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1999-04-12 City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 CITY OF SOUTHLAKE 2 PARKS AND RECREATION BOARD MEETING 3 4 April 12, 1999 5 6 MINUTES 7 8 Park Board Members Present: Chair Vicki Johnson; Vice-Chair Sherry Berman; Secretary, 9 Cara White; Bobby Rawls; Chris Miltenberger; Richard Anderson; James Glover; Lisa 10 Stokdyk; Robin Jones. 11 12 Park Board Members Absent: None. 13 14 Staff Present: Kevin Hugman, Director of Community Services; Steve Polasek, Deputy 15 Director of Community Services; Ben Henry, Park Planning and Construction 16 Superintendent; Teddi R. Zonker, Administrative Secretary; John Eaglen, Administrative 17 Assistant. 18 19 20 ➢ Mr. Bob Whitehead, Director of Public Works presented the Traffic Management Bond 21 Program to the Parks and Recreation Board and Keep Southlake Beautiful during their 22 regularly scheduled meetings at 7pm. He discussed Proposition I -Traffic Management, 23 Proposition 2-State Highway 114 Enhancements and Proposition 3-Hike/Bike Trails. 24 This was only an informational item on the agenda. 25 26 Jim Glover left the meeting at 7:45pm. 27 28 Regular Session: 29 30 Agenda Item No. 1, Call to order. Chair Vicki Johnson called the meeting to order at 8pm. 31 32 2. Reports: 33 34 Agenda Item No. 2.A., Administrative Comments. No comments. 35 36 Consent Agenda: 37 38 3. Consent: 39 40 Agenda Item No. 3.A., Approval of the minutes of the March 8, 1999 meeting. 41 42 Agenda Item No. 3.B., was moved from the consent agenda to a consider item by Ms. Jones. 43 44 Agenda Item No. 3.C., Recommendation of request from Southlake Community 45 Playgrounds, Inc. for additional $5,000 in matching grant funds. 46 47 Motion was made to approve the consent agenda Parks and Recreation Board Regular Meeting, April 12, 1999 Page I of 8 1 Wksv0001 Isharedlparkreclboards Ipkboardlminutes 119991041299. doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 2 Motion: Berman 3 Second: White 4 Ayes: Johnson, Berman, White, Jones, Rawls, Miltenberger, Anderson, Stokdyk 5 Nayes: None 6 Approved: 8-0 7 8 Regular Agenda: 9 10 Agenda Item No. 4, Public Forum. No public present. Public Forum was closed at 8:01pm. 11 12 5. Consider: 13 14 Agenda Item No. S.A., Naming of the Tennis Center. Ms. Berman noted that Ms. Laura 15 Suarez, President of NETT is not deceased, so her name may not be included in the name of 16 the Tennis Center according to the Naming Policy. 17 18 Mr. Miltenberger noted that from reviewing the e-mails, there does not seem to be much 19 interest from the public in naming the center. Ms. Jones suggested "The Courts at 20 Southlake" and place "Home of NETT" as a sub name if NETT will participate in the 21 funding. Ms. Jones said that NETT did begin in the City of Southlake. 22 23 After discussion, Ms. Jones suggested "Southlake Tennis Center." Ms. Berman suggested 24 "The Courts in Southlake." Mr. Rawls said that the courts could refer to the basketball, 25 tennis and in-line hockey courts. He suggested naming a pavilion, instead of the center, in 26 honor of Ms. Laura Suarez. Ms. Berman suggested that NETT provide a ceremonial plaque 27 in the Tennis Center in Ms. Suarez's honor. 28 29 The Board tabled this item to later in the meeting when Board member Jim Glover was 30 expected to return. 31 32 ➢ The following discussion and motion regarding Naming of the Tennis Center was 33 discussed after the liaison reports - 34 35 The Board decided to recommend to City Council naming the Bicentennial Park Tennis 36 Center, "The Southlake Tennis Center." 37 38 Motion was made to approve "The Southlake Tennis Center" as the name of the tennis center 39 in Bicentennial Park. 40 41 Motion: Miltenberger 42 Second: White 43 Ayes: Johnson, White, Jones, Rawls, Miltenberger, Glover, Stokdyk 44 Nayes: Anderson, Berman 45 Approved: 7-2 46 47 Agenda Item No. 3.B., was moved from the consent agenda to a consider by Ms. Jones. 