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2000-09-11 * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 CITY OF SOUTHLAKE 2 PARKS AND RECREATION BOARD 3 4 5 September 11, 2000 6 7 MINUTES 8 9 Board Members Present: Sherry Berman, Chair; Chris Miltenberger, Vice-Chair; Cara White, 10 Secretary, Mary Georgia, Lisa Stokdyk, and Michael Nelson, Cara White, Secretary. 11 12 Board Members Absent: Jim Glover 13 14 Staff Members Present: Kevin Hugman, Director of Community Services; Steve Polasek, Deputy 15 Director of Community Services; Chris Carpenter, Senior Parks Planner; Meredith Parrish, 16 Administrative Secretary. 17 18 Regular Session: 19 20 Agenda Item No. 1, Call to Order. The meeting was called to order by Chair Sherry Berman at 21 7:02p.m. 22 23 Agenda Item No. 2, Administrative Comments. 24 25 Ms. Stokdyk asked about replacing the Plexiglas down by the volleyball courts that was broken. 26 Mr. Hugman said staff is looking at other alternatives at this time. 27 28 Ms. Berman mentioned that the trail clean up at Bob Jones Park would be on October 7, 2000. 29 30 Ms. Berman stated that City Council had approved the waiver of fees for City programs. Ms. 31 Berman said this did not include Southlake Baseball Association (SBA) or Southlake Girls 32 Softball Association (SGSA). 33 34 Ms. Berman asked if the school district was working with the City on the trail by Carroll 35 Elementary. Mr. Polasek said the City was working with the school district on this project. 36 37 38 Consent: 39 Agenda Item No. 3A Approval of the minutes from the August 14, 2000 meeting. 40 41 Ms. White asked that her name be taken off the August 14, 2000 minutes, as she was not present. 42 Ms. White also asked that names be spelled out in the "ayes" and "nayes" portions of motions. 43 44 Motion was made to accept the minutes as corrected. 45 46 Motion: Stokdyk Parks and Recreation Board Regular Meeting, September 11, 2000 Page 1 of 7 N.IParks & Recreation IBOARDSIPKBOARDIMINUTES120001091100.doe * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Second: Georgia 2 Ayes: Berman, Georgia, Miltenberger, Nelson, Stokdyk, White 3 Nayes: 0 4 Approved: 6-0 5 6 Public Forum: 7 8 Ms. Berman opened the Public Forum at 7:10. 9 10 Ms. Berman closed the Public Forum at 7:11. 11 12 Consider: 13 14 Agenda Item 5A Allocation of funds for the Coca-Cola contract relating to the provision of 15 beverages at Bicentennial Park. 16 17 Mr. Hugman said that the ten year contract with Coca-Cola, provided for a payment to the City 18 of $100,000.00 the first year and $25,000.00 each additional year. Mr. Hugman stated that a 19 stipulation in the contract is funds must be used within Bicentennial Park. 20 21 Ms. Georgia asked if some of the things listed are not already budgeted in SPDC funds. 22 Specifically, Ms. Georgia asked about batting cages. Mr. Hugman said batting cages she was 23 referring to are already built. The batting cages using Coca-Cola money will be at a new softball 24 complex that is yet to be built. Mr. Hugman said that SGSA will lose the existing softball batting 25 cages, when the current softball fields are turned into baseball fields. New batting cages will 26 need to be built with the new softball complex. Ms. White asked how many batting cages would 27 be built. Mr. Polasek said at least two to replace the two that SGSA is losing. 28 29 Ms. Berman asked Tad Stephens of SGSA how the batting cages were working out. Ms. Berman 30 asked if two cages would meet the needs. Mr. Stephens said that at least two are needed, and that 31 the current cages are being used. 32 33 Darryl Deutch, Vice-President of SGSA, asked if funding had been discussed with Matt Tuggey, 34 President of SGSA. Mr. Polasek said that it had been discussed with Mr. Tuggey to allocate 35 funds for future batting cages. 36 37 Mr. Polasek said that plans are completed for lighting of the batting cages. Mr. Polasek said there 38 is no funding to light the softball cages, but the plans do include lighting of the softball cages. 39 Mr. Polasek said future plans may include lighting the softball batting cages if funding is 40 available. 