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2000-05-08 * * OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 CITY OF SOUTHLAKE 2 PARKS AND RECREATION BOARD MEETING 3 4 May 8, 2000 5 6 MINUTES 7 8 Board Members Present Sherry Berman, Chair; Richard Anderson, Vice-Chair; Cara 9 White, Secretary; Mary Georgia; Chris Miltenberger; Lisa Stokdyk, James Glover 10 11 Board Members Absent: Bill Kemp 12 13 14 Staff Members Present: Kevin Hugman, Director of Community Services; Steve Polasek, 15 Deputy Director of Community Services; Ben Henry, Planning and Construction 16 Superintendent; John Eaglen, Administrative Assistant; Meredith Parrish, Administrative 17 Secretary, 18 19 20 Regular Session: 21 22 Agenda Item No. 1, Call to order. The meeting was called to order by Chair Sherry 23 Berman at 7:OOPM 24 25 Reports: 26 27 Agenda Item No. 2.A. Administrative Comments. 28 29 Mr. Hugman shared that staff was currently in the process of developing the budget for 30 fiscal year 2000-2001. Mr. Hugman said that once it is completed staff would like to call a 31 special meeting to review the budget with the Board. Mr. Hugman said the end of May 32 would be an ideal time to do this. 33 34 Ms. Berman asked if more maintenance staff was being considered in the upcoming general 35 fund budget. Mr. Hugman said this would be difficult because of the library staffing needs. 36 Mr. Hugman said that staff is looking into the possibility of adding personnel to the SPDC 37 budget. 38 39 Ms. Parrish shared with the Board that the Colleyville Community Center would be open 40 for a tour either May 18"' at 4pm or May 23`d at 4pm if the board was still interested in 41 taking a tour. Ms. Berman said that May 23`d worked best for her and asked if the board had 42 any objections to taking the tour on May 23`d. The Board agreed to May 23`d for a tour of 43 the Colleyville Community Center. 44 Parks and Recreation Board Regular Meeting May 8, 2000 Page I of 8 N.•IParks & Recreation OOARDSIPKBOARDIMINUTES120001050800.doc * * OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Ms. Berman made a comment that a citizen had shared with her that she did not receive a 2 Southlake Scene in time to register her child for classes. Ms. Berman stated that apparently 3 the Cooking and Art classes were filled way ahead of when "The Scene" was received. 4 Citing that a possible solution would be to provide more classes. Ms. Berman asked if there 5 was some way to register earlier. Mr. Hugman said that there is no way to determine when 6 mailings arrive at homes because they are sent bulk mail. 7 8 Consent: 9 Agenda Items 5A and 5B were moved to Consew by board members. 10 Agenda Item 3A Approval of the minutes for April 10, 2000 meeting. 11 12 Motion was made to move 5B up to the Consent Agenda: 13 14 Motion: Stokdyk 15 Second: White 16 17 Agenda Item 3B Recommendation of park dedication requirements for the Hiram Granberry 18 Addition, Lot 4 9 (Shady Oaks Center). 19 Agenda Item 3C Recommendation of park dedication requirements for the O. W. Knight 20 Survey, Abstract Number 899, Lot 2, Block 61 (Southlake Imaging, LLC). 21 Agenda Item 31) Recommendation to the City Council of Resolution 00-37, authorizing the 22 City to terminate participation with the Statewide Transportation Enhancement Program 23 (STEP) for the Cottonbelt Trail Project by transfer of the outstanding rant balance to the 24 City of Colleyville. 25 Agenda Item 5B Recommendation of park dedication requirements for the J. Whitman 26 Survey, Abstract Number 1593 (Simmons Addition). 27 28 Motion was made to approve all consent items. 29 30 Motion: Glover 31 Second: Miltenberger 32 Ayes: Berman, Anderson, Glover, Stokdyk, Georgia, Miltenberger, White 33 Nayes:0 34 Approved: 7-0 35 36 37 Agenda Item 5A Approval of the proposed signage by the Southlake Baseball Association 38 for the batting cages located between Bicentennial Park fields #8 and #9. 39 40 Ms. Berman recognized Mr. Kegley from the Southlake Baseball Association. Mr. Kegley 41 expressed that the previous board for SBA had made the handshake agreement with Park 42 Place Motors regarding the signage. Mr. Kegley said that he felt that if Park Place Motors 43 were asked to take down their signage or modify it, it may jeopardize the funding that Park 44 Place motors provided to SBA for the batting cages. Parks and Recreation Board Regular Meeting May 8, 2000 Page 2 of 8 N.