48 Parks and Recreation Board Regular Meeting, April 12, 1999 Page 2 of 8 1 I slksv0001 I shared I parkrec I boards Ipkboard I minutes 119991041299. doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Agenda Item No. 3.B., Approval of the Park and Recreation Board 1999 Goals and 2 Objectives. Ms. Jones asked that the Board review the goals and decide whether this is the 3 order that the Board decided upon. 4 5 Mr. Hugman said that the goals and objectives have not been presented in a prioritized order. 6 The Board decided not to prioritize the goals and objectives and allow the staff to complete 7 the goals and objectives as time and limited staff allows. 8 9 Motion was made to approve the Park and Recreation Board 1999 Goals and Objectives. 10 11 Motion: Jones 12 Second: Anderson 13 Ayes: Johnson, Berman, White, Jones, Rawls, Miltenberger, Anderson, Stokdyk 14 Nayes: None 15 Approved: 8-0 16 17 6. Discussion: 18 19 Agenda Item No. 6.A., Revisions to Park Use Policy regarding Rustin Park pavilion and 20 Family Park. Mr. Hugman stated that as Town Square was being developed, staff attempted 21 to foresee some of the issues we would be faced with in managing and operating two new 22 parks that are unlike any of our other parks and facilities. As such, he felt that the current 23 Park Use Policy should be revised to more adequately address issues with these parks, 24 especially the pavilion. He said that there will probably be many requests to reserve the 25 pavilion. Some of which may not be fitting with the desired intent of the downtown park and 26 pavilion. He suggested that the policy be revised for the Town Square pavilion to only allow 27 reservations for community and cultural activities. 28 29 Ms. Berman said that the Town Square pavilion would be a nice setting for a wedding, but 30 she understands that there is schedule conflict difficulties since weddings are planned at least 31 one year in advance. She noted that the Lake Cities Community Band may wish to perform 32 during a community event at the same time as the wedding. 33 34 Ms. Stokdyk asked staff to look into what the City of Grapevine's policy is with regard to 35 their pavilion. She said that she knows someone who married at the Grapevine pavilion, and 36 that pavilion is downtown among the same type of setting as the Southlake Town Square 37 pavilion. 38 39 Mr. Polasek said that the owners of the businesses may object to a private event utilizing 40 their available parking lots. Mr. Hugman said that City staff feels that the intent of the Rustin 41 Park pavilion is to hold cultural and community events at this facility reflective of the spirit 42 of the Town Square Concept. He said that staff is currently scheduling city events and 43 performances of the Lake Cities Community Band. 44 45 Ms. Jones said that she feels that the Town Square pavilion is not an appropriate location for 46 weddings and other private events. Mr. Hugman said that there are issues of clean up as well. 47 Ms. Jones said that she prefers the idea of cultural and community events at the Town Square 48 pavilion. Several board members agreed. Parks and Recreation Board Regular Meeting, April 12, 1999 Page 3 of 8 1 I slksv0001 I sh ared l parkrec l boards I pkbo and I minutes l 19991041299. doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 2 Mr. Hugman said that he will look into what the City of Grapevine does with their city 3 pavilion as suggested by Ms. Stokdyk. Mr. Henry noted that the other park to be developed 4 at Town Square which may also include a pavilion, and it may be more conducive for 5 weddings and private events. Ms. Berman said that she would like City staff to look into the 6 possibility of that and consider it when planning that park. 7 8 Agenda Item No. 6.B., Traffic Management Bond Presentation. Presented before the regular 9 agenda at 7pm. 10 11 Agenda Item No. 6.C., Prioritization of Park Projects. Mr. Hugman stated that, as the Park 12 Board knows, there are a number of park projects currently underway, and more planned in 13 the 5-Year CIP for the current year. When the Park Planning and Construction 14 Superintendent position was added to the City budget in 1997, it was because the need 15 existed for a dedicated individual to oversee park construction projects. He stated that this 16 workload has increased significantly and there are plans to address additional staffing in the 17 upcoming fiscal year budget. The creation of an Engineering Services Department by City 18 Council will result in a consolidation of plan reviews, construction inspection, and 19 construction engineering services. There are plans to request another construction inspector 20 within this department, dedicated primarily to park construction, in the upcoming budget. 