2001-06-11
1 CITY OF SOUTHLAKE
2 PARKS AND RECRETION BOARD MEETING
3
4 June 11, 2001
5
6 MINUTES
7
8 Board Members Present: Chris Miltenberger, Vice-Chair; Cara White, Secretary; Frank
9 Cornish, Lisa Stokdyk, Bobby Rawls and Tim O'Connor (arrived at 8:30 p.m.).
10
11 Board Members Absent: Mary Georgia
12
13 Staff Members Present: Kevin Hugman, Director of Community Services, Steve Polasek,
14 Deputy Director of Community Services; Chris Carpenter, Senior Parks Planner; Steve
15 Moore, Recreation Supervisor; and Administrative Secretary Linda Carpenter
16
17 Regular Session:
18
19 Agenda Item No. 1. Call to Order
20
21 The meeting was called to order by Vice Chair Chris Miltenberger at 6:49 p.m.
22
23 Agenda Item No. 2, Administrative Comments
24
25 Director of Community Services Kevin Hugman welcomed new Park Board members
26 Frank Cornish, Bobby Rawls and Tim O'Connor. Mr. O'Connor was expected to arrive
27 late in the meeting due to coaching a baseball game.
28
29 An orientation meeting is being planned in the near future to bring new members up-to-
30 date on park-related issues.
31
32 Mr. Hugman informed members about the arrangement to have a Park Board member
33 present at the second City Council meeting each month (the third Tuesday of the month)
34 to present a brief Park Board Report. He asked for a volunteer to handle the June 19,
35 2001 Council meeting report.
36
37 There were no further Administrative Comments.
38
39 CONSENT AGENDA
40
41 Agenda Item No. 3-A, Approval of the Southlake Parks and Recreation Board meeting
42 minutes of May 14, 2001.
43
44 The Board did not have any corrections or changes to the minutes; however, Ms. Stokdyk
45 had several questions for staff about information contained in the minutes.
May 14, 2001 Parks & Recreation Board Regular Meeting Page I of 11
1 Ms. Stokdyk noted page 2 of the minutes and asked about irrigating the practice
2 fields at Bob Jones Park. Mr. Hugman and Mr. Miltenberger addressed her
3 questions and reiterated that once the turf on the practice fields is established,
4 there will not be on-going irrigation. Irrigation improvements were not funded
5 until FY 2003.
6
7 Ms. Stokdyk asked Senior Park Planner Chris Carpenter for clarification about the
8 Texas Parks and Wildlife (TPWD) grant referred to on page 4 of the minutes. She
9 asked if the 20% participation cost of the $100,000 TPWD trails reimbursement
10 grant was funded through SPDC? Mr. Carpenter answered yes and explained
11 how the State reimbursement cost-sharing program works.
12
13 Ms. Stokdyk also wanted to know if the project was committed to move forward
14 even in the event that the total project costs were not funded at the time? Mr.
15 Carpenter explained that the City's project should be 100% eligible for
16 reimbursement. TPWD will advise the City of the exact reimbursement amount
17 when an agreement is executed. Mr. Hugman said the grant application must be
18 for projects that have already been committed to by SPDC.
19
20 In regards to notations in the minutes about "attachments," staff explained that
21 attachments are not submitted to the Board in their packets, but are compiled with the
22 approved, official set of minutes maintained for public record in the Office of the City
23 Secretary.
24
25 A motion was made by Cara White to accept the minutes of the May 14, 2001 Parks
26 and Recreation Board meeting as presented.
27 Motion: White
28 Second: Stokdyk
29 Ayes: Cornish, Miltenberger, Rawls, Stokdyk and White
30 Nays: None
31 Abstention: None
32 Vote: 5-0
33
34 Motion carried.
35
36 ADDITIONAL INFORMATION ON CONSENT ITEMS
37
38 Agenda Item No. 3-A, Approval of the Southlake Parks and Recreation Board meeting
39 minutes of May 14, 2001. Approved as presented.
40
41 REGULAR AGENDA
42
43 Agenda Item No. 4, Public Forum
44
45 Mr. Miltenberger asked if anyone present would like to speak during the Public Forum.
46 Having no comments from the audience, Public Forum was closed.
May 14, 2001 Parks & Recreation Board Regular Meeting Page 2 of I1
1 Agenda Item No. 5-A, Election of Parks and Recreation Board Chairperson and/or other
2 officers for Year 2001.
