ms. Tuttle presented the Committee's recommendations:
45
October 14, 2002 Page 9 of 14
***Official Minutes***
Approved by the Parks and Recreation Board November 11, 2002
1 That the Park Board adopt the Nature Center's recommendation as the goal and
2 mission statement;
3
4 Recommend to proceed with a formal community needs assessment when funding
5 is available, or in connection with other community services department and City
6 surveys;
7
8 To consider partnership obligations for the nature center, including establishing a
9 private foundation;
10
11 Definitely consider KSB as a partner for educational programming;
12
13 Lease City owned properties and buildings to other entities;
14
15 All temporary and/or permanent structures, if any are built in the future, be
16 located on City property and on already disturbed land;
17
18 To hire a nature center administrator or designate current staff with specific
19 responsibilities before any concept planning phase;
20
21 Individual work group;
22
23 Site assessment recommendation the site should be at the natural area at Bob
24 Jones Park and the Corp of Engineers lease property;
25
26 That the City officially designate the Bob Jones Park that is still open green space
27 as a natural area to preclude future incompatible development;
28
29 Hire a qualified professional to go ahead and do a detailed habitat assessment;
30
31 Construct or utilize an existing building as a nature center headquarters at some
32 time in the future, possibly the Tucker building or other sites that are there;
33
34 Use the current equestrian trail in Walnut Grove Park is the primary trail corridor;
35
36 Request a formal plan to include options for additional structural amenities, such
37 as a floating dock on Kirkwood Branch;
38
39 The City should support a community-based volunteer supported fundraising
40 group;
41
42 The Park Board should advise City Council and SPDC to earmark additional
43 funding in the next budget cycle for the formal site assessment;
44
45 Include corporate, business and individual contributors as potential sources for
46 funding;
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Approved by the Parks and Recreation Board November 11, 2002
1
2 Designate portions of any fees collected from any groups using the Tucker
3 structure, if the Tucker structure becomes a building that is renovated and is
4 leased out for meetings and other types of events - some of the fees could be
5 designated to a nature center fund;
6
7 Apply for the 2003 Urban Forestry Grant for a habitat study and the Corp of
8 Engineers 11-35 funding;
9
10 Support establishment and maintenance of a Friend Group;
11
12 Establish a nature center web page on the City's website;
13
14 Conduct a series of community focus groups;
15
16 A quarterly discussion of the nature center on the Park Board agenda;
17
18 Include a report on the nature center at the Joint Utilization Committee meeting;
19
20 Place signage at Bob Jones Park to mark the site;
21
22 Encourage use of the Tucker house by community groups so that rental fees can
23 start going into a fund;
24
25 Hire or designate staff to assist with future growth;
26
27 With staff consultants, volunteers, document the history of flora and fawna of the
28 Cross Timbers region;
29
30 Develop a list of resources for wildlife rehabilitation;
31
32 Begin job activities by a hired naturalist even without a building; and
33
34 Develop new or existing staff job duties using Association of Nature Center
35 Administrator resources.
36
37 Ms. Hamilton summed up the presentation with a list of initial action steps.
38
39 Next step is to ensure that the City Council hears about these recommendations
40 and has an opportunity to see the Nature Center Report;
41
42 Complete a baseline study of species habitats special features on the property;
43
44 Conduct a community needs assessment;
45
46 Explore feasibility of acquiring a temporary headquarters;
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Approved by the Parks and Recreation Board November 11, 2002
1
2 Establish the interactive web page;
3
4 Form a nature center planning committee;
5
6 Approach Keep Southlake Beautiful to determine their participation level;
7
8 Provide educational and networking opportunities for city parks and planning
9 staff; and
10
11 Informing the school district and other educational institutions of the planning
12 process.
13
14 Ms. Hamilton concluded by saying: "Southlake has something that so few have to begin
15 with and that's 300+ acres of absolutely prime nature center real estate. It is so important
16 now to say, we have a nature center. It is under the protective auspices of a nature center
17 and is not subject to further development." She said that is what the Committee is asking
18 the Board to do.
19
20 Rosemary Hutchins, 1412 Whispering Dell Court, KSB president, presented information
21 about the possibility of purchasing the existing Clariden portable building for a nature
22 center headquarters. She said it would cost approximately $10,000 to ready the building,
23 plus the cost of the building, which the school has said they are asking only what the
24 remaining balance is on the mortgage - $35,000. The building is in excellent condition
25 and contains a classroom and restrooms.
26
27 Mr. Rawls asked the Committee to consider approaching the Claridin School Board about
28 donating the building to receive a tax write off and maybe naming it the Claridin Ranch
29 of Southlake Nature Center.