21 22 Mr. Hugman stated that staff has many projects on their plate right now that they are working 23 on, and others that they have simply not been able to get to yet. Staff has annually asked the 24 City Council to review the departmental project list (new ordinances, revisions, master plan 25 updates, etc.) and prioritize them to assist staff in allocating resources. He stated that staff 26 feels that given the number and magnitude of park-related projects we are responsible for, 27 staff would like the Park Board to assist us in a similar exercise. 28 29 Mr. Hugman asked the Board for their thoughts on prioritizing park projects. The Board 30 agreed that there is a limited staffing concern. Mr. Hugman said that Mr. Henry spends most 31 of his time reviewing and overseeing construction. 32 33 Mr. Hugman reviewed the list with the Board and provided an update on each item. 34 35 Mr. Miltenberger asked that the City staff state to the Board what they may be able to 36 complete within this current fiscal year. Ms. Johnson asked if City staff would like more 37 volunteers to assist with projects or is it the job of the staff to complete these items. She said 38 that she feels that the community is not volunteering because there is a perception that there 39 is enough staff to complete all tasks. Mr. Hugman said that this may be true, but he noted 40 that staff worked with several volunteers during the planning process of current projects 41 (tennis center, in-line hockey court, etc.). 42 43 Jim Glover returned to the meeting at 9pm. 44 45 Ms. Johnson used the example of City staff providing the planting materials and KSB and the 46 Garden Club planting the shrubs at Lonesome Dove Park. Mr. Polasek said that he thinks 47 that this is an excellent idea, but he would like irrigation established before any planting 48 begins. Parks and Recreation Board Regular Meeting, April 12, 1999 Page 4 of 8 1 Wksv0001lsharedlparkrecl boardslpkboardlminutes119991041299. doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 2 Since the Board preferred not to prioritize the project list, Mr. Hugman said that staff will 3 group the items accordingly and return the list to the Board for their review. 4 5 Ms. Stokdyk asked if there is a volunteer program. Mr. Hugman said that volunteers are 6 utilized through the duties of the Community Services Coordinators and staff is working to 7 refine this group. He also said he would welcome volunteers like KSB, the ball associations, 8 etc. if they are willing to assist staff in park improvements. He said staff would explore this 9 idea and contact those groups who may be willing to volunteer. 10 11 The Board expressed their interest in approaching the athletic associations to request for 12 volunteer time. Mr. Hugman asked if the Board would like to join City staff when 13 approaching the Boards of the athletic associations with regard to this request. The Board 14 said that they would like to. 15 16 Agenda Item No. 6.D., Bicentennial Park Phase II Construction Update. Ms. Johnson asked 17 if City staff has more to add to this item than presented in the packet. Mr. Henry said he 18 would be happy to go through the time-line or simply answer any questions. 19 20 Ms. Jones asked if the Tennis Pro Shop began April 6, 1999 as discussed. Mr. Henry said 21 that pre-construction elements did begin. Ms. Jones asked what the city will do about the fact 22 that the courts will be complete before the proshop is complete. Mr. Hugman said that he 23 does not want to make the courts available until the landscape and sidewalks are complete so 24 individuals can come on to the courts safely. The Board said that they do not want the courts 25 complete, locked and unavailable for use. Mr. Hugman said that staff is discussing this issue 26 and that the full completion of the courts would be put on hold. Ms. Jones asked the Board 27 and City staff for their suggestions. 