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1996-03-11 CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING March 11, 1996 MINUTES Board Members Present: Rod Johnson, Vicki Johnson, Carol Lee Hamilton, Robin Jones, Janet Murphy, Margie Zielke and Bethann Scratchard (arrived at 8:00pm). Members Absent: Robert Bledsoe City Staff Present: Director Kim McAdams The meeting was called to order at 7:30 p.m. by Chairman Rod Johnson. Agenda Item No 2 Approval of February 12, 1996 Regular Meeting Minutes. The Board members requested the following changes: Under item 4, bullet 3, delete "was" from the first line; under item 7, second motion, end the motion with "Pepsi-Cola."; and under item 11, add "The Board asked that the Public Safety Department be contacted to patrol the park more often." Motion was made to approve the minutes as corrected for February 12, 1996. Motion: V. Johnson Second: Zielke Ayes: R. Johnson, V. Johnson, Hamilton, Jones, Murphy, Zielke Nays: none Approved: 6-0 Agenda Item No. 3. Administrative Comments. • Vicki Johnson thanked Janet Murphy, Carol Lee Hamilton and Kim McAdams for work on the Board's reference books. McAdams will prepare a list of missing items to see if anyone may have them. Then everyone can feel comfortable in recycling their old Board papers. • Administrative calendar and news clips were reviewed. Janet Murphy asked about the news article of Saturday, March 2, about the discontent with the City from the Southlake Tennis Association. Robin Jones explained that the article misrepresented the STA and Laura Suarez had called the City Council to apologize. • Carol Lee Hamilton reported that Amy Martin was ill and would not be able to pursue the "March for Parks" this year. The Board would like to see the program on the planning retreat agenda for 1996-97. Agenda Item No. 4. Public Forum. Laura Suarez, President of the Southlake Tennis Association, distributed to the Board the past budget report from the Arlington Tennis Center (ATC) showing a $5323 profit for the first year of operation. She noted that the ATC had only 200 members when they opened and now have 600 to 700 members. She said Southlake is not meeting the needs of the tennis players, and existing land needs to be designated now. She would recommend the 15 acres at West Beach. She suggested that the City pass a bond issue and not pursue a private investor because she did not feel it would serve the public needs but become a private club. She asked that a tennis center not be grouped with any other facility for fear it would be delayed or not done due to the demands of another facility. The Southlake Tennis Center would attract people from neighboring communities and needs to be located on a major thoroughfare. Agenda Item No. 5. Presentation from BaylorportsCare Ty Henry, Sports Marketing Specialist for Baylor SportsCare, explained to the Board how his company is a sports marketing service to the Baylor Hospital in Grapevine. In the February meeting the Park Board had denied BaylorSports Care's request to obtain "profile sheets" on the indoor soccer program participants and coaches. He explained how the "profile sheets" were used as a data base to track whether Baylor SportsCare was effective in bringing customers to the hospital. The "profile sheets" were not used to solicit or add to mailing lists. For a sponsorship donation, Baylor SportsCare would give literature to the participants of the program about physician referrals, offer athletic trainer coverage for special events and may approach the parents of the participants to fill out optional profile sheets. The Board did not believe they should make such a personal decision for program participants as to whether the City would release participant information to a sponsor such as Baylor SportsCare. If Baylor SportsCare continues to sponsor additional programs for the City of Southlake, the City will not provide "profile sheets" of the participants but the sponsor could approach the parents of the participants and let them individually decide if they want to fill out a "profile sheet" for Baylor SportsCare. Agenda Item No. 6. Consider Park Name for the Newest Ci , Park Janet Murphy explained that the naming committee selected five names (Walnut Grove, Crosstimbers, Liberty, Freedom and Wheeler-Murphy) out of 22 names submitted for the Board to consider. Other names suggested were Post Oak, Shady Oaks, Shady Grove, White's Chapel, Lakeside, Lakeview