30
31 The Park Board applauded the Nature Center Development Committee's presentation and
32 their devotion and hard work.
33
34 The property at Bob Jones Park has not been designated as a nature center area.
35
36 Deputy Director explained the procedure involved in establishing a Friends Foundation
37 and that it would not be a City-committee, although the City would provide assistance.
38
39 Director Hugman suggested the next step be to allow staff to review the report, continue
40 dialogue with the nature center committee and to look at the recommendations - do some
41 analysis on the recommendations (what the City can and cannot do) - and come back to
42 the Park Board at a later date with some solid proposals of what the City can do over a
43 phased period.
44
45 Agenda Item No. 7. Liaison Reports
46
October 14, 2002 Page 12 of 14
***Official Minutes***
Approved by the Parks and Recreation Board November 11, 2002
1 Board members reviewed the following:
2
3 (a) Recreation/Special Events - Harvest Fest is planned for Saturday, October
4 26, from 5:00 p.m. to 8:00 p.m. in Bicentennial Park. Events include game
5 booths, inflatibles, kid zone, train rides, costume parade, face painters, balloon
6 artists, a magician and more!
7
8 In addition to Harvest Fest, the Parks and Recreation Division has scheduled
9 Turkey Treats and Eats for the "little ones" on Saturday, November 23 from
10 10:00 a.m. until 2:00 p.m. at Durham Elementary/Intermediate School. This
11 event will include arts and crafts, interactive games and many more fun
12 activities.
13
14 On Saturday, September 28 the local Punt, Pass and Kick event was held with
15 six participants from Southlake that will advance to the sectional competition,
16 which will be held in Euless on Monday, October 21 at 6:30 p.m. The top five
17 scores per age group from the sectional competitions will advance to the
18 North Texas Competition at Texas Stadium.
19
20 (b) Youth Sports Associations - Staff has been working with the SBA-selected
21 contractor chosen to perform the ballfield improvements. We are working to
22 develop a detailed project scope for the construction of the new Field #11.
23
24 (c) Community Groups - As you recall, Keep Southlake Beautiful and the City
25 won first place in our population category in the Keep Texas Beautiful
26 Governor's Community Achievement Award. Besides winning this
27 prestigious award, it also included an $85,000 beautification grant! Included
28 in your packet is a copy of the judges' comments. KSB will present the award
29 and a description of their efforts in achieving this significant accomplishment,
30 to the City Council in November.
31
32 (d) SPIN - Joint City Council/SPIN Standing Committee meeting Tuesday,
33 October 29 at 6:30 p.m. in the Executive Conference Room at Town Hall.
34
35 (e) SPDC - SPDC will meet on Tuesday, October 15, 2002 to consider
36 rejection of bids for neighborhood park signage, matching funds requests for
37 the Liberty Garden and "Safe Routes to School" trails.
38
39 SPDC approved the Fiscal Year 2002-2003 Capital Improvements Plan
40 (CIP) and 5-year Plan at its September 24 meeting. A copy is attached. The
41 CIP will go to City Council in November for consideration as part of the
42 overall City Capital Improvements Plan.
43
44 (f) JUC - JUC did not hold a meeting as scheduled on October 10 due to the
45 lack of a quorum. The next meeting will be held Thursday, November 14 at
46 6:00 p.m., Town Hall, 3rd floor training room D.
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Approved by the Parks and Recreation Board November 11, 2002
1
2 (g) City Council Monthly Report - Frank Cornish is scheduled to make the
3 next Park Board Report at the October 15 City Council meeting.
4
5 Agenda Item No. 8. Adjournment
6
7 Th r oar voted unanimously to adjourn the meeting at 9:50 p.m.
8
9
10
11 Bobby Rawls
12 Parks & Recreation Board Chair
13
14
15 M ry eorgia
16 Parks & Recreation Board Secretary
17
18 Attachment: Item 5A- Liberty Gardens Matching Grant Request
19 Item 6A - Nature Center presentation - letter from KSB
20 Nature Center Report
October 14, 2002 Page 14 of 14
City of Southlake, Texas
MEMORANDUM
October 10, 2002
TO: Kevin Hugman, Director of Community Services
FROM: Steve Polasek, Deputy Director of Community Services
SUBJECT: Matching funds request in the amount of $50,000 for the development of a
Liberty Garden in Bicentennial Park
Action Requested: Parks and Recreation Board recommendation to SPDC for approval of the
matching funds request from the Liberty Garden Committee in the amount of
$50,000 for the development of a Liberty Garden in Bicentennial Park.