28 29 Mr. Glover asked if this item could be added to next month's agenda for discussion. The 30 Board agreed to discuss this item next month. The Board requested staff to prepare and 31 updated construction schedule at that time and options with regard to this item. 32 33 Mr. Hugman asked the Board if they have any questions for Mr. Henry with regard to the 34 construction timeline. No further comments or questions were brought forward. 35 36 Agenda Item No. 6.E., Concept of Equestrian Trail around Lake Grapevine. Mr. Hugman 37 said that this item is on the agenda at the request of Ms. Berman and that she would present 38 the information to the Board. 39 40 Ms. Berman said that she discussed with Flower Mound the trail system that they hope to 41 establish around Lake Grapevine which will reach Highway 377/Denton Highway. She said 42 that she feels that it would be great to have the equestrian trail system lead to the northwest. 43 Ms. Berman provided a map to the Board detailing what the equestrian group would like to 44 accomplish. Ms. Berman said that the equestrian liaisons (Anderson, Berman and White) 45 met with Flower Mound, Marshall Creek, Trophy Club, Grapevine, and the Corps of 46 Engineers. She said that each city hoped to approach their city Boards and inform them of 47 what the equestrian group would like to do in order to receive their input. Ms. Berman said Parks and Recreation Board Regular Meeting, April 12, 1999 Page S of 8 Ilslksv0001 Ishared Iparkrec I boards Ipkboard I minutes 119991041299. doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 that Southlake would not have to do anything or provide funds since the Southlake equestrian 2 trails are complete. She said that the Corps stated that there is grant money available. 3 4 Mr. Anderson said that most of the work on the trails will take place outside of the City of 5 Southlake. He said that there needs to be a trail completed through part of Trophy Club, near 6 the off road vehicle area near Marshall Creek, some bridges installed across Denton Creek 7 and some bridge improvements in Trophy Club. Mr. Anderson said that the funds will come 8 from the other cities or from grants. 9 10 Mr. Anderson said that the equestrian liaisons brought this item forward to see if the Board 11 was in agreement and would like to endorse this effort to join the equestrian trails on the 12 north side of Lake Grapevine to the Southlake trails. He asked if Southlake would like to 13 become involved in supporting the grant request. Mr. Anderson didn't know if this 14 involvement would be expressed by the City Council passing a resolution or the Mayor 15 signing a request for a grant to finish the trail. He said that this would be a joint city effort to 16 finish the trails around Lake Grapevine. 17 18 Ms. Berman said that the City of Grapevine stated that they are interested in this joint project 19 and would assist the City of Southlake in applying for the grant. 20 21 Mr. Anderson stated that this item has come forward only as a request for a resolution of 22 support and an endorsement for the idea of supporting the grant. He said that the group is not 23 asking for funds at this time. Mr. Hugman said he spoke with Flower Mound staff to 24 determine what action their Park Board was expecting to take. Flower Mound staff said their 25 Park Board was going to discuss the concept and probably at a later date, consider a 26 resolution of support. 27 28 Ms. Johnson asked that the liaison group continue to update the Park Board on this item. Ms. 29 Berman said that the equestrian group will meet again and Anderson, Berman and White will 30 provide an update at next month's meeting. The Board said that they do like the concept. 31 32 Agenda Item No. 6.F., Liaison Report: 33 34 (a) Youth Park and Recreation Board - Johnson - Ms. Johnson said that she has a 35 concern for the two members who appear to have been absent at several meetings. 