1997-10-13
City of Southlake, Texas
"OFFICIAL MINUTES"
APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
1 CITY OF SOUTHLAKE
2 PARKS AND RECREATION BOARD MEETING
3
4 October 13, 1997
5
6 MINUTES
7
8 Board Members Present: Robin Jones, Chris Miltenberger, Doug Fierce, Vicki Johnson, Ronnie
9 Kendall, Carol Lee Hamilton, Richard Anderson and Sherry Berman.
10
11 Board Members Absent: Larry Goldstein
12
13 City Staff Present: Kim Lenoir, Director of Parks and Recreation; Kathy Schaeffer, Recreation
14 Supervisor; Teddi R. Zonker, Administrative Secretary; Ben Henry, Park Planning and
15 Construction Superintendent; Curtis E. Hawk, City Manager.
16
17 The meeting was called to order at 6:34 p.m. by Chair Vicki Johnson.
18
19 Agenda Item No. 2. Approval of the Minutes for September 8, 1997 Regular Board Meeting and
'0 Joint SPIN/Park Board Meeting - Johnson stated that on page 6, line 30 should indicate reference
21 to Bob Jones Park, Phase I. Hamilton stated that on pg 8, line 2 square brackets should be placed
22 around the reference to the Smith House as it is a separate discussion item under this agenda
23 item.
24
25 Motion was made to approve the minutes as amended for September 8, 1997.
26 Motion: Anderson
27 Second: Berman
28 Ayes: Jones, Miltenberger, Fierce, Johnson, Kendall, Hamilton, Anderson, Berman.
29 Nays: None
30 Approved: 8-0
31
32 The Board had no changes to the Joint SPIN/Park Board Meeting minutes. Motion was made to
33 approve the SPIN/Park Board Meeting minutes.
34 Motion: Hamilton
35 Second: Fierce
36 Ayes: Jones, Miltenberger, Fierce, Johnson, Kendall, Hamilton, Anderson, Berman.
37 Nays: None
38 Approve: 8-0
39
40 Agenda Item No. 3, Administrative Comments - Johnson congratulated Lenoir and Schaeffer in
41 regard to their article on athletic tournaments which appeared in Texas Recreation and Park
Parks and Recreation Board Regular Meeting, October 13, 1997 Page 1 of 13
City of Southlake, Texas
"OFFICIAL MINUTES"
APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
1 Society Fall 1997 magazine. Johnson and Berman indicated that they would like to be registered
2 for the TRAPS conference in Grapevine.
3
4 Kendall provided an update on the Sidewalk Ordinance which was passed by City Council on the
5 first reading and she stated that she and Lenoir will be meeting with developers in regard to the
6 ordinance on Thursday, October 16 at 10:00 a.m. at the Old Union Room.
7
8 Kendall stated that there were several questions in regard to the Southlake Sidewalk Ordinance,
9 the last being if she had spoken with the developers. The second reading will be at the next City
10 Council meeting. Hamilton stated that there are areas throughout the City where the sidewalk
11 just ends which is very dangerous for children. Hawk stated that not constructing in this manner
12 is not addressed in the ordinance and this type of construction may go back to the existing house.
13 Hawk stated that this occurrence may have something to do with the homeowner.
14
15 Jones asked about when Bicentennial, Phase II goes to SPDC. Lenoir stated SPDC will review
16 the next plans and specifications and then it goes to Council. Kendall inquired about the budget
17 and Lenoir stated that the budget has been approved for Bicentennial Park, Phase II.
18
19 Johnson inquired about Byron Nelson Trail being City or homeowner property. Hawk stated that
!0 it has been built as a public sidewalk outside the easement and the developers agreement
21 supports a separate easement, but it has not yet been dedicated. Regardless of right-of-way or
22 easement, it is a public sidewalk and the City is responsible for any sidewalk at a right-of-way.
23
24 Agenda Item No. 4, Public Forum - Chair Vicki Johnson opened the public forum at 6:50 p.m.
25 Stacey Hamaker, 605 Winding Creek Court, Southlake submitted a letter protesting the removal
26 of Tara Hutchins from the Durham After School Program to each Park Board member and Parks
27 staff. Hamaker read her letter to all members and staff present.
28
29 Johnson stated that she appreciated Hamaker's concern and Johnson stated that the reason for
30 removing Hutchins are confidential and have been documented.
31
32 Hawk stated that Hamaker may meet with him. Hamaker asked the Board if she will receive
33 information and Johnson stated that she must discuss the matter with Hawk.
34
35 Agenda Item No. 5, Consider: Election of Secretary to Fill VacancX - Johnson detailed the duties
36 of the Secretary.
