2002-09-09
***Official Minutes***
Approved by the Parks and Recreation Board October 14, 2002
1 CITY OF SOUTHLAKE
2 PARKS AND RECREATION BOARD MEETING
3
4 September 9, 2002
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, and Dorothy Wood
9
10 Board Members Absent: None
11
12 Staff Members Present: Kevin Hugman, Director of Community Services; Steve
13 Polasek, Deputy Director of Community Services; Chris Carpenter, Senior Park Planner;
14 and Linda Carpenter-Elgin, Secretary
15
16 REGULAR SESSION
17
18 Agenda Item No. 1. Call to Order
19
20 Chair Rawls called the meeting to order at 7:05 p.m.
21
22 REPORTS
23
24 Agenda Item No. 2. Administrative Comments
25
26 Director Hugman made the following announcements:
27
28 The City of Southlake will commemorate the September 11, 2001 tragedy with an
29 observance on Wednesday, September 11, 8:30 a.m. - 9:30 a.m. on the south
30 steps of Southlake town Hall.
31
32 City Council approved the I" Reading of the proposed Fiscal Year 2002-03
33 Annual Budget at their September 3 meeting. Another work session is scheduled
34 for September 10 at 6:00 p.m. and City Council will consider the budget during
35 2°d Reading and Public Hearing on September 17.
36
37 CONSENT AGENDA
38
39 A-genda Item No. 3-A. Approval of the Southlake Parks and Recreation Board meeting
40 minutes of August 9, 2002.
41
42 A motion was made to approve the minutes of the Park Board meeting of August 9
43 as presented with corrections.
44 Motion: Cornish
45 Second: Wood
46 Ayes: Blomquist, Cornish, Durham, Rawls and Wood
September 9, 2002 Page 1 of 8
3A-1
***Official Minutes***
Approved by the Parks and Recreation Board October 14, 2002
1 Nays: None
2 Abstention: O'Connor (was not present at that meeting)
3 Vote: 5-0-1
4
5 Motion carried.
6
7 ADDITIONAL INFORMATION ON CONSENT ITEMS
8
9 Agenda Item No. 3-A. Approval of the August 9 2002 meeting minutes. Minutes were
10 approved as presented in the Park Board packet with corrections from Ms. Wood to page
11 3A-9, lines 38-39.
12
13 Ms. Georgia arrived at this time.
14
15 REGULAR AGENDA
16
17 Agenda Item No. 4. Public Forum
18
19 Chairman Rawls opened the Public Forum by reading the provisions for a public forum.
20
21 Rosemary Hutchins, 1412 Lonesome Dove Court, president of Keep Southlake Beautiful
22 (KSB), asked the Park Board for their support of two projects: the $85,000 State roadway
23 landscaping project and the development of Liberty Garden in Bicentennial Park. Ms.
24 Hutchins noted that in July 2002, Keep Southlake Beautiful was awarded the "Texas
25 Governor's Community Achievement Award," which included funds of $85,000 for
26 landscaping along State roadways (SH 114 or FM 1709). She shared information about
27 the creation of the Liberty Garden to commemorate the September 11th tragedy and the
28 community efforts involved in the project. KSB intends to present a request for matching
29 funds for the completion of the Liberty Garden at the October Park Board meeting.
30
31 Ms. Hutchins also talked about a few of the proposed features for the Liberty Garden - a
32 "Learning Center" (pavilion), which will house a huge iron bell, revamping of the
33 Waterscape, and inclusion of a statute at the Waterscape and the addition of park
34 benches.
35
36 Ms. Wood commended Keep Southlake Beautiful for its efforts in achieving the
37 "Governor's Community Achievement Award."
38
39 The four initial areas being considered to benefit from the $85,000 grant for landscaping
40 State roadway enhancements are: 1) Bicentennial Park entrance on FM 1709; 2)
41 northwest corner of Kimball Avenue and FM 1709; 3) the City's portal at the northeast
42 intersection of Davis Boulevard and Continental Boulevard; and 4) Dove and SH 114
43 (entrance to the Verizon business park). It is understood that the $85,000 will not cover
44 all four areas, and that the final selection of one or two of the sites will be considered
45 once all costs can be obtained. TxDOT will be responsible for overseeing the project
46 once the site selection is made and submitted to them. KSB will be required to handle
September 9, 2002 Page 2 of 8
3A-2
***Official Minutes***
Approved by the Parks and Recreation Board October 14, 2002
1 maintenance of the site for the first two years; thereafter the State will take over the
2 maintenance. The Park Board applauded KSB's three-year endeavor of this project.