41 42 Ms. Georgia expressed concern about funding additional Tennis Center improvements. Ms. 43 Georgia asked if the $2,500 was contributed by NETT. Mr. Hugman said that $2,500 was 44 received, and that money was matched. Mr. Hugman said these are needed items for the Tennis 45 Center. 46 Parks and Recreation Board Regular Meeting, September 11, 2000 Page 2 of 7 N:IParks & Recreation IBOARDSIPKBOARDIMINUTES120001091100.doc * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Ms. Stokdyk asked about allocating funds for a proper irrigation system for Bicentennial. Ms. 2 Stokdyk also asked about the entrance road repair but that no contractor was willing to quote the 3 project because it was too small. 4 5 Mr. Hugman said there is money in SPDC that has been allocated for the entrance road repair. 6 Mr. Hugman stated that until an idea is gained on what it will take to make the irrigation system 7 fully functional, it is hard to determine how much money to allocate. Mr. Hugman said the 8 master plan will show what is needed. Ms. Stokdyk asked if the pond could assist in irrigation. 9 Mr. Hugman said the pond was too small. Mr. Hugman stated that part of the irrigation problem 10 is lack of maintenance staff. 11 12 Mr. Miltenberger asked if it would be best to freeze funds until the study comes back on the 13 irrigation needs. Mr. Miltenberger said that he feels if the playgrounds and fields can be watered 14 and looking nice it would be more beneficial than some other items listed. 15 16 Ms. White asked if there was a time frame on spending the money. Mr. Polasek said the money 17 belongs to the City and there is no time limit to spend the money. 18 19 Mr. Polasek asked that the Board move forward on the scoreboard for in-line hockey since this is 20 a needed item and there are no other funds available for it. 21 22 Ms. Berman asked Mr. Hugman to explain to the Board the irrigation plans for the new softball 23 complex. Mr. Hugman stated that at this point staff is not sure that the current irrigation system 24 will be able to accommodate additional softball fields. If it is not, a new system may need to be 25 built to accommodate the new fields. Ms. Stokdyk asked who would do the study and how long 26 would it take. Mr. Hugman said a licensed irrigator would do the study and he was unsure of 27 how long it would take to complete the study. Mr. Polasek said an educated guess would be six 28 months. 29 30 Mr. Hugman said delaying the funding on the projects would be acceptable, however, staff 31 would like to move forward with the funding for the in line hockey scoreboard. 32 33 Ms. Georgia expressed concern about the infield sod on fields #4 and #5. Ms. Georgia stated that 34 she would like to see safety issues and proper irrigation take place first, above items listed. Ms. 35 Georgia said that she would like to hear the opinion of the associations on this matter as well. 36 37 Mr. Deutch said that field #3 is a major problem with irrigation. Mainly, muddy areas. Mr. 38 Deutch said the problem is not going away on its own and should begin to be taken care of. Mr. 39 Deutch said that he felt a portion of the money should be allocated to fund some of the irrigation 40 problems. 41 42 Bill Stroup, 909 Hillcrest Trail, President of Southlake Baseball Association. Mr. Stroup said 43 SBA is in agreement that irrigation is an issue. SBA is a proponent of getting the irrigation fixed. 44 Mr. Stroup said that he understood the problems on fields #4 and #5 are already being fixed. Mr. 45 Polasek confirmed this. 46 Parks and Recreation Board Regular Meeting, September 11, 2000 Page 3 of 7 N.Warks & Recreation 1B0ARDSIPKB0ARDIMINUTES120001091100.doc * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Motion was made to accept the allocation of funds from the Coca-Cola contract as follows: 2 -Buy out Pepsi contract ($17,075) 3 -Special Events ($5,000) 4 -Bicentennial Park Irrigation Master Plan ($3,000) 5 -In-line Hockey Scoreboard ($13,000) 6 Remaining funds will be held until determination of irrigation system needs. 