37 Motion was made to appoint Doug Fierce as the new Secretary.
38
39 Motion: Berman
40 Second: Hamilton
41 Ayes: Jones, Miltenberger, Fierce, Johnson, Kendall, Hamilton, Anderson, Berman.
Parks and Recreation Board Regular Meeting, October 13, 1997 Page 2 of 13
City of Southlake, Texas
**OFFICIAL MINUTES**
APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
1 Nays: None
2 Approved: 8-0
3
4 Agenda Item No. 6. Consider: TP" Grant Priorities for Bob Jones Park - Lenoir referred to the
5 items approved for the grant and stated that the completion must be within three (3) years and as
6 the City spends the money, the City is reimbursed.
7
8 Lenoir stated that grant points come from outdoor recreation facilities. The Cultural Resource
9 Survey (Archeological) on Corps, Lease for Corps and City property must be completed before
10 the contract is signed for the grant. She stated engineering, architectural, pavilion, 30 picnic
11 tables and grills, three (3) soccer fields with lights and a fishing dock are supported. The next
12 phase will include a pond and road installed to take traffic further into the Corps property.
13
14 Lenoir stated that it may be 3-4 months to obtain the contract with the Corps and that Henry has
15 begun discussions in regard to the lease. Berman inquired about regulations and Lenoir stated
16 that the first year items are on the City property so the lease must be approved before the grant
17 application moves forward. Berman inquired about the lighted fields and Jones stated that the
18 unlighted fields are further north. Lenoir stated that with SPDC funds, the lighted fields could be
19 built within year two and she asked the Board if they would like to do these fields in the first,
?0 second or third year and stated that once 50% is spent, the City may apply for a second grant.
21
22 Miltenberger stated that the lighted soccer fields should be installed as soon as possible.
23 Hamilton inquired about constructing a third field and Lenoir stated that by doing so the field
24 would be cutting into terrain. Johnson inquired about the Soccer Association and Lenoir stated
25 that they would want one (1) large field to be sodded by next Fall and that this park is not
26 expected to meet soccer needs of the City. Miltenberger stated that a lighted field should not be
27 cut out if the lights are facing toward the South. Hamilton stated that there should be another
28 lighted field some place else in the City. Miltenberger stated that if there is a section of lighted
29 fields, we should place as many fields as possible. Lenoir stated that when the fields are
30 constructed within regulation size they are larger than the master plan showed. The land area
31 master planned for the lighted soccer fields is fully utilized by the two full size fields.
32
33 Anderson inquired about changes to the master plan submitted to obtain the grant. Lenoir said
34 any changes will require a very good reason and that there must be a variety of facilities which
35 will be reviewed during the construction review process by TP". Fierce inquired about the
36 completion of all 30 picnic tables before receiving a match from the grant. Lenoir stated that
37 they do not have to complete 100% each time, but at the end of the three (3) years they must use
38 100% of the grant. Lenoir stated that a partial amount of the picnic tables maybe obtained in the
39 first year and the rest in the second and/or third.
40
Parks and Recreation Board Regular Meeting, October 13, 1997 Page 3 of 13
City of Southlake, Texas
"OFFICIAL MINUTES"
APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
1 Anderson inquired about the money to the second pond going to the nature center. Berman
2 stated that the center should be considered and then she inquired about the completion of the
3 COE contracts. Henry stated that the City has until February to be in contract with the state.
4 Berman inquired about the nature center being constructed in the first year since everyone has the
5 momentum. Lenoir stated that once 50% of the grant is spent the City could request a second
6 grant for the nature center as it would be a great grant project due to joint-use options.
7
8 Lenoir answered Fierce in regard to what were the engineering costs. It includes costs resulting
9 from the architect to draw up construction plans for the pavilion; engineer for construction plans
10 for lakes, docks and landscape architect for the remaining items.
11
12 Kendall inquired about an amphitheater construction after the trails are complete and Henry
13 stated that two flagged areas could be placed up to allow entrance for amphitheater construction
14 and the section of the trail damaged can be replaced. Jones inquired where the playground will
15 be placed and Lenoir stated that it will be near the pond. Jones inquired about the type of
16 playground and Lenoir stated that it could be similar to Adventure Alley. Lenoir stated that
17 playground money can not be moved to the nature center. Johnson reminded the Board of
18 Lenoir's idea of receiving another grant for the nature center. Kendall inquired about the
19 possibility that the City could receive additional grants. Lenoir stated that a joint use facility,
?0 such as a nature center, should increase the opportunity of receiving a grant.