3
4 Rick Brockington, 1362 Cross Timber Drive, resident since 1985, said he was
5 approaching the Board on his own behalf, as well as other sub-contractors involved in the
6 work at Bob Jones Park, to bring two issues to their attention: 1) the apparent stagnation
7 of the work on Bob Jones Park for the last eight months and 2) the non-payment of sub-
8 contractors on that project.
9
10 Public Forum was closed.
11
12 Agenda Item No. 5-A. Matching funds request from Southlake Carroll Lacrosse
13 Association for modifications to Texas School of Baseball site in the amount of $12,500.
14
15 Director Hugman presented this item. The Southlake Carroll Lacrosse Association
16 (SCLA) submitted a request for SPDC Matching Grant Funds in the amount of $12,500
17 for modifications to the large field (Field #1) at the Texas School of Baseball. Designed
18 as a large baseball field, the proposed project would allow for the removal and
19 replacement of the damaged outfield fence, the addition of soil to create better field
20 drainage, irrigation modifications, re-sodding of the infield area, demolition of
21 unnecessary outfield fencing, and re-lamping of the lighting fixtures as needed. The
22 modifications would provide an improved and slightly expanded practice facility to meet
23 the needs of the Southlake Carroll Lacrosse Association. Acceptance of this request
24 would commit the City to fund the modifications to the Texas School of Baseball Field
25 #1 for a cost up to $12,500 as part of the FY2001-02 SPDC Matching Funds Program.
26 The approved SPDC Matching Funds budget is $100,000, with $34,800 allocated to date,
27 leaving an unencumbered balance of $65,200.
28
29 Rick Humes, 307 Southridge Lakes Parkway, SCLA board of directors representative,
30 shared SCLA player forecast and field requirements information, which is attached to
31 these minutes. Mr. Humes said 95% of lacrosse players are Southlake residents. There
32 will be a total of 13 teams in the spring, with 39 practices per week, moving up to 3
33 practices per week for each team. SCLA is forecasting that they will have approximately
34 325 players by spring 2003, up from the 114 players in 2001. It is the amazing growth of
35 the sport that is pushing the big drive for the need for the field. Mr. Humes reviewed their
36 proposal and said SCLA appreciated the Parks Board's support of their request.
37
38 Discussion:
39
40 Chairman Rawls asked Mr. Humes about the number of practices per week.
41
42 Mr. Blomquist asked about the physical alterations of the current field configurations and
43 whether funding for the softball complex at Bob Jones Park had been approved. Deputy
44 Director Polasek said it had not been; it would be considered by the SPDC as part of the
45 FY2002-2007 CIP process. The decision had been made to put the softball complex at
46 Bob Jones Park. Mr. Blomquist had a concern that if the Lacrosse matching fund is
September 9, 2002 Page 3 of 8
3A-3
***Official Minutes***
Approved by the Parks and Recreation Board October 14, 2002
1 granted and the field reconfigurations are made to the field, there would be no way that
2 the softball association could use the field should funding not be approved for the softball
3 complex at Bob Jones Park. Deputy Director Polasek explained the planned
4 modifications and that the only feature that would need to be placed for the field to
5 accommodate softball would be to replace the fence, since the backstop, dugouts, etc.
6 will remain.
7
8 Ms. Wood asked where the girls softball teams would play should City Council not
9 approve funding for the softball complex at Bob Jones Park. If there is no funding of that
10 project, the girls softball would stay at Bicentennial Park, using field #1, #2 and #3.
11
12 Director Hugman mentioned that the $700,000 proposed for the softball complex is
13 available; it was not dependent upon a future bond issue. However, projects can be
14 changed. Ms. Georgia commented that if the $700,000 is able to be used for the softball
15 complex at Bob Jones Park, that amount would provide for playable fields, with only the
16 concession stand, the restrooms, and additional items lacking.