7 8 Motion: Miltenberger 9 Second: Georgia 10 Ayes: Georgia, Miltenberger, Nelson, White 11 Nayes: Berman, Stokdyk 12 Approved: 4-2 13 14 Agenda Item 5B Use of Timarron/Richards site as parkland. 15 16 Mr. Carpenter stated that SPDC was approached at their last regular meeting from a 17 representative of the Timarron neighborhood about city owned property off of Parkwood Drive. 18 Mr. Carpenter said that it is 12.3 acres and included the senior center site, 12 acres of which is 19 currently undeveloped. Mr. Carpenter stated this is zoned community services and there are 20 utilities surrounding the area. Mr. Carpenter stated the City bought the property in 1996, and was 21 originally proposed for the Town Hall site, but when the Town Square site was approved, the 22 Town Hall site was relocated to its current location. Mr. Carpenter stated that the City has no 23 specific plans for the property at this time. Mr. Carpenter introduced Kim Wolfe, a resident of 24 Timarron, who wished to share her concerns for this property. 25 26 Kim Wolfe, 601 Parkwood Drive, stated that there is a lot of concern and anxiety among 27 neighbors in this area as to the future development of this property. Ms. Wolfe stated that 28 residents would like to see a nature park developed in this area. Ms. Wolfe stated that when they 29 approached SPDC, it was suggested they begin with the Parks and Recreation Board. 30 31 Mr. Nelson asked if a recreation center could be placed on this property. Mr. Hugman said he 32 believed that this was an allowed use of this property. Mr. Hugman said there is a list of what 33 cannot go on the property, included in that list is an elevated water tower, and public safety 34 facility. Mr. Nelson asked Ms. Wolfe if residents would be opposed to a recreation center being 35 built on the property. Ms. Wolfe responded that residents are not set on a particular plan for the 36 park, but they would like to know the future of this property. 37 38 Ms. Stokdyk stated that this property is not owned as parkland, and the price for the property is 39 expensive if SPDC were to purchase it from the City. 40 41 Ms. Berman asked if the east side of the land was wooded. Ms. Wolfe said it was not. Ms. 42 Berman asked how residents would feel if the SPDC bought the land and then used a portion of 43 the land for lighted ball fields. Ms. Wolfe stated that if there was a buffer zone between homes 44 and the ballfields she did not see a negative reaction from residents. 45 Parks and Recreation Board Regular Meeting, September 11, 2000 Page 4 of 7 N.Warks & Recreation IBOARDSIPKBOARDIMINUTES120001091100.doc * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Mr. Nelson asked if there are problems with placing a recreation center on this site. Mr. Polasek 2 said the site has been looked at in a general concept, but staff does not see engineering problems. 3 Mr. Hugman said from a staff's standpoint the preference has always been to put the recreation 4 center in Bicentennial Park because it would be in close proximity to the largest used facility. 5 Mr. Hugman stated that the community will also be coming to the recreation center for classes 6 and to register for classes which will cause high traffic volume. Mr. Hugman stated that this site 7 is possible though for a recreation facility. Mr. Hugman said the only exception being this is City 8 owned land and not SPDC owned land. 9 Mr. Miltenberger said funds are not available to buy this property at this time. Mr. Miltenberger 10 stated that he did not feel a rush to buy this property since it is City owned. 11 12 Mr. Polasek suggested that the Board add this property to be reviewed in the parks master plan. 13 14 Ms. Berman asked that Ms. Wolfe be contacted anytime this piece of property is discussed in 15 Parks meetings. 16 17 Ms. Stokdyk asked if the city could re-zone this property. Mr. Hugman said that it can be 18 changed and not being park land the City can sell this land. Ms. Georgia asked if the deed 19 restrictions pass on if the City does decide to sell the land. Ms. Wolfe said the restrictions are for 20 ten years and do succeed to new ownership. 