21
22 Miltenberger inquired about the location of the playground and Henry showed the various
23 locations near the pond where the playground could be. Fierce stated that it should be fenced and
24 enclosed. Miltenberger stated that the access to the playground should face opposite of the
25 parking lot. Hamilton inquired about the pavilion and Lenoir stated that it would be in the same
26 general area near the pond and the playground. The day camping area would be near the
27 amphitheater which would be about 100-200 yards over the hill on the COE property.
28
29 Hamilton inquired about the hike and bike trail connection. Lenoir stated the trail may be
30 constructed from the parking lot to the existing trails. Kendall stated that the existing trails are
31 equestrian. Kendall and Hamilton stated that the trails should be installed first and the
32 playground and the soccer fields could be phased. Berman stated that she does want signage near
33 the equestrian trails. The Board stated that there are not a lot of hikers interacting with the
34 equestrians. Berman stated there should be correct signage for each type of trail. Miltenberger
35 inquired about the length of the trail and Henry stated that he did not have a scaled length.
36
37 Johnson stated that the Board must provide SPDC a list of priorities. Kendall inquired about a
38 pavilion being near the soccer fields and Miltenberger stated that it would be nice to have the
39 pavilion near the soccer fields. Kendall stated that the soccer area should be completed in the
40 first phase. Kendall stated the playground could be constructed in stages near the soccer fields.
41
Parks and Recreation Board Regular Meeting, October 13, 1997 Page 4 of 13
City of Southlake, Texas
"OFFICIAL MINUTES"
APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
1 Berman and Jones stated that the hike and bike trail should be completed.
2
3 Johnson stated that in the first year, the hike and bike trial should be completed or phased,
4 pavilion, playground phased or totaled and lighted soccer fields. Lenoir stated that there is only
5 enough money to do half in the first year. Kendall inquired about picnic tables around the soccer
6 field/pavilion and Miltenberger stated that they are not necessary. Lenoir informed the Board
7 that there is SPDC money of close to $500,000 to spend in the first year. Hamilton stated that a
8 day camp area would be a nice addition in this first year. Kendall stated that she hoped that the
9 nature center committee could work with the day camp area.
10
11 Berman stated her list of priorities as follows: cultural costs, engineering, site planning,
12 construction, hike and bike trails, pavilion, lighted soccer and program signage. The Board
13 added a percentage of the trails, playground and the signage.
14
15 Kendall stated that soccer fields should be completed and Hamilton inquired about the trails.
16 Lenoir stated that half the playground and half of the trails could be completed in the first year.
17
18 Kendall inquired about completing the entire hike and bike trails and access into the next phase
19 of the park. Jones stated that she would like the entire trial constructed.
20
21 Motion was made to recommend the following for the first years construction of Bob Jones,
22 Phase I: cultural, engineering, site planning, hike and bike, pavilion, soccer fields, partial
23 playground (50%), partial construction costs (50%) and partial (50%) picnic tables with the
24 option of cutting out the picnic tables if it is over budget.
25 Motion: Berman
26 Second: Hamilton
27 Ayes: Jones, Miltenberger, Fierce, Johnson, Kendall, Hamilton, Berman.
28 Nays: Anderson
29 Approved: 7-1
30
31 Fierce inquired about priority and Lenoir stated that there is no priority but that items must be
32 completed within the first year.
33
34 Anderson stated that the neighbors think the lights will be up within the next two or three years
35 so there may be problems if it is completed within the first year. Jones stated that there should
36 be something published and Lenoir stated that there will soon be a meeting with SPIN #1
37 neighborhood. Hamilton stated that there will be a need for another adult lighted field in the City.
38
39 Agenda Item No. 7. Consider: Park Dedication Evaluation Form for Private Park Credits -
40 Berman stated that the previous form was complicated and her main point in redesigning the
41 evaluation form was to get the Board more involved with the developers.
Parks and Recreation Board Regular Meeting, October 13, 1997 Page 5 of 13
City of Southlake, Texas
"OFFICIAL MINUTES"
APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
1
2 Christopher Schaum of the Youth Park Board entered for the Boards report.
3
4 Schaum stated that they have assigned liaison positions to youth members and submitted the
5 following event name ideas: For Harvest Fest and Carnival: Pumpkin Fest (Schaum), Kids
6 Cornucopia (Brannan), Fall Fest (Brannan); for Snack with Santa: Santa's Workshop
7 (Schaeffer); for Breakfast with Santa: Santa's Sunrise Cafe (M Bickford); for Holiday in the
8 Park: Winter Wonderland (Brannan); for Easter in the Park: Egg Fest (Schaum), Eggtacular
9 (Brannan); for Picnic in the Park: Stars and Strips (Brannan); for Concert in the Park: Music
10 Madness in the Park (Brannan).
11
12 Schaum also stated that the Board discussed the main goals such as doing research for obtaining
13 a teen center by reviewing facilities, costs, design and overall feasibility of a teen center which is
14 desperately needed. The Board thanked the Youth Board for their good ideas and work.