17
18 Matt Tuggey, Southlake Girls Softball Association (SGSA) president, offered the SGSA's
19 perspective saying that moving the girls softball to the Texas School of Baseball does not
20 make sense for them; they would rather stay where they are at Bicentennial Park than to
21 move to Texas School of Baseball (TSB). Their choices in order were: 1) Bob Jones
22 Park, 2) Bicentennial Park and 3) TSB.
23
24 A motion was made to approve the matching funds grant application for the
25 Southlake Carroll Lacrosse Association in the amount of $12,500 as part of this
26 fiscal year SPDC matching funds program.
27
28 Motion: Georgia
29 Second: O'Connor
30
31 Further discussion:
32
33 Mr. Cornish asked to be updated on the current funds in the SPDC Matching Funds
34 account. SPDC has encumbered $34,800 to date, with approximately $65,000
35 unallocated. All three matching funds requests before the Park Board at this meeting
36 would total about $45,000.
37
38 Mr. Cornish asked about the effect on practices if construction starts immediately. The
39 practice schedule will be balanced out per Mr. Humes. He said the association will deal
40 with short-term problems to achieve long-term gains!
41
42 Ms. Wood asked if once the fields are reconfigured to suit lacrosse, which currently has
43 approximately 200 participants, could they be used by any other sports, such as soccer?
44 Mr. Humes, as a Lacrosse advocate, said Lacrosse's idea is that it would be exclusive to
45 lacrosse, however, that is up to the Parks and Recreation Board. Their position is that if
46 they put their money into the development of the field, that they have exclusive use of the
September 9, 2002 Page 4 of 8
3A-4
***Official Minutes***
Approved by the Parks and Recreation Board October 14, 2002
1 field, however, they are willing to partner with the City. Mr. Humes said that having TSB
2 Field #1 available would go very far in lightening their load to accommodate the 300+
3 players in the fall.
4
5 Ms. Wood said she was struggling with allocating huge amounts of money for Lacrosse
6 when weighed against the needs of the community and also hearing how a sub-contractor
7 can't get paid for work he did at Bob Jones Park earlier in the meeting.
8
9 Ms. Georgia said SPDC matching funds are there for the sports associations and different
10 public groups to seek funding and they should be utilized.
11
12 Ms. Wood and Mr. Blomquist said they were concerned about allowing a sport
13 association exclusive rights of a field(s) and setting a precedent of "squatter's rights"
14 privileges.
15
16 Mr. Blomquist stated that as long as the field was not modified so that it couldn't be used
17 for anything else, he did not have a problem with approving the item.
18
19 The vote continued with the motion on the floor.
20
21 Ayes: Blomquist, Cornish, Durham, Georgia, O'Connor, and Rawls
22 Nays: Wood
23 Vote: 6-1
24
25 Motion carried.
26
27 Agenda Item No. 5-B. Matching funds request from Southlake Baseball Association for
28 improvements to the outfield of Bicentennial Park baseball field #8 in the amount of
29 $17,390.
30
31 Director Hugman presented this item. The Southlake Baseball Association (SBA)
32 submitted a request for SPDC Matching Grant Funds in the amount of $17,390 for
33 improvements to the outfield on Field #8 at Bicentennial Park. The proposed project
34 would allow for cutting of the outfield and removal of approximately 2,000 square yards
35 of soil, modifying the effected irrigation system, removal and reinstallation of the fencing
36 to grade, and re-sodding the outfield with 5,560 square yards of common Bermuda grass.
37 These improvements would provide proper drainage of the field resulting in less rainouts
38 and reduced damage to the infield. During the Fall 2002 season, games regularly
39 scheduled for Bicentennial Park Field #8 will be moved to the medium field at the Texas
40 School of Baseball. Acceptance of this request would commit the City to fund the
41 improvements to baseball field #8 for a cost up to $17,390 as part of the FY2001-02
42 SPDC Matching Funds Program. Currently, this fund has an unencumbered balance of
43 $65,200.
44
45 Mark Jameson, Southlake Baseball Association president, answered questions from Ms.
46 Wood and Mr. Rawls regarding the number of fields (7) and current participation (about
September 9, 2002 Page S of 8
3A-5
***Official Minutes***
Approved by the Parks and Recreation Board October 14, 2002
1 660 players) and the age group of the teams. SBA anticipates approximately 1,000
2 players in the spring, with 62 teams in the fall and 93 or 94 teams in the following spring.
3 Mr. Jameson commented on the number of practices per week saying they are lucky to
4 have one per week due to the number of players and teams. He would love to have more
5 than one per week. Ninety-eight percent of the players are Southlake residents. The
6 participation fee per player ranges, depending upon the cost of the uniforms, from $73
7 per player up to $124 per player.