36 37 (b) Recreation/Special Event - Johnson, Jones - Ms. Zonker said that the Southlake 38 Scene will be delivered from the printer on Friday, April 16, 1999. Ms. Johnson mentioned 39 the upcoming Kite Festival on April 24, 1999. 40 41 (c) Teen Center Update - Johnson, Jones - Ms. Jones said that there have been several 42 meetings. She said that the final consensus with regard to the size of the center was 6,000 43 square feet. This includes restrooms, office, study rooms, kitchen, snack preparation area, 44 eating, lounge, game room and multi-use room. She said that the next step is to select an 45 architect and request a proposal. Ms. Jones said that there was discussion of constructing the 46 facility so it may be expanded in the future. 47 Parks and Recreation Board Regular Meeting, April 12, 1999 Page 6 of 8 1 Lslksv0001lsharedlparkreclboardslpkboardlminutes119991041299.doc City of Southlake, Texas * * OFFICIAL MINUTES * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Mr. Glover said that his children attended the Southlake Parks and Recreation Spring Break 2 Camp. He said that he visited with many parents of the participants at the program and there 3 were a lot of nice comments with regard to this program and the staff. 4 5 (d) Community Relations - Anderson, Berman - No report. 6 7 (e) Youth Sports Associations - Miltenberger, Rawls - Mr. Miltenberger said that 8 someone has come to SBA and has asked to sponsor another batting cage which would 9 include a sign similar to the ones on the scoreboards. He said that he thinks that it will be a 10 donation from a new car dealership. 11 12 (f) Community Groups - Stokdyk, White - Ms. Stokdyk invited everyone to notice the 13 wild flowers on the hill at Bicentennial Park. She said that water plants in the waterscape 14 will soon be purchased for the pond. Ms. Stokdyk said that Nathan Harold's Eagle Scout 15 project at the waterscape, an information board, has started. 16 17 Ms. White informed the Board that the equestrian group has termed themselves the 18 "Southlake Equestrian Association" and has assigned a Chair and Co-Chair. 19 20 (g) SPIN - White - Ms. White that some members of the DPS staff presented the Crime 21 Prevention presentation to SPIN. She said that SPIN has expressed interest in working with 22 staff on the Trail System Master Plan review. 23 24 (h) SPDC - Jones - Ms. Jones said that there were two meetings last month. Mr. 25 Anderson referred to the recent purchase of the Tucker Property and asked that the Park 26 Board be advised in advance with regard to land purchases. Mr. Hugman said that the City 27 has been interested in the Tucker Property for a long time, but the purchasing opportunity just 28 came up. He said that he understands the desire of the Board being informed on these issues, 29 but the purpose of discussing such items in executive session is to retain confidentiality and 30 prevent pending land purchases from becoming public, which could jeopardize the purchas or 31 drive the cost up. 32 33 Ms. Johnson reminded the Board that the joint meeting among SPDC and the Park Board will 34 be April 26, 1999, 7pm and the City Council Chambers. 35 36 (i) JUC - Glover - Mr. Glover said that the committee discussed the item of the 37 gymnasium at the new Carroll Junior High. He said that several members involved with the 38 school were not present at the meeting. 39 40 (j) City Council Monthly Report - Jones - Ms. Jones said that she would be unable to 41 report this month. 42 43 (k) Nature Center Committee - Anderson, Stokdyk, White - No report. 44 45 Agenda Item No. 7, Adjournment - The meeting was adjourned by Chair Vicki Johnson at 46 10:08pm. 47 48 Parks and Recreation Board Regular Meeting, April 12, 1999 Page 7 of 8 Ilslksv00011shared Iparkrecl boardslpkboardlminutes119991041299.doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS I t 2 JV~_ 3 Vicki Johnson 4 C air . 5 6 7 Cara White 8 Secretary Parks and Recreation Board Regular Meeting, April 12, 1999 Page 8 of 8 Ilslksv00011sharedlparkreclboardslpkboardl minutes 119991041299.doc