•IParks & Recreation WOARDSIPKBOARDIMINUTES120001050800.doc * * OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 2 Mr. Anderson asked if there was anything discussed in the meetings with Park Place 3 designating the size of the signs. Mr. Kegley said that nothing was put on paper, only 4 verbally agreed upon. Mr. Kegley added that the signs are the same size as the signs 5 underneath the scoreboards for fields 4, 5, 6, 7, 8 & 9. 6 7 Mr. Kegley stated that if they had been told by the board that there were requirements 8 regarding the signage in the beginning, they would have made sure they complied. Ms. 9 White commented that although they had not been told about the size, perhaps they should 10 have inquired prior to coming to an agreement. 11 12 Mr. Glover requested that this item be tabled in order to allow staff the opportunity to 13 work with SBA & Park Place. The board did not move on the request. 14 15 Mr. Glover left at 7:12. 16 17 Mr. Anderson asked if there was any specific number of signs committed to in the 18 agreement. Mr. Kegley stated there was not, only that the signs that they provided would 19 stay up for 5 years. It was noted that normally the commitments were made for 4 years. 20 21 Ms. White noted that it has been the intention of the board to avoid cluttering the parks 22 with a lot of signs. At several of the board meetings we have discussed this topic. One in 23 particular was when SGSA was asking to put up banners on the back fences. 24 25 The board agreed that we would have to make this one an example of what to avoid in the 26 future, since there is nothing to substantiate prior conversations regarding this signage. It 27 was pointed out by Ms. Berman and Ms. White that SPDC had also contributed Y2 of the 28 funds necessary to build the batting cages, they should also be recognized on the signs. 29 As it stands currently, it appears that Park Place paid for them solely. 30 31 Mr. Miltenberger made a motion to allow one sign on the side of the batting cages 32 recognizing SPDC participation, with the stipulation that SBA works with City staff to select 33 a smaller, aesthetically pleasing sign. Mr. Hugman asked if the board wanted staff to bring 34 back the proposed sign. Mr. Miltenberger said that it was fine to just have staff work with 35 SBA in selecting a sign and place to mount it. 36 37 38 Motion: Miltenberger 39 Second: Anderson 40 Ayes: Berman, Anderson, White, Georgia, Stokdyk, Miltenberger 41 Nayes: 0 42 Approved: 6-0 43 Parks and Recreation Board Regular Meeting May 8, 2000 Page 3 of 8 N.•IParks & Recreation lBOARDSIPKBOARDIMINUTESI20001050800.doc * * OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Ms. Berman said that a copy of the SPDC report needed to go to SGSA because they may 2 be looking for funding for their cages as well. 3 4 Agenda Item 4 Public Forum. 5 Chair Sherry Berman asked if there were any requests to speak during the Public Forum. 6 No public was present and there were no requests. Public Forum was closed. 7 8 Discussion: 9 10 Agenda Item 6A Trail System Mater Plan update. 11 Mr. Hugman said that staff brought this to the Board to give them an update and to get the 12 Board's recommendations before meeting with the SPIN groups. Mr. Hugman said that the 13 standing committee met last month and was given a presentation by Bud Melton. Mr. Hugman 14 said that this was not a technical discussion. Mr. Hugman said the intent was to have three 15 meetings, covering various sections of the city. One area being north of highway 114, another 16 area being south of 114 and east of White Chapel, and third sector being south of 114 and 17 west of White Chapel. The idea was to talk in general with each sector, but to also get into 18 more specific areas of concern that they may have about their specific area. 19 20 Mr. Hugman said that tonight's objective was for staff to share with the Park Board about 21 decision points that the Park Board will have to recommend to City Council and then City 22 Council will have to consider. Mr. Hugman said that these were listed in the