2000-11-13
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APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
1 CITY OF SOUTHLAKE
2 PARKS AND RECREATION BOARD
3
4
5 November 13, 2000
6
7 MINUTES
8
9 Board Members Present: Chris Miltenberger, Vice-Chair; Cara White, Secretary, Mary
10 Georgia, Lisa Stokdyk, Michael Nelson
11
12 Board Members Absent: Sherry Berman, Chair; Jim Glover
13
14 Staff Members Present: Kevin Hugman, Director of Community Services; Steve Polasek,
15 Deputy Director of Community Services; Chris Carpenter, Senior Parks Planner; Meredith
16 Parrish, Administrative Secretary.
17
18 Regular Session:
19
20 Agenda Item No. 1, Call to Order. The meeting was called to order by Vice-Chair, Chris
21 Miltenberger at 7:00 p.m.
22
23 Agenda Item No. 2, Administrative Comments. Mr. Hugman commented that the Parks and
24 Recreation Department had recently won a Texas Amateur Athletic Association (TAAF) award
25 in team and individual participation.
26
27 Mr. Hugman stated that he included information about the batting cage lights. Staff is in the
28 process of reevaluating the lighting bid. The Southlake Baseball Association (SBA) is aware of
29 the situation. Mr. Hugman said SBA may take the money designated for lights and use it for
30 another project.
31
32 Mr. Hugman also stated that he wanted to make the Board aware of an incident that had
33 occurred during the weekend of November 11-12, 2000. During an adult softball game, a
34 player suffered a fatal heart attack. The employee working that event was prompt in calling for
35 medical attention and emergency medical services responded within 5 minutes of the initial
36 call. Mr. Hugman stated that he wanted to make the Board aware of the incident to prevent
37 rumors from spreading that emergency services were not called in a proper time frame. Mr.
38 Hugman suggested that if approached about this situation, Board members should refer
39 individuals to Community Services or DPS.
40
41 Ms. Stokdyk asked if Southlake DPS responded or if Baylor hospital responded. Mr. Hugman
42 stated that Southlake DPS responded to the scene. Ms. Stokdyk asked if DPS was able to
43 distinguish what field to respond to. Mr. Hugman said DPS responded to the park and then
44 people at the park directed them to the field.
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1
2 Mr. Miltenberger asked how the basketball coach look went on November 11, 2000. Mr.
3 Hugman responded that it went well. Mr. Polasek stated that this is the first year staff has had
4 to turn away volunteer coaches.
5
6 Ms. Stokdyk asked what made the lighting bid so expensive. Mr. Hugman responded there are
7 not that many contractors who do this type of lighting. He said staff went with an engineer's
8 estimate because there are not a lot of other projects to compare it with.
9
10
11 Consent:
12
13 Agenda Item No. 3A Approval of the minutes from the October 9, 2000 meeting.
14
15 Ms. Stokdyk requested more detail in future minutes. Ms. White commented that she has
16 mentioned in the past that minutes need to be more detailed. Mr. Hugman stated that trying to
17 capture every detail of a meeting is time consuming. Staff attempts to catch the main idea of
18 the meeting and to record motions and votes. Any items Board members feel need to be added
19 to minutes may do so by calling the Administrative Secretary or by making a motion at Board
20 meetings.
21
22 Ms. White asked that the consent agenda from the October 9`'' meeting be changed to read Mr.
23 Miltenberger making a motion on 5B with Ms. White seconding.
24
25 Motion was made to approve the minutes as amended.
26
27 Motion: Georgia
28 Second: Stokdyk
29 Ayes: Georgia, Miltenberger, Nelson, Stokdyk, and White
30 Nayes: None
31 Approved: 5-0
32
33 Regular Agenda:
34
35 Public Forum was opened and closed at 7:10 p.m.
36
37 Discussion:
38
39 Agenda Item 6A Changes to scope of improvements for Bob Jones Park.
40
41 Mr. Hugman stated that bids for this project came in significantly over what was budgeted. The
42 next step being to review the project and determine where to cut costs. Mr. Hugman stated that
43 Mr. Polasek would discuss what staff is considering for areas to cut cost. No details were
44 available at this time because final numbers are still being evaluated. Staff `s main concern is to
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1 not change the design element of the park. Mr. Hugman stated that it is essential that enough
2 changes be made to reduce the scope of the budget, as additional funds are not available.
3
4 Mr. Polasek stated that staff is reviewing the bids that came in and reviewing the project as a
5 whole to determine where changes can be made to reduce cost. Mr. Polasek stated that staff has
6 made an initial list to start cost reduction, as listed in the memo included in Board member
7 packets. The top three priority reductions being:
8 1. Reduction in the length of the multi-use trail
9 2. Removal of pipe rail fencing
10 3. Review of amphitheater construction materials
11
12 Mr. Polasek said the site of the amphitheatre would be reduced somewhat but would still allow
13 for future expansion. He also said staff was looking at possibility of removing flagstone on the
14 seating walls.