15
16 Berman continued with Agenda Item No. 7
17
18 Berman explained how the public and private points are figured and stated that the City will be
19 providing the forms to the developer. Berman stated that more credit will be provided to open
!0 space and trails as they are considered higher priority.
21
22 Berman stated that extra points are provided if the trail connects with existing trails if the trail is
23 larger. There is more incentive provided to the developers to construct what the Board desires.
24 Berman stated that benches should be .25 and the multipliers should be changed by reviewing
25 each park zone because there is more Corps property in the north end.
26
27 Johnson stated that one figure was created so as not to penalize those in another zone per the
28 Attorneys with the City. Berman inquired about a detention pond and Lenoir stated that a
29 developer must have detention place for water that his development adds. Berman stated that the
30 detention should be removed from the credits as it is required and that the benches should be
31 taken down to .25 for the public, Jones suggested .1 for the private.
32
33 Miltenberger inquired about open space and trails and Berman stated that these item are number
34 one priorities for the community based on citizen surveys. Johnson inquired about the private
35 versus public trails and Berman stated that the need for public trails is a higher priority for
36 residents.
37
38 Fierce stated that the numbers should be marked as 1.10 and not contain a value multiplier for
39 private trails connecting. Lenoir stated that open space (undeveloped) should be separated out.
40 Miltenberger stated that this open space should not be undeveloped open space. Berman
41 disagreed and stated that at the Hills of Monticello it is up the neighborhood association to
Parks and Recreation Board Regular Meeting, October 13, 1997 Page 6 of 13
City of Southlake, Texas
"OFFICIAL MINUTES"
APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
1 maintain to the point which will allow the children to play. Miltenberger stated that these open
2 space areas should be available for such play to the children.
3
4 Hamilton inquired about value multiplier and stated that public and private should be included
5 within parentheses. Fierce stated that the developer has some say in the public open space.
6 Hamilton stated that the open space could include maintained and assign another credit amount.
7 Hamilton inquired about the open space being donated at a maintained/leveled or natural state.
8 Miltenberger stated that he would like to encourage maintained open space to be provided by the
9 developers. Lenoir stated that the new park master plan includes 50% open space which was
10 taken from the citizen survey. Lenoir stated that this worksheet deals with neighborhood parks.
11 Berman stated that she would like to be the liaison for the Board and the developers. Hamilton
12 stated that as the liaison, Berman should coordinate as well.
13
14 Berman inquired about separating these open space areas and they should be indicated as "open
15 space natural" and "open space improved/maintained." Hamilton stated that at times with
16 developers the Board will want nature and at other times maintained areas will be desired.
17
18 Fierce inquired about the evaluation form becoming a fixed document and Hamilton stated that it
19 is only a worksheet and it may be altered. Hamilton stated that a letter should be provided which
W states that this worksheet exists to assist the Park Board and developers and the Board can make
21 a recommendation to developers. Hamilton stated that the letter should be used and should be
22 reworded to state that the worksheets exist to guide the credit process. Hamilton stated that the
23 letter should state that the list contains common needs.
24
25 Johnson inquired about adding tree preservation and Hamilton stated to add it only if the
26 developer exceeds the Southlake Tree Ordinance requirements. Lenoir stated that it may be
27 placed in the open space area. Johnson stated that she would like to see it in a separate category.
28 Hamilton stated to add it to "other" and public should be up to 1.00 and private should be up to
29 0.5.
30
31 Berman stated that the developer should look at what we currently have and what we currently
32 need and that the trail heads and parking lots should be .25 instead of 0. Jones stated that the
33 developer should come to the Board with the statement that he will be doing something unusual.
34 Hamilton stated that trial heads/parking lots should go into "other" and be removed from the
35 itemized list.
36
37 Motion was made to include the park fee credit worksheet with the following changes: open
38 space to include "natural" and "improved/maintained", add an "other" line and under "other: add
39 up to 1.00 for public to up to .50 for private, removed parking lot/trail heads and the detention
40 pond and trails in private to N/A, and the value multiplier should be labeled public and private
41 without facilities.