Background
Information: During the past several months, staff has been working with the Southlake
Liberty Garden Committee on the conceptual design and cost estimate for a
proposed Liberty Garden. The Liberty Garden Committee consists of Keep
Southlake Beautiful, the Southlake Garden Club, Master Gardeners, the
American Airlines Flight Attendants, and City staff.
The idea for a Liberty Garden came from a request from Keep America
Beautiful which asked communities across the nation to create a "Liberty
Garden" in remembrance of September 11, 2001 and those individuals who
lost their lives during this tragedy. The garden is also intended to celebrate
the freedoms and liberty that we share as citizens of the United States of
America.
The cost estimate for the project in its entirety is $201,936. It includes
walkways, arbors, garden statues, landscape beds featuring native and
adaptable plant material, irrigation, signage, trash receptacles, benches,
picnic tables, decorative lighting, and a pavilion. If approved, work on the
project is anticipated to begin during the winter months with a projected
completion date of May 30, 2003. Members of the Liberty Garden
Committee will be at your meeting to discuss the project and answer any
questions you might have.
Financial
Considerations: Acceptance of this proposal would commit the City to fund the request for
the development of a Liberty Garden in Bicentennial Park in the amount of
$50,000 as part of the FY2002/03 SPDC Matching Funds Program. The
proposed SPDC Matching Funds budget, to be considered by City Council in
November as part of the FY 2002/03 SPDC CIP, is $100,000. No other
5A-1
Kevin Hugman, Director of Community Services
October 10, 2002
Page 2
matching funds have been allocated to date for other projects. Keep
Southlake Beautiful will serve as the project treasurer for the Committee.
The Liberty Garden Committee is also asking that the Parks Board
recommend additional funding for this project in the amount of $101,936.
The additional funding, plus the donations and SPDC matching funds, would
allow for the full funding of the liberty garden project. Additional funding
sources for consideration include the Concessions Fund and the Park
Dedication Fund.
Financial Impact: As part of the Liberty Garden development process, the Committee pledged
to work with volunteer groups such as the Southlake Garden Club and Master
Gardeners to provide general maintenance of the plant material and beds to
include weeding of beds, pruning, occasional plant replacement, and
mulching (estimated at 32 man hours @ five times per year or 160 hours per
year). The City would be responsible for daily trash removal, irrigation
maintenance, and general site repairs as needed (estimated at 1.5 man hours
per week or 78 hours per year). Total man hours per year for complete
Liberty Garden maintenance is estimated at 238 hours. Utilities costs for
electrical are estimated at approximately $50.00 per month. There would be
no water costs as the City utilizes a well for irrigation.
Citizen Input/
Board Review: The Liberty Garden Committee made a report to the Parks Board and
reviewed the general concept plan at the April 8, 2002 meeting.
Legal Review: Not Applicable.
Alternatives: Parks Board discussion and consideration may result in various project
alternatives, including recommendation to phase the project.
Supporting
Documents: Supporting documents include the following items:
■ SPDC Matching Funds Request Form
■ Southlake Liberty Garden Cost Estimate
■ Southlake Liberty Garden Concept Plan
■ Color photos of garden statues
Staff
Recommendation: Parks and Recreation Board recommendation to SPDC for approval of the
matching funds request from the Liberty Garden Committee in the amount of
$50,000 for the development of a Liberty Garden in Bicentennial Park.
5A-2
1
City of Southlake, Texas
PROJECT MATCHING FUNDS REQUEST FORM
Project Name: Southlake Liberty Garden
Contact Person: Rosemary Hutchins (KSB President)
Mailing Address: 1412 Whispering Dell Court
City: Southlake State: TX ZIP: 76092 Day Phone: 817-481-2446
Night Phone: Same Fax Number:
Additional Contact Person: Liz Durham Day Phone: 817-421.6559
PROJECT DESCRIPTION:
The idea for a liberty garden came from a request from Keep America Beautiful which
asked communities across the nation to create a "Liberty Garden" in remembrance of
September 11, 2001 and those individuals who lost their lives during this tragedy. The
garden is also intended to celebrate the freedoms and liberty that we share as citizens of
the United States of America.
The project would include walkways, arbors, garden statues, landscape beds featuring
native and adaptable plant material, irrigation, signage, trash receptacles, benches,
picnic tables, decorative lighting, and a pavilion.