3
4 A motion was made by Ms. White to nominate current Vice Chairman Chris
5 Miltenberger as Chairman.
6 Motion: White
7 Second: Rawls
8 Ayes: Cornish, Miltenberger, Rawls, Stokdyk and White
9 Nays: None
10 Abstention: None
11 Vote: 5-0
12
13 Motion carried.
14
15 A motion was made by Chris Miltenberger to nominate Cara White as Vice
16 Chairman.
17 Motion: Miltenberger
18 Second: Rawls
19 Ayes: Cornish, Miltenberger, Rawls, Stokdyk and White
20 Nays: None
21 Abstention: None
22 Vote: 5-0
23
24 Motion carried.
25
26 A motion was made by Cara White to nominate Mary Georgia as Secretary.
27 Motion: White
28 Second: Miltenberger
29 Ayes: Cornish, Miltenberger, Rawls, Stokdyk and White
30 Nays: None
31 Abstention: None
32 Vote: 5-0
33
34 Motion carried.
35
36 Agenda Item No. 5-B, Appointment of Parks and Recreation Board member to serve on
37 the Joint Utilization Committee (JUQ.
38
39 Chairman Miltenberger said Mr. Rawls had expressed an interest in serving on JUC.
40
41 A motion was made by Chairman Miltenberger to appoint Bobby Rawls as the
42 Parks and Recreation Board representative to serve on the Joint Utilization
43 Committee.
44 Motion: Miltenberger
45 Second: White
46 Ayes: Cornish, Miltenberger, Rawls, Stokdyk and White
May 14, 2001 Parks & Recreation Board Regular Meeting Page 3 of 11
1 Nays: None
2 Abstention: None
3 Vote: 5-0
4
5 Motion carried.
6
7 Agenda Item No. 5-C, North Central Texas Chapter of the National Multiple Sclerosis
8 Society application to hold a fundraising event (Walk-A-Thon) at Town Square.
9
10 Mr. Hugman presented the application to hold a fundraising Walk-A-Thon at Town
11 Square and explained that the fundraising activity meets the adopted Park Use Policy
12 with the exception that the organization is not based in Southlake. As such, staff is not
13 given the authority to approve the request. Staff has reviewed the application and
14 recommends the Park Board vote to recommend approval to City Council.
15
16 Mr. Hugman introduced Mr. Shane Taylor, vice president with Banc One and chairman
17 for the MS Walk-A-Thon this year, to answer questions from the Board.
18
19 Mr. Shane Taylor, V.P., Banc One, Dallas, Texas, stated he thought the City would be
20 very proud of this event. He said that although the organization is not based in Southlake,
21 they do serve Southlake and 33 surrounding counties. They serve 2,500 MS clients and
22 their families with a variety of products, services, care-giving, monetary benefits and
23 40% of their proceeds go towards national research for Multiple Sclerosis. Mr. Taylor
24 explained how valuable this fundraising event is to the organization and talked about
25 participation. He said they initially looked at having the Walk at Grapevine Lake but
26 chose Southlake because they thought it was a more desirable location.
27
28 Mr. Taylor answered questions about the number of participants they expected and the
29 route of the course.
30
31 Chairman Miltenberger stated he was very much in favor of the event with one caveat
32 being that the course be reviewed to ensure its appropriateness and that changes be made
33 to the route if needed.
34
35 Ms. Stokdyk questioned Mr. Taylor about having the event in a downtown location. Mr.
36 Taylor said they felt that having it in a downtown location would provide maximum
37 exposure for the Multiple Sclerosis Society.
38
39 Thirty MS staff members will be present during the Walk-A-Thon to assist with
40 registration and other necessary issues involved in the Walk. Off-duty police officers will
41 be hired for public safety and the Vietnam Veterans organization will provide ham radio
42 operations for people out on the course.
43
44 A motion was made by Ms. Stokdyk to approve the fundraising event application
45 for North Central Texas Chapter National MS Society for 3.1-mile Walk-A-Thon in
May 14, 2001 Parks & Recreation Board Regular Meeting Page 4 of 11
I Town Square on September 15 and forward their recommendation to City Council
2 for consideration.
3 Motion: Stokdyk
4 Second: White
5
6 Discussion: Chairman Miltenberger requested that the route of the Walk be cleared
7 with Department of Public Safety to address pedestrian and traffic issues.
8 Time frame of the event has been approved by Town Square merchants.
9
10 Ayes: Cornish, Miltenberger, Rawls, Stokdyk and White
11 Nays: None
12 Abstention: None
13 Vote: 5-0
14
15 Motion carried.
16
17 The application for the Walk-A-Thon will be considered at the June 19, 2001 City
18 Council meeting. A representative from the MS Society will be present to answer
19 questions.