Parks and Recreation Board Regular Meeting, October 13, 1997 Page 7 of 13
City of Southlake, Texas
"OFFICIAL MINUTES"
APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
1 Motion: Berman
2 Second: Jones
3
4 Discussion:
5
6 Miltenberger stated that ballfield backstops and soccer/football goals should be at 1. Johnson
7 agreed. Hamilton stated that .75 would be enough. Miltenberger stated that this would be in a
8 private or public area. Hamilton stated that ponds should contain fish and be credited at .4.
9
10 Johnson stated that a motion was on the floor. Vote was called.
11 Ayes: Anderson, Kendall, Berman
12 Nays: Jones, Miltenberger, Fierce, Johnson, Hamilton
13 Denied: 5-3
14
15 Discussion by the Board included the fact that a fishing pond be .5 for public and .25 for private.
16 Jones stated open space for pickup games (backstops and soccer/football goals) should provide
17 extra credit and that "improved/maintained" open space be credited at an additional rate of .2 for
18 public and .1 for private.
19
to Motion was made to include the park fee credit worksheet with the following changes: open
21 space to include "natural" and "improved/maintained", add an "other" line and under "other: add
22 up to 1.00 for public to up to .50 for private, removed parking lot/trail heads and the detention
23 pond and trails in private to N/A, and the value multiplier should be labeled public and private
24 without facilities and add under open space for pick up games "improved/maintained" of 1.00 for
25 public and .50 for private and include .20 for public and .10 for private for ballfield backstops
26 and soccer/football goals and drop fish pond to .50 for public and .25 for private.
27 Motion: Kendall
28 Second: Hamilton
29 Ayes: Jones, Miltenberger, Fierce, Johnson, Kendall, Hamilton, Anderson, Berman.
30 Nays: None
31 Approved: 8-0
32
33 Fierce requests that the Parks and Recreation Department immediately send copies of the
34 evaluation forms to the Board and not wait until the packet comes out. Henry stated that he has
35 reservations about the tree preservation ordinance and it should be included under open space.
36 Berman stated that tree preservation ordinance should be included and Fierce stated that it will
37 have to come as an amendment at some future time. Kendall stated that developers will comply
38 with the current Tree Ordinance and the Board could state that if the developer exceeds the
39 ordinance, credit will be provided.
40
Parks and Recreation Board Regular Meeting, October 13, 1997 Page 8 of 13
City of Southlake, Texas
"OFFICIAL MINUTES"
APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
1 Motion was made to add to the previous motion to include under "open space" the fact that if the
2 developer exceeds the current tree preservation ordinance requirements credit will be provided.
3 Motion: Kendall
4 Second: Hamilton
5 Ayes: Jones, Miltenberger, Fierce, Johnson, Kendall, Hamilton, Anderson, Berman.
6 Nays: None
7 Approved: 8-0
8
9 Motion made to appoint Berman as the liaison of the Board with developers in regard to the park
10 fee credits.
11 Motion: Kendall
12 Second: Anderson
13 Ayes: Jones, Miltenberger, Fierce, Johnson, Kendall, Hamilton, Anderson, Berman.
14 Nays: None
15 Approved: 8-0
16
17 Agenda Item No. 8, Consider: SPIN Summit Project - Lenoir stated that the summit is provided
18 as an opportunity for the Board to discuss projects. Johnson informed the Board of Carroll
19 Elementary's idea of a secret garden. Kendall recommended the idea of a nature center/historical
?0 society project.
21
22 Johnson stated that this summit calls for a community project in order to have diverse groups
23 contribute their field of expertise. The idea is to pick a topic and then go to the groups and
24 obtain the expertise of all who could be involved.
25
26 Motion was made to send the concept idea of nature center/historic area to the summit
27 committee.
28 Motion: Fierce
29 Second: Berman
30 Ayes: Jones, Miltenberger, Fierce, Johnson, Kendall, Hamilton, Anderson, Berman.
31 Nays: None
32 Approved: 8-0
33
34 Agenda Item No. 9, Liaison Reports -
35
36 Youth Parks and Recreation Board - Johnson - Schaeffer stated that four (4) youth members
37 attended the meeting. Miltenberger recommended that all members be present during the youth
38 report and Schaeffer stated that if there is a break in the Park Board meeting to allow the report
39 as soon as possible, they can all come in. Johnson and the Board stated that they would prefer
40 this.
41
Parks and Recreation Board Regular Meeting, October 13, 1997 Page 9 of 13
City of Southlake, Texas
"OFFICIAL MINUTES"
APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
1 Budget - Fierce - Fierce stated that the new budget has been approved and that the mid year
2 budget is coming up soon as the Board's next meeting is in November. Fierce asked that Lenoir
3 bring the Park Board mid-year needs.