(Please see attached Concept Plan and Cost Estimate)
Proposed Start Date: 11101102 Projected Completion Date: 05130103
Projected Cost: $201,000 Amount of Funds Requested: $50,000
w
BICENTENNIAL PARK LIBERTY GARDEN
Cost Estimate (10/10102)
ITEM QUANTITY DESCRIPTION IN WORDS PRICE IN FIGURES
NO. AND UNIT UNIT TOTAL
Earthwork
1. 1 L.S. Clear and grub site, grade to elevations $10,000 $10,000
shown on plans, including cut and fill with
density control where required under pavilion
Pavilion
2. 1 L.S. Furnish and install Poligon #GOX 20 TG $45,000 $45,000
(24') pavilion with Victorian rails
and cupola
Flatwork
3. 545 L.F. Furnish and install 5' wide paver walkway $31.50/11 $17,167
with six inch concrete borders
4. 135 L.F. Furnish and install 6' wide concrete $21.00/l.f. $ 2,835
sidewalk
5. 2,300 SQ.FT. Furnish and install pavers in plaza per plan $5.25/ s.f. $12,075
6. 500 SQ. FT. Furnish and install pavers per plan $5.25/s.f $ 2,625
for bench pad sites
7. 150 SQ. FT. Furnish and install pavers per plan $5.25/s.f. $ 788
for picnic pad site
Retaining Walls
8. 280 SQ. FT. Furnish and install CMU retaining wall $38/sq.ft. $10,640
with Millsap facing per plan
Water Feature
9. Each Modify existing water feature to include $12,000 $12,000
a re-circulating stream which cascades from
the upper pond to the southern pond
Arbors
10. Each Provide and install 12' x 4' entry arbor $1,000 $1,000
(quantity 1)
Liberty Garden Cost Estimate
Page 2
11. Each Provide and install 12' x 1' accent arbors $ 600 $2,400
(quantity 4)
Benches, Tables, Trash Receptacles, Signaze
12. Each Provide and install decorative benches $850 $8,500
(Victor Stanley - CR-10) (quantity 10)
13. Each Provide and install concrete picnic tables $500 $1,000
with benches (Tex Art Stone)
(quantity 2)
14. Each Provide and install trash receptacles $600 $2,400
(Victor Stanley S-42) (quantity 4)
15. L. S. Facility signage (entrance, regulatory, $2,500 $2,500
identification)
Plant Material
16. Each Purchase and installation of plant material $ 6,000 $ 6,000
and mulch per plan (see attached list)
Lighting
17. Each Installation of up lighting canisters $450 $3,600
and associated electrical (quantity 8)
18. 1 L. S. Installation of lighting and ceiling fans $450 $2,250
for pavilion and associated electrical
(quantity 4 canisters and 1 ceiling fan)
Irrigation
19. 1 L.S. Installation of irrigation per plan $10,000 $10,000
Statues
20. 2 L.S. Purchase of garden statues (quantity 2) $15,500 $15,500
Sub-Total $ 168,280
Project Contingency (10%) $ 16,828
Engineering/Architectural Fee (10%) $ 16,828
Project Total $ 201,936
Liberty Garden Cost Estimate
Page 3
Plant Material List
Variety Quantity Size
1. Blue Mealy Sage 34 1 gal.
2. Anthony Waterer Spirea 9 1 gal.
3. Feather Grass 20 1 gal.
4. Day Lily 20 1 gal.
5. Iris 20 1 gal.
6. Marie Pave Rose 8 1 gal.
7. Reve d'or 1 1 gal.
8. Thrift 40 1 gal.
9. Eleagnous 15 1 gal.
10. Clarissa Holly 15 1 gal.
11. Wax Myrtle 5 1 gal.
12. Rose of Sharon 3 5 gal.
13. Forest Pansy Redbud 1 30 gal.
14. Crape Myrtle 1 30 gal.
15. Lace Bark Elm (Drake) 1 30 gal.
16. Lantana 16 V pots
17. Rosemary 20 1 gal.
18. Liriope 150 4" pots
19. Dwarf Yaupon 60 1 gal.
20. Red Yucca 23 1 gal.
21. Blackfoot Daisy 32 1 gal.
22. Red Salvia 12 1 gal
"Mulch - Planting to include cypress mulch to a depth of six (6) inches within all landscape beds.
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PUBLIC FORUM Sign-In
for
Parks & Recreation Board Meeting
Monday, October 14, 2002
Name lease print) Address Phone or Email Topic
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M:\WP-FILES\FORMS\Sign In Sheet.doc
I would like to see a NATURE CENTER in Southlake!
Name Address Phone#
c[q75 4ort4es-rtAL)DK). &,7- 45o - 505E3