20
21 Agenda Item No. 5-D, Approval of the revised Revenue Policy.
22
23 This item was discussed by the Park Board at their January Retreat and at their May 14,
24 2001 board meeting. The Board's comments and suggestions about wording and content
25 have been incorporated into the revised draft and is being considered at this meeting for
26 Park Board approval or further input.
27
28 Recreation Supervisor Steve Moore presented the revised Revenue Policy and answered
29 questions from the Board. Mr. Moore talked about the purpose of the Policy and
30 explained the new features that were incorporated into the Policy since the last revision in
31 1997.
32
33 Mr. Miltenberger elaborated on the history of this Policy for the benefit of new Park
34 Board members.
35
36 A motion was made by Ms. Stokdyk to accept the revised Revenue Policy as
37 presented.
38 Motion: Stokdyk
39 Second: White
40
41 Discussion: None
42
43 Ayes: Cornish, Miltenberger, Rawls, Stokdyk and White
44 Nays: None
45 Abstention: None
46 Vote: 5-0
May 14, 2001 Parks & Recreation Board Regular Meeting Page 5 of II
I Motion carried.
2
3 Agenda Item No. 6-A, Input on Recreation Center Concept Plan
4
5 This item was presented to the Board as a discussion item to gather input and direction as
6 to what features the Park Board recommends the architect incorporate into the design of
7 the recreation center.
8
9 Mr. Tim O'Connor arrived at the Park Board meeting at 8:30 p.m.
10
11 Mr. Hugman led the discussion, briefing the Board on events regarding the Recreation
12 Center development to this point. He noted that progress towards a design and planning
13 of a proposed recreation center had been on going for some time. Staff noted the City's
14 desire to apply for a $750,000 Texas Parks and Wildlife (TPWD) Indoor Recreation grant
15 towards this project. At its June 5 meeting, the City Council directed staff to prepare an
16 application for a grant from TPWD and limit the scope of services with Brinkley-Sargent
17 Architects to those necessary to prepare a concept plan for this application. In order to
18 meet the July 31, 2001 deadline, staff would like to get the Park Board's input into the
19 components and facilities envisioned in a recreation center. Board members were
20 provided additional information for this item, including survey and Master Plan
21 information in their packets.
22
23 Mr. Hugman said the concept plan that will be submitted to TPWD must have the
24 components intended to be built since that is what the project application score will be
25 based upon. Components can be added after the fact, but deleting components could
26 jeopardize the scoring assumptions. The concept plan will be very fluid in terms of final
27 floor plan layout, architectural features, etc. Those details will have no effect on the
28 application and will be addressed in greater detail in public meetings at a later date.
29
30 Once the components are determined, staff will bring back a proposed concept plan to the
31 Park Board at the July meeting with the grant application, to request recommendation to
32 City Council to submit to TPWD. Grant awards are notified in the fall, with the grant
33 being available in January 2002.
34
35 A brief PowerPoint presentation was shown by Senior Park Planner Chris Carpenter,
36 showcasing various recreational features found in recreation centers throughout the
37 nation. Some of those features were two-story rock climbing walls, indoor leisure pools,
38 jogging tracks, racquetball courts, multi-use gymnasium/sports court, dance/aerobic
39 studio with exercise bars and mirrors, benches with lockers, heated and treated
40 therapeutic pool with wheel chair access, and youth recreation areas with games.
41
42 Deputy Director Steve Polasek helped facilitate the Board's examination of the features
43 they would like to see in the proposed City's recreation center by going through a chart of
44 the features obtained from the TURCO survey, priority listing from the Parks Master Plan
45 and from citizen input.
46
May 14, 2001 Parks & Recreation Board Regular Meeting Page 6 of 11
I Mr. Brad Kimura, executive director of the Fort Worth YMCA, was present and provided
2 insight into many of the Board's questions and concerns about different recreation
3 features and offered the YMCA's perspective.
4
5 A lot of the Board's discussion centered on the viability of having an indoor pool and/or
6 leisure pool, whether a rock climbing wall was desirable, how the city currently serves
7 the citizens with recreational activities, and costs of these features.
8
9 Mr. Kimura said that the YMCA found that the rock-climbing feature was a matter of
10 programming and that in Benbrook, rock climbing was one of the top 10 desired
11 activities of participating citizens. He talked about the configurations of the wall, how
12 they manage supervision issues and the cost.
