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1997-01-20 City of Southlake, Texas CITY OF SOUTHLAKE PARKS AND RECREATION REGULAR BOARD MEETING (Due to bad weather on January 13 the meeting was rescheduled) January 20, 1997 MINUTES Board Members Present: Larry Goldstein, Vicki Johnson, Carol Lee Hamilton, Ronnie Kendall, Gary Beyer, Sherry Berman and Doug Fierce. Board Members Absent: Bethann Scratchard and Robin Jones City Staff Present: Director Kim Lenoir and Kathy Schaeffer, Recreation Supervisor The meeting was called to order at 7:05 p.m. by Vice Chair Vicki Johnson. Agenda Item No 2 Consider: Approval of Minutes for December 12, 1996 Regular Board Meeting Carol Lee Hamilton read to the Board several minor wording corrections. Motion was made to approve the minutes for December 12, 1996 as corrected. Motion: Hamilton Second: Berman Ayes: Kendall, Hamilton, Berman, Beyer, Johnson, Fierce, Goldstein Nays: none Approved: 7-0 Agenda Item No. 3, Administrative Comments Gary Beyer asked staff the status for computerizing all of the ballfield lights. Staff reported that they had received one estimate for $10,000. Two other estimates are expected within the week. The City's computer consultant will review the estimates and make a recommendation. Due to the dollars now projected, the City Council may need to look at this project as a mid-year budget appropriation; therefore this would not be completed by the start of the ball season. Gary Beyer also asked staff if the scoreboards would be moved in toward the new fences. Staff said yes. Gary Beyer also confirmed that the City, not SGSA, would be setting the poles for the new scoreboards. Gary Beyer also commended the staff on the quality of the new fencing for the softball fields at Bicentennial Park. Agenda Item No. 4, Public Forum Mary Van Hal, 280 E. Bob Jones Road - requested the use of a ballfield from 1 to 3pm two times Parks and Recreation Board Meeting on January 20, 1997 Page 1 of 5 City of Southlake, Texas a month for a home schooling group from 4th to 9th grade. Staff explained to the Board that during the upcoming league season that the fields are worked on during the day to get them ready for league play each evening and this would be difficult to include. Staff asked Ms Hal to present her request of days and dates in writing to the staff for review. Debbie Orzech, 924 Emerald Blvd - Commended the Parks and Recreation Department on the look of the renovations of the softball fields. She stated that the girls were thrilled with the new fields. She said the SGSA would like to request matching funds from the City to do more concrete work on Field #2 and #3 and sodding of Field #2. Staff explained that the Parks and Recreation Department general fund was exhausted but that SPDC would be looking a several matching fund requests in their upcoming budget work sessions. Agenda Item No. 5. Consider: Donation of Two Bike Racks - Paul Tough. Eagle Scout Project Paul Tough presented his Eagle Scout Project to build two wooden bike racks to be located at the Adventure Alley Playground. Friends of the Playground designated the location of the bike racks and are donating the wood to Mr. Tough. Carol Lee Hamilton questioned the procedure of considering this as a donation due to the small amount of actual cash dollars being expended. Mrs. Hamilton would like for the Board to consider increasing the dollar amount of donations to be considered by the Board. The Board does want to approve all Eagle Scout projects that make capital improvements to the parks. Motion was made to approve the Bike Rack Project and donation. Motion: Hamilton Second: Beyer Ayes: Kendall, Hamilton, Berman, Beyer, Johnson, Fierce, Goldstein Nays: none Approved: 7-0 Agenda Item No. 6. Consider: Donation of Log Cabin - Aloha Payne, Southlake Historical Society Staff reported that Aloha Payne called from Mississippi that she could not make it for the meeting tonight. Mrs. Payne had left a 19 page proposal for the Board to review. The Board had no problem with the proposed location in Bicentennial Park. The Board did want the SHS to present a time line, completion date and its cost sharing proposal. Motion was made to table this item to February 10, 1997. Motion: Goldstein Second: Berman Ayes: Kendall, Hamilton, Berman, Beyer, Johnson, Fierce, Goldstein Nays: none Approved: 7-0 Parks and Recreation Board Meeting on January 20, 1997 Page 2 of 5 City of Southlake, Texas Agenda Item No. 7. Consider: Annual Facility Usage Agreements with Youth Associations Several residents requested to speak against this item. Francis Nathan, 535 Love Henry - Complained about the lights and the noise from Bicentennial Park during the ball season. He asked about the status of the berm construction. Staff explained that the land is not owned by the City but that the City is talking to the land owner about options for the berm. He presented a letter of requests from the neighborhood (letter attached). Kim Campbell, 495 Love Henry Court - Asked that she be notified of all meetings where Bicentennial Park is discussed. She stated a city employee told her she would be notified but she was not of this meeting and did not know who told her that she would be notified. Staff will check on the procedure. She also requested that the letter from the neighborhood be added to the minutes. Si Rickman, 455 Love Henry Court - Expressed that he feels the Board is ignoring