memo. Mr. 23 Hugman indicated that trail locations may be a key item of consideration. Mr. Hugman said 24 that another decision point that staff sees are trail widths. Mr. Hugman said that staff would 25 make recommendations, but that a decision will have to be made in that area. 26 27 Mr. Hugman indicated that right of way is another area to consider. Mr. Hugman said that 28 when the board recommended that the trail system master plan to go to eight feet it will 29 impact the right of way, and will give less flexibility in the construction of the trails. Mr. 30 Hugman said that going larger than eight feet that will create a right of way issue. This will 31 also effect cost. Mr. Hugman said that another decision that staff sees are trail system 32 amenities. These things will include trail markings, signage, and rest areas. 33 34 Mr. Henry presented the Trail System Master plan update. 35 36 Mr. Miltenberger asked how much time was going to be spent asking the public what they are 37 desiring in community trails. Mr. Henry said that the three meeting scheduled for the month of 38 May will be the time when the public can voice their opinion. Mr. Hugman said that since 39 trails are an emotional issue, and with trails having a large impact, the three planned meetings 40 would be the primary time for response from the citizens. Mr. Hugman said that staff is 41 hoping these are the only public meetings that are needed. Mr. Hugman said that the Parks 42 board might want to have a public meeting on this as well. 43 44 Ms. Berman asked how the SPIN meeting went. Mr. Hugman said that it went well and that 45 they asked some general questions, but that mostly it was just an overview. Parks and Recreation Board Regular Meeting May 8, 2000 Page 4 of 8 N.•IParks & Recreation lBOARDSIPKBOARDMINUTESI20001050800.doc * * OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Ms. Georgia asked why had a meeting been scheduled exclusively for the equestrians. Mr. 2 Hugman said that it was not an exclusive meeting, it was a public meeting to discuss 3 equestrian issues and to ask specific questions. Mr. Hugman said that it was not with a 4 particular group in mind. Mr. Hugman said that he asked other SPIN members if there were 5 other user groups that might access the trails and if so to please let staff know so that they may 6 be included in the process. Ms. Georgia requested that information regarding the 7 Equestrian Meeting be presented at all of the SPIN Meetings, and that it should be open to 8 anyone that wants to attend. 9 10 Ms. Georgia commented that she thought that the slides should have more recent data than 11 1993 and 1990. Adding that we hired these consultants to supply us with facts, details, 12 references and other information. Ms. Georgia noted that she is expecting more than what 13 we have been provided up to this point. Noting that she feels certain that the crime figures 14 have changed since 1993. Mr. Hugman said that staff would talk to Mr. Melton about getting 15 more recent statistics added to the slide presentation. 16 17 Mr. Miltenberger said that his biggest concern was that the community would accept the trails 18 in the future as well as present. He also noted that we need to sell the community on the 19 concept that we are planning for the long term. Mr. Miltenberger said that he felt that the 20 Board should take a pro-active stance on the trails. Ms. White added that in previous updates 21 of the Master Trail Plan, there were quite a few residents that didn't want trails in their 22 backyards. They were quite adamant about it at that time, and more than likely feel the 23 same way now. 24 25 Ms. Berman asked if Mr. Melton was facilitating the public meetings. Mr. Hugman said that 26 Mr. Melton will make the presentation but that City staff is facilitating the meeting. Ms. 27 Berman asked if the diagrams designed by HNTB, which were brought to the meeting, will be 28 within budget. Mr. Hugman said that it is believed to be at this point but that they are not sure. 29 30 Ms. Georgia commented that she was concerned about some of the presentation boards. 