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1996-11-11 City of Southlake, Texas CITY OF SOUTHLAKE PARKS AND RECREATION REGULAR BOARD MEETING November 11, 1996 MINUTES Board Members Present: Bethann Scratchard, Carol Lee Hamilton, Robin Jones, Ronnie Kendall, Larry Goldstein, Vicki Johnson, Gary Beyer and Rod Johnson. Board Members Absent: Sherry Berman City Staff Present: Director Kim Lenoir The meeting was called to order at 6:30 p.m. by Vice-Chair Vicki Johnson Aizenda Item No. 2 Consider: Approval of Minutes for October 14, 1996 Regular Board Meeting Gary Beyer corrected wording in agenda item 9, page 5 to remove the wording "the foundation and." Motion was made to approve the minutes on October 14, 1996 as corrected. Motion: Goldstein Second: Scratchard Ayes: Kendall, Hamilton, Goldstein, V. Johnson, Jones, Beyer, Scratchard Nays: none Approved: 7-0 Agenda Item No. 3. Administrative Comments Bethann Scratchard asked that staff clarify to City Council the Board's motion concerning the master plan for Bicentennial Park. The Board's motion was for the buffer north of the easternmost ballfields be 75, feet and if feasible within the land constraints, 100 feet. Gary Beyer asked staff the status for cost estimates for computerizing all of the ballfield lights. Staff reported that several sources have been contacted and estimates are expected in the next few weeks. Rod Johnson arrived at the meeting. Agenda Item No. 4. Public Forum Bill Dillard, an officer of the Southlake Girls Softball Association, requested that the City relocate the backstop and lights on field one since the fencing was scheduled to be replaced. Parks and Recreation Board Meeting on November 11, 1996 Page 1 of 6 City of Southlake, Texas Director Lenoir explained that the budget included only replacing the fences. Moving the lights and relocating the backstop would be a major renovation project that was not budgeted nor could be done in the short time frame available to have the field ready for the CHS softball team in January. She stated that the ballfield lights do need to be upgraded and the Board may want to consider doing that in the phase II construction project for Bicentennial Park. Agenda Item No. 5 Consider: Removing the Hike & Bike Trail from the Corps of En ineers Property in the Southlake Trail System Master Plan Rod Johnson, at the request of Susan Scott asked for this item to be on the agenda. This is the first trail requested to be "removed" from the Trail System Master Plan as approved in August 1995. In the past the Board has recommended adding two equestrian trails (Huse Homeplace and Fox Hollow) and relocating the trail from North White Chapel to Durham Elementary. Two citizens requested to speak on this agenda item. Chairman Johnson recognized the following citizens. Richard Anderson - Said he was representing a couple of equestrian clubs and he requested that the hike & bike trail on the Trail System Master Plan be removed from the plan. His concern was that the trail would be concrete. Susan Scott - Requested that the hike & bike trail on the Trail System Master Plan be removed from the plan because she was against bikes being near the equestrian trail. In reviewing the Trail System Master Plan, the Board did not find any reference to the fact that the hike and bike trail in the Corps of Engineer's property would be concrete. Board members told those present if they could find such a reference in the Trail System Master Plan that the trails would be concrete, to bring it to their attention. Bethann Scratchard who served on the joint Park Board/ P&Z Committee on the Trail System Master Plan said there is not a reference to the surface of trails in the parks or on the Corps of Engineer's property because she remembers the debate and compromise that was made. The park site plans would address the size and type of trail surface. That process was completed with the Bob Jones Park Master Plan, where public input determined that the trail specifications be a soft surface hiking trail only. The City Charter requires review and updating the master plan every four years. The Board recommended that the citizens present get involved in the updating process in 1998 - 1999. Chairman Johnson called for a motion. No motion was made. Agenda Item No. 6. Consider: Fencing the south side of the Fox Hollow Equestrian Trail Robin Jones and other residents of Ravenaux worked with the Fox Hollow developer to establish an equestrian trail easement north of Ravenaux and south of Fox Hollow. The Fox Hollow developer donated the ten foot wide easement and fenced the north side of the trail backing up to his Parks and Recreation Board Meeting on November 11, 1996 Page 2 of 6 City of Southlake, Texas lots. The Parks and Recreation Board and City Council awarded Fox Hollow 100% park fee credits for this project as outlined. One Ravenaux resident has complained that horses are cutting through her yard, but a fence behind Fox Hollow will probably not help her situation. Most of her property is to the east where the horses are cutting through her yard, which is where an equestrian easement has not been dedicated. The developer has offered to fence the south side of the equestrian trail easement if he could qualify for future credits on other developments. Robin Jones felt that the trail project was not finished since the south side was not fenced. Carol Lee Hamilton and Bethann Scratchard felt that at the time of the original discussion the residents of Fox Hollow did not request a fence because they had always had the horses in their back yards and just did not want to lose the equestrian trail due to the development of Fox Hollow. Motion was made for the Board to request $10,000 to fence the south side of the Fox Hollow Equestrian Trail during the next budget process. Motion: Goldstein Second: Jones Ayes: Kendall, Hamilton, Goldstein, R. Johnson, V. Johnson, Jones, Beyer, Scratchard Nays: none Approved: 8-0 Agenda Item No. 7, Consider: Names for Neighborhood Parks The Board reviewed the park name list from the past "Name the Park" committee who looked at naming Bob Jones Park. The Board felt that advertising for park names would be beneficial to get publicity about the three new public neighborhood parks: 1) Country Walk (5 acres) at Carroll Elementary on