and Jenks Jones. None of the names seemed to make the "fit" the Board was seeking. The Board will continue to solicit more names. Motion was made to table the item. Motion: Scratchard Second: Hamilton Ayes: R. Johnson, V. Johnson, Hamilton, Jones, Murphy, Zielke, Scratchard Nays: none Approved: 7-0 Agenda Item No. 7. Consider Donation of Improvements to Ballfields from SBA The Southlake Baseball Association wanted various improvements made to the new fields at Bicentennial Park and agreed to pay $7500. The improvements included 1) installation of turf on Field #8 to make it playable for the Pony League; 2) one half the cost of irrigation on Fields #4 & #5 ($900); 3) score tables at Fields #4 to #9; 4) add dirt on Fields #6 to #9 and 5) install permanent pitching mounds on Fields #6 to #9. Motion was made to accept the donation as presented. Motion: Hamilton Second: Scratchard Ayes: R. Johnson, V. Johnson, Hamilton, Jones, Murphy, Zielke, Scratchard Nays: none Approved: 7-0 Agenda Item No. 8. Discussion of Trail System Master Plan: Addition of Equestrian Trails Robin Jones reported that the developer of the Crumbaker Property has agreed to allow the existing equestrian trail to remain in a 7.5 foot easement along the southern boundary of his property and will fence it with a split rail horse fence like found in Harbor Oaks. The developer would expect park dedication fee credits in return for this easement dedication and fencing expense. This development borders the northern portion of the Ravenaux Subdivision. The Ravenaux HOA is going to approach the bordering homeowners to rededicate the existing utility and drainage easement as a utility/drainage/equestrian easement. Kim McAdams explained that this is a "back door approach" and that if citizens were serious about saving the country open horseback riding trails then they should be identified and a process of public hearings with the Park Board, P&Z and City Council would be needed to amend the existing Trail System Master Plan. Bethann Scratchard warned that the homeowners that would be affected by these new trails needed to come forward in support at Park Board and P&Z if this is to get approved. Margie Zielke and Robin Jones agreed to work with staff to identify the other existing trails in danger of being lost as land develops. The Board would like to consider these additions at their next meeting. Agenda Item No. 9. Discussion of Park Master Plan Update- Draft Report The Board asked that more visioning, mission and process be described in the report to convey the reasoning for the decisions for the plan. The minimum park land acreage standards based on population, need to be increased to account for the opportunities with the Corps of Engineers land. The Board wanted to set a standard for natural open space requirements on City owned park land. A second draft will be distributed to the Board for review before it is distributed to the public. Agenda Item No. 10. Discussion of Development of Municipal Complex The Board was asked to sign cards to participate in planning for the 15 acre site of the municipal complex which could have some park facilities. Agenda Item No. 11, Discussion of the Annual Board Planning Retreat The Board discussed taking a "quantum leap" in planning efforts. Several expressed an interest in a Friday, Saturday tour of parks and facilities in the hill country or Houston area. Staff will target a program for May 17 & 18. Suggestions are welcomed on facilities to visit. Agenda Item No. 12. Liaison Reports. Budget - Mid-year budget amendment requests developed by staff were distributed. Publicity - Progress report was included. Recreation - Janet Murphy reported that the progress report was included and she would like to visit with Kathy at her convenience before distribution of future reports to the Board. SPDC - Janet Murphy reported that the STA presented their project to the Board and a fiscal policy was discussed. JUC- Bethann Scratchard reported that JUC will meet Wednesday at Durham to explore a downloading program for community education. The joint election agreement has been approved with the May City and School election to be held at Johnson Elementary. KSB - Carol Lee Hamilton reported that KSB needs more Board members and April 13 is the Great Texas Trash-Off. There being no further business the meeting was adjourned at 10:10 p.m. Rod Jo on, Chairman ATTEST: Carol Lee Hamilton, Secretary c Apkboard\minute3.116\km