31 Were these drawings realistic for Southlake? Ms. White agreed, adding that perhaps they 32 needed to keep more of the focus on meandering paths & stops without the elaborate 33 additions. The elaborate additions might complicate an already sensitive issue. 34 35 Ms. Georgia inquired as to whether the on-road trails along the service roads had been 36 approved as a part of the TXDOT improvements. Mr. Hugman stated that he did not know 37 at this time, but he would check into it. 38 39 Mr. Anderson asked Mr. Hugman to explain what he meant by trail width. Mr. Hugman said 40 that specifically, the Park Board has recommended a revision to the trail system master plan, 41 amending the trail widths to eight feet on all sections. Mr. Hugman asked if this is what the 42 board still wants to do. Ms. Berman asked if the trail on Hwy 26 was ten feet. Mr. Hugman 43 said that yes it was. Ms. Stokdyk asked if at 1709 and 114 were currently at eight feet. Mr. 44 Hugman confirmed this. Mr. Hugman said that White Chapel and 1709 are the only trails 45 currently at eight feet. Mr. Hugman said that six feet was chosen because of right of way 46 issues. Ms. Berman asked what Mr. Melton's opinion on this matter was. Mr. Hugman said Parks and Recreation Board Regular Meeting May 8, 2000 Page S of 8 N.1Parks & Recreation lBOARDSIPKBOARDIMINUTESI20001050800.doc * * OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 that Mr. Melton's opinion would be ten feet because this is standard. Mr. Hugman said that 2 staff does not want to advocate ten feet if the Park Board does not want this. Mr. Anderson 3 said that it is reasonable to have different widths throughout the City based on the character of 4 the neighborhood and where the trail is leading. Mr. Anderson said that it is also reasonable to 5 have wider trails along major thoroughfares. Ms. White said that the ten-foot wide trail is 6 promoted heavily because of safety issues, but this really couldn't be done in some areas 7 that involve residents and their back yards. Mr. Anderson said that his opinion is to keep 8 things flexible and decide trail widths according to where the trail leads and what the 9 character of the neighborhood is. Ms. Berman said that she agreed with Mr. Anderson. Mr. 10 Miltenberger said that he felt that the emotional issues are going to be over the width of the 11 trails. Ms. Stokdyk asked if a trail system is going to be in place on Continental. Mr. Hugman 12 said that as part of the road widening process on Continental, there would be trails added. Mr. 13 Hugman said that these trails would be six feet. Ms. Stokdyk expressed concern about trees 14 being removed for this process. Mr. Polasek said that very rarely do trees have to be removed 15 for trails. 16 17 Ms. Georgia asked if staff felt they would get the needed feedback on these items through the 18 public SPIN meetings. Ms. Georgia said that she did not see width mentioned in the 19 presentation or any goals. Ms. Georgia suggested that staff might want to put down specific 20 goals they are looking for from the citizens. Ms. White inquired as to how you can require 21 specific goals from citizens regarding trails, especially if they are in their back yard. Ms. 22 Georgia said that she is still unclear as to what the goals are, other than the presentation made 23 by Mr. Melton. Mr. Miltenberger said that in his opinion, anyone that comes to the meeting 24 would give feedback. Ms. White said that she agreed with Mr. Miltenberger. Mr. Hugman 25 said that he felt that the specific issues would come up in the meetings. Mr. Hugman said that 26 there would probably be some more SPIN meetings in the future. 27 28 Ms. Georgia inquired as to whether maps would be shown of the current trails. Ms. White 29 added that the SPIN Representatives had been given a 8 % X 11 colored map, which was 30 very helpful. Mr. Henry acknowledged that it was his intention to do the same at the 31 remaining meetings. Ms. Berman requested that Mr. Henry's E-Mail address be added to 32 all of the information. 