8
9 Discussion: No further discussion.
10
11 A motion was made to approve the request for matching funds from Southlake
12 Baseball Association in the amount of $17,390 to Bicentennial Park baseball field #8.
13
14 Motion: Georgia
15 Second: Durham
16 Ayes: Blomquist, Cornish, Durham, Georgia, O'Connor, Rawls, and Wood
17 Nays: None
18 Vote: 7-0
19
20 Motion carried.
21
22 Agenda Item No. 5-C. Matching funds request from Southlake Baseball Association for
23 the creation of a new baseball field at Bicentennial Park in the amount of $12,550.
24
25 Director Hugman presented this request. The Southlake Baseball Association (SBA)
26 submitted a request for SPDC Matching Grant Funds in the amount of $12,550 for the
27 creation of a new baseball field at Bicentennial Park. The proposed baseball Field #11
28 would serve the Shetland League for ages five and six. Currently, only one field exists
29 (field #10) for this age group and as a result SBA is limited in the number of games they
30 can schedule each season. The proposed project would be located on the northeast corner
31 of the three-plex of existing fields (#4, #5, and #10) within Bicentennial Park.
32 Improvements involve grading the site, adding topsoil, French drains, and sod. Irrigation,
33 dugouts, fencing, necessary retaining walls, and shade canopy would also be included.
34 Lights would not be added as the existing fixtures were installed with the thought of
35 placing a future field at this location and thus have the ability to provide lighting.
36 Acceptance of this request would commit the City to fund the creation of a new baseball
37 field in Bicentennial Park for a cost up to $12,550 as part of the FY2001-02 SPDC
38 Matching Funds Program. The SPDC Matching Funds request has approximately
39 $65,000 unencumbered to date.
40
41 Discussion:
42
43 Mr. Blomquist asked who would perform the maintenance of the new field since the City
44 is having trouble maintaining the current fields. Parks and Recreation maintenance staff
45 would have that responsibility. Mr. Hugman told the Board that City staff is working on a
September 9, 2002 Page 6 of 8
3A-6
***Official Minutes***
Approved by the Parks and Recreation Board October 14, 2002
1 number of things internally to increase effectiveness and target City resources and are
2 making some progress.
3
4 Chairman Rawls addressed Mr. Blomquist's concern over the maintenance of the fields
5 by stating that with the last matching grant, the City is learning how to build fields better,
6 with better drainage elements, which will help with the maintenance issues.
7
8 Mr. Hugman talked about overuse of the fields and how that affects the maintenance.
9
10 A motion to approve the matching fund request from the Southlake Baseball
11 Association for the creation of a new baseball field at Bicentennial Park in the
12 amount of $12,550.
13
14 Motion: Georgia
15 Second: Cornish
16 Ayes: Blomquist, Cornish, Durham, Georgia, O'Connor, Rawls and Wood\
17 Nays: None
18 Vote: 7-0
19
20 Motion carried.
21
22 Agenda Item No. 6. Discussion: No items this agenda.
23
24 Agenda Item No. 7. Liaison Reports
25
26 Board members reviewed the following:
27
28 (a) Recreation/Special Events (Durham/Blomquist) - no report
29 (b) Youth Sports Associations (Cornish) - A small baseball field will soon be
30 constructed at Bicentennial Park per the Park Board's approval tonight.
31 (c) Community Groups (include equestrian and Nature Center)
32 (Blomquist/Wood) - Nature Center Development Committee will meet
33 Tuesday, which will be the last meeting before their October presentation.
34 (d) SPIN (Georgia) - Nothing new at this time.
35 (e) SPDC (O'Connor) - Did not have a meeting last month; next meeting will
36 be September 17 to consider the three matching grant funds presented and
37 approved by Park Board tonight.
38 (f) JUC (Rawls) - No report.