13
14 Mr. Cornish asked which of the items listed were already offered through joint-use
15 programs? He related his experience with recreation centers being smaller, more focused
16 towards kids with foosball, ping-pong, etc. and compared a recreation center to a fitness
17 center. Mr. Hugman answered Mr. Cornish saying that currently the City has use of some
18 school gymnasiums for basketball and summer camp programs. Several school
19 classrooms are being used for various recreational programs. The City has no facilities
20 itself other than the Lodge at Bicentennial Park. The CHS natatorium will address a lot of
21 the City's water recreation classes. Mr. Hugman stressed that the recreation center would
22 offer a variety of activities - it would be a multi-purpose facility whereas fitness
23 centers are geared strictly toward fitness and only target specific age groups. A recreation
24 center facility would address the needs of all age groups - tots to seniors.
25
26 Mr. Rawls asked about the square footage required for a recreation center? Mr. Polasek
27 responded that the square footage depends upon what features are desired by the
28 community and what the population is that it will serve. Mr. Polasek said there are no set
29 standards of square footage. Mr. Polasek commented that at a recent conference on space
30 needs for recreation centers, it was said that a minimum of one square foot per resident is
31 the standard/suggested square footage requirement, but Mr. Polasek said the ultimate
32 square footage requirements are dependent upon what components the community wants
33 the facility to offer.
34
35 Mr. Hugman said the City's assumptions have been based upon about a 40-50,000 square
36 foot facility, based on a build-out population of 38,000 and the City's desire not to have
37 to build an additional recreation center or add onto an existing facility, which could shut
38 down the center while expansion construction would be going on.
39
40 Questions were raised about the size and cost of the facility and the cost of the plans.
41
42 Mr. Rawls said he heard the cost was $500,000 for the development of the plans for the
43 recreation center. Mr. Hugman said engineering and design would be about 10% of the
44 construction costs, which is a typical percentage for those professional services. Mr.
45 Kimura agreed saying the YMCA uses $106 per square foot figure for their facilities and
46 that their prototypical center averages 36-40,000 square feet. Mr. Kimura said
May 14, 2001 Parks & Recreation Board Regular Meeting Page 7 of 11
I architectural, engineering and professional fees are calculated at 10% of construction
2 costs. Mr. Hugman commented the actual contract was less than 10% and included a
3 management study, as well as site planning for the entire Timarron-Richards site.
4 Brinkley-Sargent Architects will also provide detailed drawings for construction, review
5 of bids, and construction administration.
6
7 Mr. Hugman said Brinkley-Sargent Architects had not designed any two recreation
8 centers the same and that it was not possible to "pick a plan off the shelf," since each
9 design is based upon what the community wants, what type of architectural features fit in
10 with the community, the surrounding neighborhoods, and the site itself. Mr. Kimura also
11 concurred that each YMCA is different. YMCA maintains an archival system with plans,
12 etc. of all of their YMCA's projects, which can be used freely by local architects.
13
14 Ms. Stokdyk asked why the City Council narrowed the scope of services for the
15 recreation center to just the concept plan? Mr. Hugman commented that the Council
16 wanted to limit the scope at this time to see if the City could receive the TPWD grant and
17 will then make decisions based upon whether the grant is approved.
18
19 Ms. Stokdyk spoke about the need for an indoor leisure pool with an indoor lap area in
20 the recreation center and presented her arguments. She stressed the demand for a shallow
21 pool for very young children and families and the generational use of the feature. Ms.
22 Stokdyk talked about the difference between a leisure pool and an indoor lap pool.
23
24 Chairman Miltenberger argued against putting a pool in the recreation center, noting the
25 natatorium already provides that activity to the community.
26
27 Ms. White said indoor leisure pools were extremely expensive and that maintenance-
28 wise, they were a nightmare, in her opinion.
29
30 Mr. Cornish commented he was also hard-pressed to put a pool in the rec center design
31 since almost every subdivision in Southlake has a common area with a pool. He said most
32 citizens have their own pool and the city has an aquatic center.
33
34 Mr. Hugman commented about the pool issue, saying a pool feature is a double-edge
35 sword it drives up the costs, but at the same time, it is what brings people into the rec
36 center, which is what generates revenues.
37
38 Mr. Rawls asked Mr. Kimura to share with the Board some of the successful and
39 unsuccessful features the YMCA has experienced over the years in their centers, such as
40 kitchens and cooking classes? Mr. Kimura said kitchens were removed from all YMCA
41 facilities, but cooking classes are offered through the grocery stores. He said racquetball
42 courts are no longer being built in YMCA facilities because it was not a wise use of funds
43 to spend a huge amount of money for such a small group of users. Mr. Kimura said
44 they seek to get the most bang for their buck and commented that in terms of staffing and
45 programming, a room such as the one where the Park Board meeting was being held,
46 would be one of the most valuable resources because of its versatility - it could be used
May 14, 2001 Parks & Recreation Board Regular Meeting Page 8 of 11
I for many different classes and programs. He said that one thing the Board must consider
2 is convenience and that is why the YMCA has put many uses under one roof. Mr. Kimura
3 said the pool is the greatest revenue generator for YMCA's and that is the feature that
4 brings in memberships.