Continental Road 2) Lonesome Dove (7 acres) in the Lonesome Dove Subdivision across from the CMS on N. Carroll 3) Versailles (5 acres) on Continental Road and new South Carroll (now called Carlisle Road). The motion was made to announce the donations of the new parks and solicit names in conjunction with the Park Naming Policy. A sub-committee of Kendall, Hamilton, and Scratchard would review the submittals and make recommendations to the Board. Motion: Jones Second: Kendall Ayes: Kendall, Hamilton, R. Johnson, V. Johnson, Jones, Beyer, Scratchard Nays: Goldstein Approved: 7-1 Parks and Recreation Board Meeting on November 11, 1996 Page 3 of 6 City of Southlake, Texas Agenda Item No. 8. Consider: Types of Sig_nage for Neighborhood Parks Motion was made to install temporary signs noting "Future Neighborhood Park Site" at Country Walk and Versailles. Motion: Hamilton Second: Scratchard Ayes: Kendall, Hamilton, Goldstein, R. Johnson, V. Johnson, Jones, Beyer, Scratchard Nays: none Approved: 8-0 Agenda Item No. 9, Liaison Reports Budget - Bethann Scratchard will present a budget procedure for the Board to consider in January. Publicity - Robin Jones will assist the staff with the flyer for naming the neighborhood parks. Recreation - Carol Lee Hamilton and Ronnie Kendall met with Kathy Schaeffer on the Saturday Night Live program. Ronnie Kendall presented the Board with written comments from citizens not satisfied with the program due to third graders being allowed to attend and the dark dance floor. She attended the November 9 program and recommended that the program be suspended until changes could be made. Carol Lee Hamilton and Vicki Johnson reiterated that there were concerns that needed to be addressed. Members of the Board urged the Director to consider suspending the program and that they would work with the staff to make changes. Director Lenoir said she would attend the Saturday, November 23 event which was already publicized and make a determination. The other Board members were urged to also attend. Future Park Development - Larry Goldstein and Robin Jones are looking at properties and have some creative projects for the City to consider. Bob Jones - Ronnie Kendall will work with the neighborhood on the trail issues and announced that the plans were approved by P&Z. The City Council will review the plans November 19. Youth Sports Association - Gary Beyer met last week with the staff and youth associations concerning the Spring 1997 schedule. SPDC - $3,000,000 is projected to be available in early Spring. JUC - Bethann Scratchard reported that JUC will meet again Tuesday. The Board wanted to urge the CISD staff to reconsider allowing indoor soccer in the gym. KSB - Kathy Schaeffer needs to call a committee meeting to planning the "March for Parks." Development Issues- Robin Jones read a draft of a "boiler plate" letter to go to developers that are Parks and Recreation Board Meeting on November 11, 1996 Page 4 of 6 City of Southlake, Texas coming to Southlake about public park needs. Robin will work with staff to finalize the letter. Robin Jones left the meeting at 8:48 pm. Agenda Item No. 10. Discuss: Updated Policy and Procedures Manual The Park Board / City Council initiated and adopted policy and procedures were reviewed by the Board. Minor changes have been made (ie. coordinator to director, division to department). Carol Lee Hamilton asked that the procedure for Board agenda preparation be revised in a `procedure' format rather than a `question' format. Procedures will be revised for the Board to consider in December. Agenda Item No. 11. Discuss: Bicentennial Park - Construction Phase II (this item was partially discussed after agenda item 7) Debbie Orzech, representing Southlake Girls Softball Association (SGSA), presented the Board with a letter (attached to the minutes). She stated that the SGSA had funds of $5000 to $9000 to contribute to improvements to the softball fields and storage. She said SGSA would be paying for the wiring of the new scoreboards. She complained that the ballfield lights were not coming on early enough and they had to delay a scheduled game last Sunday. Director Lenoir said she would follow- up with the maintenance staff to reset the timers. The Board requested that SGSA to do their research and present a proposal to the Board for their consideration. The Board recommended SPDC consider financing under the existing facility enhancement phase - the playground pavilion, parking lot expansion, underground utilities and 50% of the budget for the trees and shade structures at the baseball fields, the hike and bike trail phase the in-line hockey court and the three basketball courts and move up the softball field restroom renovations and relighting the existing softball fields. Agenda Item No 12, Discuss: Bob Jones Park - Construction Phase I SPDC wanted to know the Park Board's recommendation for the first phase of construction at Bob Jones Park. The Board reviewed the budget prepared during the master planning process and recommended the pre-development buffer and the soccer complex phase. If the City receives the TPWD grant the 1.5 mile hike and bike trail will need to be included. Agenda Item 13. Discuss: Constructing Soccer Fields at School Sites The Board recommended that SPDC consider installing two sodded and irrigated soccer game fields by the Fall of 1997. Agenda Item No. 14. Discuss: Joint Meeting with City Council - December 9 The Board will invite the City Council for a joint work session / reception at 7:30 pm, Monday, Parks and Recreation Board Meeting on November 11, 1996 Page 5 of 6 City of Southlake, Texas December 9. The Board wanted to discuss formalizing the approach to developers with the Park Dedication Ordinance, a Sidewalk/Trail Ordinance, land acquisition and indoor soccer facilities. The Board asked Bethann Scratchard to also invite the members of the Joint-use Committee. Agenda Item No. 15, Discuss: Park Board Goals Retreat 1997-98 The Board to set a date for a Goals Retreat on Saturday, February 22. This will be the first step in the budget preparation process. There being no further business the meeting was adjourned at 9:38 p.m. i"AAXt., Rod Johns n, Chairman ATTEST: Carol Lee Hamilton, Secretary Parks and Recreation Board Meeting on November 11, 1996 Page 6 of 6