39 (g) City Council Monthly Report - Frank Cornish will deliver report at
40 October 15 City Council meeting.
41
42 Agenda Item No. 8. Adjournment
43
44 A motion was made to move to adjourn at 8:35 p.m.
45 Motion: Georgia
46 Second: Blomquist
September 9, 2002 Page 7 of 8
3A-7
***Official Minutes***
Approved by the Parks and Recreation Board October 14, 2002
1 Ayes: Blomquist, Cornish, Durham, Georgia, O'Connor, Rawls and Wood
2 Nays: None
3 Abstention: None
4 Vote: 7-0
5
6 Mo ' n arri
7
8 '
9
-t-
10 Bobby Rawls
11 Parks & Recreation Board Chair
12 : # /F
13
14 Ma Geor 'a
15 Parks & Recreation Board Secretary
16
17 Attachments: Item 5A, Lacrosse Matching Funds - field/player forecast
September 9, 2002 Page 8 of 8
3A-8
City of Southlake, Texas
MEMORANDUM
September 4, 2002
TO: Kevin Hugman, Director of Community Services
FROM: Steve Polasek, Deputy Director of Community Services
SUBJECT: Matching funds request from Southlake Carroll Lacrosse Association for
modifications to Texas School of Baseball site in the amount of $12,500.
Action Requested: Parks and Recreation Board approval of SPDC matching funds request from
Southlake Carroll Lacrosse Association (SCLA) for modifications to Texas
School of Baseball site in the amount of $12,500.
Background
Information: The Southlake Carroll Lacrosse Association has submitted a request to the
City for consideration of matching funds for modifications to the large field
(field #1) at the Texas School of Baseball. Field #1 is presently used by
SCLA as a practice site for their participants. Designed as a large baseball
field, the proposed project would allow for the removal and replacement of
the damaged outfield fence, the addition of soil to create better field drainage
(1% slope), irrigation modifications, re-sodding of the infield area,
demolition of unnecessary outfield fencing, and re-lamping of the lighting
fixtures as needed. The proposed modifications would provide an improved
and slightly expanded practice facility to meet the needs of the Southlake
Carroll Lacrosse Association. Members of the SCLA board of directors will
be on hand to make a brief presentation at the meeting.
Financial
Considerations: Acceptance of this proposal would commit the City to fund the modifications
to the Texas School of Baseball field #1 for a cost of up to $12,500 as part of
the FY2001/02 SPDC Matching Funds Program. The approved SPDC
Matching Funds budget is $100,000. Matching funds in the amount of
$34,800 have been allocated to date for other projects, leaving an
unencumbered balance of $65,200.
Citizen Input/
Board Review: The Southlake Carroll Lacrosse Association Board approved applying for the
SPDC Matching Funds Grant at their August 11, 2002 meeting.
Legal Review: Not Applicable.
Alternatives: Parks Board discussion and consideration may result in various project
alternatives.
5A-i
Kevin Hugman, Director of Community Services
September 4, 2002
Page 2
Supporting
Documents: Supporting documents include the following items:
■ SPDC Matching Funds request form
■ Existing Conditions Site Plan
■ SCLA presentation
Staff
Recommendation: Parks and Recreation Board approve and make a recommendation to SPDC
for City participation in the modifications to Texas School of Baseball field #1
for an amount not to exceed $12,500 with funding allocated through the
SPDC Matching Funds Program.
5A-2
City of Southlake, Texas
PROJECT MATCHING FUNDS REQUEST FORM
Project Name: Texas School of Baseball proposed large field modifications
Contact Person: Kelli Riley (SCLA President)
Mailing Address: P.O. Box 93237
City: Southlake State: TX ZIP: 76092 Day Phone: 817-447-1139
Night Phone: 817-253-1098 Fax Number:
Additional Contact Person: Jim Lahane Day Phone: 817-430-5842
PROJECT DESCRIPTION:
The Southlake Carroll Lacrosse Association (SCLA) provides organized, youth, recreational lacrosse
within Southlake. SCLA presently utilizes the large baseball field at Texas School of Baseball for
practice. In an effort to better improve the facilities, SCLA is proposing a matching funds request to
convert the field into a lacrosse area through the demolition and removal of dugouts and fencing, the
addition of topsoil and sod as needed, irrigation improvements, and lighting improvements These
modifications will result in a facility more adequately suited to meet the needs of the SCLA.
Proposed Start Date: 10101102 Projected Completion Date: 01131103
Projected Cost: ,S25,000 Amount of Funds Requested: ,S12,S00
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PUBLIC FORUM Sign-In
for
Park Board Meeting
Monday, September 9, 2002
Name lease print) Address Phone or Email Topic
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4101-1
M:\WP-FILES\FORMS\Sign In Sheet.doc