the neighborhood's concerns with the berm, lights and hours of play, and will initiate legal action if something isn't done soon. The Board reviewed the Love Henry Court residences' letter of requests. After much discussion the Board recommended modifications to playing time and lights going off on the Southlake Baseball and Southlake Girl's Softball Associations Facility Usage Agreements. Motion was made to require that the lights go off at 9:30pm with play stopping at 9:00pm during the practice season, during game season the lights would go off Sunday to Thursday at 10:30pm with play stopping at 10:00pm, and on Friday and Saturday lights would go off at 11:30 pm with play stopping at 11:00 pm, and no P.A.'s would be allowed past 8:00 pm. Motion: Kendall Second: Beyer Ayes: Kendall, Hamilton, Berman, Beyer, Johnson, Fierce, Goldstein Nays: none Approved: 7-0 Agenda Item No. 8. Consider: Election of Parks and Recreation Board Officers (followed item 11). Nominations for Chair were opened. Larry Goldstein nominated Vicki Johnson, seconded by Gary Beyer. Sherry Berman nominated Ronnie Kendall, seconded by Doug Fierce. Nominations closed. A written ballot was distributed. Vicki Johnson elected as Chair. Nominations for Vice-chair were opened. Sherry Berman nominated Ronnie Kendall, seconded by Larry Goldstein. Ronnie Kendall elected as Vice-Chair. Nominations for Secretary were opened. Carol Lee Hamilton nominated Gary Beyer, seconded by Sherry Berman. Gary Beyer elected as Secretary. Parks and Recreation Board Meeting on January 20, 1997 Page 3 of 5 City of Southlake, Texas Agenda Item No. 9. Liaison Reports (followed item number 11) Budget - No report. Publicity - No report. The Board would like for the new Youth Park Board to review the "Name the Park" entries and make a recommendation to the Board in March. Recreation - For the Board members that missed the December meeting staff reported the changes that have been implemented for Southlake Saturday Night which included removing 3rd graders from the event. Future Park Development - Larry Goldstein reported that another property was being looked at and that the City is making a counter offer on the tract near Florence Elementary. Bob Jones Park - Staff reported that the City did not get the TPWD grant due to limited funds. The City can reapply by February 28 for consideration on August 28. Youth Sports Association - Gary Beyer reported that the Grapevine/Southlake Soccer Association has not responded to calls from the City for future field needs. He requested that staff write a letter. SPDC - Carol Lee Hamilton reported that SPDC is moving forward on a revenue bond issue for $3,000,000 to be available in early Spring. Ronnie Kendall is a new member of SPDC. JUC - No report. KSB - Carol Lee Hamilton and Sherry Berman met with KSB to plan "March for Parks." KSB will not be able to do the fund raising for the project; therefore the event will not happen this year. Hamilton requested that the department look at doing a Spring event next year that could be a walk not associated with "March for Parks," that featured Bob Jones Park. Staff reported that they understand that KSB plans to hire someone to complete the water garden in Bicentennial Park. Development Issues- The Board added P&Z liaison to this item and Sherry Berman will be added to this position. The Board would like for the town center project to come before them at the next meeting. Agenda Item No. 10. Discuss: Park Dedication Ordinance Sherry Berman distributed the information she and the Community Development staff had been working on for a revised Park Dedication Ordinances (PDO). Tom Elgin and Chris Carpenter, City Planners, reviewed the changes with the Board. The Board liked the idea of having a liaison to P&Z and designating the Landscape Administrator to update the Board on development projects. The Board would like to prepare an annual land acquisition plan that coincided with the Parks, Parks and Recreation Board Meeting on January 20, 1997 Page 4 of 5 City of Southlake, Texas Recreation and Open Space Master Plan. The Board wanted to use the "income approach" to determine FMV (Fair Market Value) rather than the TAD appraisals. The Board requested a matrix of various options to consider for acres required per residential lot. The Board would like to remove the credit option for private park development. Staff will prepare a draft ordinance by Friday for the Board and Council to use at their joint meeting on January 28. Agenda Item No. 11, Discuss: Thoroughfare Plan / Sidewalk and Trail Ordinance Tom Elgin and Chris Carpenter, City Planners, explained the limits of the existing ROW with the Board. Sidewalk additions to the major roads is impossible. The Board could consider sidewalks in future subdivisions. This item will be discussed with the City Council at the upcoming joint meeting. Agenda Item No. 12. Discuss: Joint Meeting; with City Council - Januarti28 Vicki Johnson will meet with staff to prepare the agenda for the joint meeting. Agenda Item 13, Discuss: Park Board Goals Retreat 1997-98 - February 22 This date was still good for all the members. The Board wanted to discuss ways to keep in the loop as things are happening so fast in Southlake. There being no further business the meeting was adjourned at 11:26 p.m. A, 0. Vicki John h ' ATTEST: Gary Beye ; re Parks and Recreation Board Meeting on January 20, 1997 Page 5 of 5