4
5 Recreation/Special Events - Johnson, Jones - Johnson referred the enclosed request for new
6 names for the special events. Lenoir stated that the final decision will be reviewed by liaisons
7 Johnson and Jones.
8
9 Community Relations - Berman, Kendall, Anderson - Anderson referred to the lighted fields at
10 Bob Jones Park and stated that the Board and City should be open about their discussions with
11 the community.
12
13 Youth Sports Associations - Johnson, Jones - Johnson referred to the letters within the packet and
14 stated that the staff should continue to be supported. Miltenberger stated that he lines the soccer
15 field each Saturday on the CISD property. Lenoir stated that Giffin's letter has not been
16 answered due to the lack of clarity in his complaints. Lenoir referred the Board to the week by
17 week reservation policy for a charge to those not with the departments leagues and associations
18 that we have agreements. Schaeffer stated that two (2) fields, primarily on Saturdays, are
19 currently available. Berman inquired about new hires in the mid year budget and stated that this
'.0 is a main mid year budget need. Berman stated that the Board needs to support Lenoir in her
21 need to hire more personnel. In doing so, this would take the efforts off of the associations.
22 Berman asked when to address the Board's thoughts to the City and Lenoir stated that this will
23 be during the mid-year budget discussion. Johnson stated that a response should be sent to Giffin
24 and Kendall stated that Fawks' comments merit a response as well.
25
26 Jones inquired about shade at the dug outs and she suggested that the associations do half and
27 half investment. Miltenberger inquired about the fields at Bob Jones Park and Lenoir stated that
28 presently they are considered game fields.
29
30 Community Relations - Hamilton, Goldstein - Johnson mentioned the street tree agreement and
31 read a memo from Lenoir in regard to the planting and transplanting of trees at Bicentennial.
32 Johnson inquired about the staff considering all long range plans and staff stated that they are
33 looking into the future. The Board stated that KSB recommendations should be reviewed.
34 Henry stated that trees will be in the ground in November. Lenoir stated that staff will contact
35 KSB to review the plans.
36
37 SPIN - Fierce - Fierce reminded everyone about the SPIN Summitt.
38
39 SPDC - Kendall - Kendall mentioned the approval of Bicentennial Park, Phase II. There was a
40 recommendation to remove the tennis courts as they will be included at Kimball with the multi-
41 purpose center planned. Kendall stated SPDC did approve Bicentennial, Phase II with courts and
Parks and Recreation Board Regular Meeting, October 13, 1997 Page 10 of 13
City of Southlake, Texas
"OFFICIAL MINUTES"
APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
1 the pro-shop as the Board reviewed it. Kendall stated that SPDC was overwhelmed due to the
2 large dollar amounts and stated that she, Lenoir and Jones met and worked on the figures before
3 the meeting. Kendall stated that things are moving forward and the Brunson lawsuit will come
4 forward in December and the ground breaking will be in January 1998.
5
6 JUC - Hamilton - Hamilton stated that there was a meeting since the last park board and it seems
7 that the current goal of the meetings is to keep the lines of communication open instead of
8 working on projects. Hamilton stated that the High School is expanding the library and stated
9 that there could be limited access and limited hours. Hamilton stated that the TUC minutes stated
10 that Doug Strickland asked for after hours for non-students. There is also a reference to 24 hour
11 access to computers and Internet. Hamilton asked the Board if there should be an attempt to
12 move the Grapevine Library books to the High School so those may be available for non-
13 students.
14
15 Jones left the Board meeting at 9:42 p.m.
16
17 Hamilton stated that Judy Gilmore stated that there is not enough space for an additional non-
18 student bookshelves. Fierce stated that limiting public attendance to the library would not be
19 wise.
?0
21 Hamilton stated the there is also continued discussion about the stadium and a natatorium. In
22 regard to the football stadium, there is discussion for a raised stadium which will house
23 community rooms and public gyms possibly in a recess bowl so the stadium is not several stories
24 high. Hamilton stated the School Board must decide by December and currently options are
25 being left open and being considered. Carroll High School location has not been ruled out.
26 Miltenberger stated that he would be for a natatorium and it would be a long time before one
27 would be installed if it is not done with the school district.
28
29 The new site at Kimball is being considered and the site at Carroll High is not a priority.
30 Hamilton reminded the Board of a meeting coming up soon in regard to this matter. Lenoir
31 stated that this stadium could include a joint use track which is regulation. Kendall stated her
32 concerns of identifying joint use and that the school is deciding the priorities and hopes that the
33 other priorities do not fall into being funded at a later date. Lenoir stated that if it was approved
34 in a bond issue in February it would be constructed within 1-2 years. Hamilton stated that this
35 project could move forward without a pool, but the feeling is to include a pool. The school
36 intends to complete this project by Fall 1999. Miltenberger stated that maybe the Board should
37 let the school build the pool and the City rent the pool.