5
6 Chairman Miltenberger asked if the Board was looking at a YMCA facility that the
7 YMCA would pay for and build, or one that the City would fund? Mr. Hugman
8 responded the City would build the facility and pay for the cost of the construction.
9
10 The following recreational activity components were discussed extensively by Board
11 members. Items marked with are the components the Board agreed to include in the
12 concept plan to be prepared by Brinkley-Sargents Architects for grant application to
13 TPWD.
14
15 Gymnasium(s)
16 Indoor pool for lap swimming
17 Indoor Pool - Leisure (this item is an option only to be considered based on
18 expected size and cost)
19 Dance-Exercise-Aerobics Room
20 Classroom
21 Family Fitness Center
22 Game room (same as activity center)
23 Youth Activity Room
24 Concessions Area
25 Indoor Track
26 Child Care Area
27 Locker Rooms
28 Office Area
29 Storage Space
30 Racquetball Courts
31 Indoor Playground
32 Rock-Climbing Wall
33 In-Line Hockey Rink
34
35 The architect will provide cost estimates on including the pool feature in the design and
36 the pool will be added if costs can be covered.
37
38 Councilmember Evans stated that a pool is a revenue maker; probably the greatest
39 revenue generator of any of the items on the list.
40
41 Mr. Hugman said the Concept Plan would be brought forward as a consideration item at
42 the July Park Board meeting.
43
44
45
May 14, 2001 Parks & Recreation Board Regular Meeting Page 9 of 11
1
2 Agenda Item No. 6-B, Liaison reports
3
4 Board members received reports in their packets.
5
6 (a) Youth Parks and Recreation Board - No report from staff.
7 (b) Recreation/Special Events - White/Stokdyk
8 The 4th of July Celebration is planned for July 3, 7:00 p.m. with fireworks
9 at dusk in Town Square. There will be concessions, strolling clowns and
10 other activities. Shuttle parking will also be available at Bicentennial Park.
11 More information will be sent prior to the event.
12 (c) Youth Sports Associations - (Miltenberger/Cornish) No report this month.
13 (d) Community Groups - Boy and Girl Scouts are still seeking projects.
14 (e) SPIN - (White) SPIN will hold a meeting June 12 to discuss the budget.
15 (f) SPDC - (O'Connor/Rawls) SPDC will meet prior to the City Council
16 meeting on the third Tuesday of the month. The time will be determined.
17 (g) JUC - (Rawls) - Next JUC meeting will be held in July.
18 (h) City Council Monthly Report - The signup list is complete for the
19 remainder of the year.
20 (i) Equestrians - (White) - No report from staff.
21 (j) Traffic Management Bond -
22
23
24
25 Additional Items
26
27 Ms. Stokdyk asked about City Council down-sizing the trail on Southlake Boulevard. Mr.
28 Hugman said the Council reconsidered the portion of trail from Southridge Lakes to
29 Bicentennial Park and reduced the width from eight feet to six feet. That portion will not
30 be designated as a multi-use trail, but can be used a sidewalk. A multi-use trail will still
31 exist on the south side of Southlake Boulevard. Ms. Stokdyk asked if the downsizing was
32 for aesthetics or cost reasons? The trail width was reduced due to a combination of both
33 reason Mr. Hugman said.
34
35 Ms. Stokdyk wanted to know about the zoning change sign posted at Bicentennial Park?
36 Staff explained it was not a zoning change, but because the shade canopies over the
37 bleachers were involved, they felt it appropriate to go through the site plan process
38 because of the corridor overlay requirements, which meant the zoning change signs
39 needed to be posted.
40
41 The road equipment parked at Bicentennial Park, next to the Waterscape Project, should
42 be moved soon and the area restored to previous condition.
43
44
45
46
May 14, 2001 Parks & Recreation Board Regular Meeting Page 10 of 11
I Agenda Item No. 7, Adjournment
2
3 A motion was made by Ms. White to adjourn the meeting at 9:09 p.m.
4
5 Motion: White
6 Second: Stokdyk
7 Ayes: Cornish, Miltenberger, O'Connor, Rawls, Stokdyk and White
8 Nays: None
9 Abstention: None
10 Vote: 6-0
11
12 Motion carried.
13
14
15
16
~17
18 Cara White
19 Parks ecreation Board Vice Chair
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May 14, 2001 Parks & Recreation Board Regular Meeting Page 11 of 11