21 22 Motion was made that the Timmarron/Richards property be included on the master parks plan 23 study, specifically, with a recommendation for potential future uses for this site. Potential uses 24 including park usage and possible recreation center site. This is the only action to be taken at this 25 time. 26 27 Motion: Georgia 28 Second: Stokdyk 29 Ayes: Berman, Georgia, Nelson, Stokdyk, White 30 Nayes: Miltenberger 31 Approved: 5-1 32 33 Discussion: 34 35 Agenda Item 6A Proposed conceptual development plan for Noble Oaks Park. 36 37 Mr. Hugman stated that former council member and architect, Scott Martin has been working on 38 a conceptual plan on Noble Oaks Park. Staff has been working with Mr. Martin and he is 39 wanting to present a conceptual plan to the Board. Mr. Hugman said Mr. Martin is aware of 40 maintenance consideration and budget restraints but has developed a very unique and exciting 41 concept plan for the park. 42 43 Mr. Martin presented the Board with a conceptual plan for Noble Oaks Park. 44 45 Ms. Stokdyk commented she liked the design elements in the buildings for the park. Ms. Stokdyk 46 stated that she liked the Toyomo and El Fuente rooms of the community center. Parks and Recreation Board Regular Meeting, September 11, 2000 Page S of 7 N.IParks & Recreation IBOARDSIPKBOARDIMINUTES120001091100.doc * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Ms. White stated that she liked many of the elements of the park but there appeared to be a lot of 2 elements for a relatively small park. 3 4 Ms. Berman stated that there was no money to fund plans of this nature for the park at this time. 5 Mr. Martin said he understood this. Ms. Berman thanked Mr. Martin for his time and hard work. 6 7 Agenda Item No. 613, Liaison Reports. 8 9 Youth Parks and Recreation Board - There will be a meeting of Youth Park Board on 10 September 13, 2000. This meeting will be to decide if they will be a separate subcommittee from 11 SYAC. 12 13 Recreation and Special Events - Ms. Stokdyk mentioned that the Fall/Winter Southlake Scene 14 has come out. Harvest Fest will be October 28, 2000. 15 16 Teen Center - Mr. Hugman shared that the consultants were finished with the survey and the 17 raw data was presented to Council members, Ronnie Kendall and Patsy DuPre. The raw data 18 showed that teens want a center that provides recreational and social activities. Adults and teens 19 were of similar opinion in what they wanted to see in a teen center. 20 21 Youth Sports Associations - Mr. Miltenberger reported there was a problem with sprinkler 22 heads on soccer fields. 23 24 Community Groups - Ms. White mentioned there would be a trail head cleanup at Bob Jones 25 Park on October 7, 2000. 26 27 SPIN - Ms. Georgia reported there would be two citywide meetings, September 7 and 13, 2000 28 for citizen input on the Parks, Recreation and Open Spaces Master Plan. 29 30 SPDC - No report from the Parks and Recreation Board members. 31 32 JUC - No report, Mr. Glover was not present to make a report. 33 34 Equestrians - No report from the Parks and Recreation Board members. 35 36 Traffic Management Bond Steering Committee/Portal Committee- Ms. Georgia reported that 37 the last meeting of the Steering Committee prioritized when different sections along 1709 would 38 be built. Top priority going to the western end of 1709. Ms. Georgia reported that $2.4 million 39 was needed to build the trails, and that$2.3 million in bonds had been sold for Traffic 40 Management road and trail projects. 41 42 Motion to adjourn. 43 44 Motion: Georgia 45 Second: Stokdyk 46 Ayes: Berman, Georgia, Miltenberger, Nelson, Stokdyk, White Parks and Recreation Board Regular Meeting, September 11, 2000 Page 6 of 7 N.Warks & Recreation IBOARDSIPKBOARDIMINUTES120001091100.doc * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Nayes: 0 2 Approved: 6-0 3 4 Chair Sherry Berman adjourned the meeting at 9:53 p.m. 5 6 7 8 S Berman, C 9 10 11 12 Cara White, Secretary 13 14 15 16 17 18 Parks and Recreation Board Regular Meeting, September 11, 2000 Page 7 of 7 N.Warks & Recreation lBOARDSIPKBOARDIMINUTES120001091100.doc