15 Mr. Miltenberger asked if flagstone was not added to the amphitheater at time of construction,
16 could it later be added. Mr. Polasek stated that he did not believe that it could. Ms. White and
17 Mr. Nelson expressed concern if the amphitheater was not being completed with flagstone. Mr.
18 Polasek stated that if the Board felt this was something they wanted to keep, staff could look at
19 reducing the size of the amphitheater to accommodate the cost.
20
21 Mr. Hugman stated the intent is to re-advertise for the project and award the bid in mid-January.
22
23 Mr. Hugman stated that if the new bids come back lower than anticipated, change orders can be
24 made to add some of the items back in. Ms. White stated that she felt this would be expensive
25 and adds to the cost of the project. Mr. Hugman said this is not necessarily true, especially if
26 change orders are made early in the project.
27
28 Ms. Stokdyk asked if flagstone wears easily. Mr. Polasek stated that with his understanding,
29 flagstone is used frequently for walkways and sidewalks.
30
31 Mr. Polasek stated that the base bid for the amphitheater would be stained concrete with a
32 flagstone border and flagstone tier, reducing the size by one tier. As an alternate, flagstone over
33 the entire theatre with the exception of the stage which has always been planned, would be
34 looked at. An additional alternate would be to look at stamped concrete in the area between the
35 stage and the tier.
36
37 Ms. White also questioned the removal of the pipe rail fencing.
38
39 Ms. Georgia stated that she did not see the need for the additional pipe rail fencing. She stated
40 this was something that could be added at a later date.
41
42 Agenda Item 6B Trail System Master Plan Update.
43
44 Mr. Carpenter made a presentation of a working draft of the trail system master plan. Mr.
45 Carpenter stated that he and the trail consultant had worked on proposed multi-use, no flood
46 plain, nature trails and commercial development trails.
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1
2 Mr. Carpenter stated that the presentation being made to the Board was a working draft only. Mr.
3 Carpenter stated that it is being planned to have a final draft set up for citizens and community
4 groups (SPIN) to review in the near future.
5
6 Ms. Georgia expressed concern that staff advise developers when they submit their projects that
7 wider trails than shown on the currently adopted plan may be recommended. Mr. Carpenter
8 agreed that it is important to note that off-road trails in certain areas on the new plan will be eight
9 feet.
10
11 Mr. Miltenberger asked what would be done to convince current private property owners that
12 trails on or near their property would be an enhancing feature. Mr. Carpenter stated they would
13 encourage those individuals to speak to staff. Staff will be able to show detailed, statistical
14 analysis of the benefits of trails in neighborhoods.
15
16 Ms. Georgia stated that she liked trails in flood plain regions.
17
18 The Board recommended the following:
19 -Examine T.W. King/Kirkwood area and be sure our proposals don't suggest anything
20 contrary to the planned private road access
21 -Provide adequate explanation of the process of public/private partnerships in acquiring
22 access easements through currently private property shown on the plan
23 -The rough draft of the trail system master plan not be submitted for public review
24 without accompanying text, to prevent misinterpretation
25
26 Mr. Hugman stated that staff is planning to bring the trail plan back to the Board for additional
27 review in December.
28
29 Agenda Item No. 613, Liaison Reports.
30
31 Youth Parks and Recreation Board - No report.
32
33 Recreation and Special Events - No report.
34
35 Youth Sports Associations - No report.
36
37 Community Groups - Ms. Stokdyk reported that KSB would be having a clean-up day in
38 conjunction with Home Depot on November 18, 2000. Ms. Stokdyk reported that Greater
39 Southlake Womens' Society and Cub Scouts will be constructing bird feeders/houses for the
40 schools and parks. Ms. Stokdyk asked Mr. Hugman if there would be any objections to putting
41 bird feeders/houses in the parks. Mr. Hugman said no.
42
43 SPIN - Ms. Georgia reported there have been numerous SPIN meetings recently. Ms. White
44 reported there would be several SPIN meetings in the near future. The SPIN meeting on
45 November 20`h will be discussing the future recreation center site.
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APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
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2 SPDC - No report.
3
4 JUC - No report.
5
6 Equestrians - No report.
7
8 Traffic Management Bond Steering Committee/Portal Committee-No report.
9
10 Motion to adjourn.
11
12 Motion: Stokdyk
13 Second: Georgia
14 Ayes: Georgia, Miltenberger, Nelson, Stokdyk, White
15 Nayes: 0
16 Approved: 5-0
17
18 Vice-Chair Chris Miltenberger adjourned the meeting at 9:15 p.m.
19
20
21
22 ris Miltenberge Vice-Chair
23
24
25
26 Cara White, Secretary
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32
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