38
39 Lenoir informed the Board that they can express their concerns to Hamilton as she is the Joint-
40 use representative. Lenoir stated that now with the gyms at the school, the City is now getting
41 their monies worth which was invested into the CMS gym.
Parks and Recreation Board Regular Meeting, October 13, 1997 Page 11 of 13
City of Southlake, Texas
"OFFICIAL MINUTES"
APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
1
2 City Council Monthly Report - Goldstein - Goldstein not present. No report. Lenoir will contact
3 Goldstein for a reminder.
4
5 Nature Center Committee - Kendall - Kendall stated the secret garden project developers contact
6 Joint Use Committee.
7
8 Agenda Item No. 10. Discuss: Neighborhood Park Plans - Koalaty Park at Carroll Elementary -
9 Henry presented two options to the Park Board. He stated that if Koalaty is left as is, there is
10 room for an adult practice field in the middle of the park which forces the t-ball field further
11 down near a flood area.
12
13 Berman inquired about access and Henry stated that trail heads may be installed in the future.
14 Henry presented a secondary plan of the t-ball field as is. Lenoir stated that there is an upcoming
15 SPIN meeting Tuesday, October 14. Kendall stated that these fields must be placed someplace
16 on the land and Hamilton stated that the landscape should be generous. Henry inquired about
17 this being joint-use and Lenoir stated that it is joint-use. Henry stated that the school would like
18 a trail and he suggested that the creek have open gaps and maintain Country Walk's privacy.
19
20 Miltenberger inquired about irrigation and Henry stated there is some on the berms. Lenoir
21 inquired these fields being t-ball games fields and the Board agreed. Schaeffer stated that she is
22 not comfortable about calling this a t-ball complex due to fields at Bicentennial Park. Johnson
23 stated she would like projections from baseball, softball and soccer for the next five (5) years and
24 asked that the t-ball field receive an alternate name; "youth ballfields."
25
26 Royal and Annie Smith Park at Florence Elementary - Henry presented a plan sketch of the park.
27 Residents are discussing need for tennis courts. Henry stated that he still must hear from the
28 traffic engineers. Henry discussed the sketches: additional parking, removal of the garage, not a
29 lot of plans for the hill as it may remain as is and the trail will remain as a border and keep
30 everything inside very passive, quiet and natural. Henry stated that there is one basketball court.
31 Fierce asked for a copy of the plan.
32
33 Henry stated that from the hill there is about a 45' drop. Kendall confirmed that the KISD school
34 board if very open to the Park Boards work. Henry stated that the traffic engineers came out and
35 he is waiting for their recommendations. Kendall inquired about the house and Lenoir stated that
36 the house needs work (pull up carpet, repaint, reconstruct for ADA) and the house can possibly
37 be used as a meeting area. Johnson stated that it should be a "meeting place" and not be
38 designated for scouts, etc. only. Lenoir stated that the next revenue bond issue will be next
39 Spring. Henry stated that he can plan to keep all the trees and if a small soccer field or backstop
40 is desired then it can be placed within.
41
Parks and Recreation Board Regular Meeting, October 13, 1997 Page 12 of 13
City of Southlake, Texas
"OFFICIAL MINUTES"
APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS
1 Noble Oaks Park - Lenoir stated that the next phase of the Versailles development will include
2 the construction of the road and then Board discussion will begin.
3
4 Agenda Item No. 11. Discuss: Trail System Implementation Plan - Berman asked if the Board
5 would like to make this a discussion item for the next meeting. Berman stated that she and
6 Kendall stated to SPDC that this is still a top priority and next time the Board should implement
7 the goals and figure out where 10 miles of trail will be coming from.
8
9 [Miltenberger inquired about Stacey Hamaker. Johnson stated that the Board can listen to the
10 public comments in regard to personnel matters, but there is nothing the Board can say or do
11 about this issue. Lenoir stated that Hamaker has met with Lauren Safranek, Human Resource
12 Director about Tara Hutchins options].
13
14
15
16
17 Being no further business the meeting was adjourned at 10:54 p.m.
18
19
?0
21
22 Chair Vicki Jo on
23
24
25
26
27
28 Secretary oug fierce
Parks and Recreation Board Regular Meeting, October 13, 1997 Page 13 of 13
VY 4& 1STg40EY R
605 Winding Creek Court, Southlake, TX 76092
Phone/FAX: (817) 251-0825
October 13, 1996
Ms. Vicki Johnson, Chairperson
Southlake Park & Recreation Board
c/o City of Southlake
1725 E. Southlake Blvd.
Southlake, TX 76092
Dear Ms. Johnson:
We are writing to you as Southlake citizens who are concerned about the recent removal of Ms.