33 34 Ms. Stokdyk said that there will be some more clarification needed as to where trails are going 35 to go and where road widening is going to be happening. Mr. Hugman said that there would 36 be some slides with road widths on them. 37 38 Ms. Stokdyk expressed concern with SPDC matching grant programs not fulfilling their 39 obligations; specifically, NETT. Ms. Stokdyk said that there is a six-month window that a 40 group is supposed to get their project funded and started. Mr. Hugman replied that NETT has 41 recently sent out letters soliciting sponsors. They are expected to come forward soon with 42 their matching funds. Ms. White said that the concern is tying up money for indefinite periods 43 of time, whereas a time limitation was stipulated. Mr. Hugman said that with NETT they 44 have not come forward with any money so no money has been spent. Mr. Hugman said that if 45 the group does not do anything this next budget year, than the money could be reallocated. 46 Mr. Polasek said that if a group had funding and wanted matching funds, it would be Parks and Recreation Board Regular Meeting May 8, 2000 Page 6 of 8 N:• Parks & Recreation lBOARDSIPKBOARDIMINUTESI20001050800.doc * * OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 appropriate to look at a group who have not met their obligations and reconsider the allocation 2 of their matching funds. Ms. Stokdyk said that she did not want to give the impression to 3 groups that it is appropriate to drag their feet on projects. Mr. Hugman said that the intent 4 originally was to limit groups coming forward; this has not happened yet. 5 6 Agenda Item 613 Liaison Reports 7 8 Youth Parks and Recreation Board-Berman- No report. 9 10 11 Teen Center-Berman, White- A report is being formed to take to the ad hoch committee. 12 13 14 Youth Sports Association - Miltenberger -No Report 15 16 17 Community Groups/Recreation - Stokdyk/White - 18 A race to benefit local dog rescue groups will be held this Saturday, May 13, 2000 at Oak 19 Grove Park. 20 Movies in the park will begin taking place June IS` and run every Thursday through the end 21 of July. Concert on the hill also starts in June. Summer camp starts June 5th. 22 23 24 SPIN -Georgia/White - 25 Ms. White said that a SPIN meeting would be happening on May 11'h. Additional SPIN 26 meetings will be taking place this month to discuss the master trail plan. They have been 27 divided into East Zone, West Zone & North Zone, with a separate Equestrian/Hiking Trail 28 Meeting to follow (possibly). 29 30 31 SPDC - Berman/White - Due to lack of quorum the last meeting was cancelled and all 32 items were pushed back until the May meeting. 33 34 35 JUC - Glover - 36 Mr. Polasek said that due to lack of a quorum the JUC meeting for this month is cancelled. 37 38 City Council Monthly Report - Mr. Glover is scheduled to present a report to City Council. 39 40 41 Equestrians - Anderson/White - 42 Ms. White said that Charlie Berger is resigning and that no meeting will be held until a new 43 person is in place. The Historical Society is meeting to see about a grant. They are also 44 looking into the possibility of moving a historical bridge to Denton Creek. The deadline for 45 the grant is June. Ms. White inquired as whether City Council had moved forward on a Parks and Recreation Board Regular Meeting May 8, 2000 Page 7 of 8 N: (Parks & RecreationlBOARDSIPKBOARDIMINUTES120001050800.doc * * OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Resolution which was supposedly legally necessary in order to provide policing authority 2 within the CORPS area of Grapevine Lake. Mr. Hugman noted that he did not have any 3 information regarding this requirement. He will get back with this information. 4 5 Traffic Management Bond - Georgia/White - 6 7 The Steering Committee and staff continue to meet with HNTB, the consultants on the 8 project. 9 Bid list is supposed to be opening this month. Mr. Henry said that the bid opening process 10 was extended another two weeks to attract more contractors. Ms. White said that they are 11 anticipating that it is not going to delay the progress of the project. 12 13 Agenda Item No. 7, Adjournment. 14 15 The meeting was adjourned by Chair Sherry Berman at 8:40. 16 Motion: Anderson 17 Second: Georgia 18 For: Anderson, White, Georgia, Stokdyk, Miltenberger, Berman, 19 Against: None 20 Air ved 6- 21 22 s 23 Sherry Be an 24 (2air 25 26 27 Cara White 28 Secretary 29 30 31 Parks and Recreation Board Regular Meeting May 8, 2000 Page 8 of 8 N: (Parks & Recreation lBOARDSIPKBOARDIMINUTES120001050800.doc