Tara Hutchins, Recreation Specialist, from the Durham After School Care Program. We are
requesting that, as our representative, you review this situation.
First and foremost, we are concerned about the handling of this matter. On Friday, September 26,
1997 we arrived to pick up our children from the Durham After School Care program around
5:30 p.m. We were shocked when Ms. Hutchins, herself, told us that she would no longer be a
part of the Durham After School Program staff and that a new manager would be there on
Monday. We were completely shocked and dumb-founded that such a wonderful, loving, caring
and responsible employee had been "re-assigned". My children and several others were in tears.
We were in the program all of last year and had grown to love and respect Ms. Hutchins deeply.
Incidentally, we do not know Ms. Hutchins other than through the countless Park programs
where we see her.
As customers of this program, we were not formally notified by the executive management of this
change nor were we given any explanation. The abrupt and unprofessional manner in which this
was handled showed no knowledge of nor consideration for the customers and the effect this
would have upon them. In addition, Ms. Hutchins was not given a clear justification and was left
to explain to us an awkward situation at a time during which she was very upset.
Further, this abrupt and unexplained action casts doubt upon the fairness of the treatment Ms.
Hutchins received. Did she receive customary "coaching, counseling, and corrective action"
regarding any deficiencies? Despite her temporary part-time status, these basic rights are the
fundamentals of fair treatment and are particularly warranted given her long and superlative
service to the City of Southlake.
Ms. Vicki Johnson
Page 2
Therefore, in your independent review, I request that you seek answers to the following
questions:
1) What opportunities were given to Ms. Hutchins to correct any deficiencies in her
performance (that is, are there documented warnings or citations noted in her performance
reviews)?
2) What specific City of Southlake documented procedures did she violate?
3) What documented complaints exist from Southlake citizens specifically regarding Ms.
Hutchins performance?
4) Conversely, what commendations, merits or comment cards related to Ms. Hutchins or her
programs have been received which would illustrate the value of Ms. Hutchins to the City
of Southlake and its citizens?
(I had drafted one but unfortunately was too slow in sending it to the local papers)
5) What alternate solutions to any deficiencies were attempted (such as improved
documentation of procedures, enforcement of policies, re-alignment of duties among the
Parks & Recreation staff, hiring sufficient staff?
6) How was Parks and Recreation able to hire a new replacement from the outside so quickly
(48 hours?)?
Further, we are concerned that:
1) an exemplary, hard-working City of Southlake employee was not given the benefit of due
process before being "re-assigned";
2) the apparent lack of clear due process procedures at the City of Southlake
- exposes the City to liability in the handling of personnel matters,
- damages the morale of our outstanding City of Southlake employees, and
- deters future quality candidates from seeking employment at the City of Southlake;
3) the lack of clearly documented policies and procedures is confusing and frustrating for our
Southlake employees. Furthermore, it creates fear and uncertainty over their positions which
diminishes the energy and attitude used to manage our programs and children. And finally;
4) that Ms. Hutchins was blamed for serious incidents which arose due to circumstances beyond
her control, instead of fixing the procedures and staffing shortages which created the incidents.
In effect, the baby has been thrown out with the bath water in an attempt to make it appear as
though a problem has been corrected.
This is the first time we have ever protested anything. However, we feel strongly about the
unprofessional manner in which this was handled and were therefore compelled to take some
action. We are not sure of the appropriate procedure but felt that this would be a logical first
step.
Ms. Vicki Johnson
Page 3
Again, we are requesting that you review this situation and provide a written response containing
the results of your review which includes answers to the specific questions outlined above.
Respectfully,
Stacey Hamaker Walter Hamaker
cc: Curtis E. Hawk, City Manager
Kim Lenoir, Director of Parks & Recreation
Rick Stacy, Mayor
W. Ralph Evans, Council Member, Place 1
Wayne Moffat, Council Member, Place Z
Pamela Muller, Council Member, Place 3
David Harris, Council Member, Place 4
Gary Fawks, Council Member, Place 5
Scott Martin, Council Member, Place 6
Sherry Berman, Park Board Member
Ronnie Kendall, Park Board Member
Carol Lee Hamilton, Park Board Member
Robin Jones, Park Board Member
Larry Goldstein, Park Board Member
Chris Miltonberger, Park Board Member
Dick Anderson, Park Board Member
Doug Fierce, Park Board Member
City of Southlake, Texas
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