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1998-02-09 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 February 9, 1998 5 6 MINUTES 7 8 Board Members Present: Bobby Rawls, Robin Jones, Chris Miltenberger, Cara White, Vicki 9 Johnson, Doug Fierce, Carol Lee Hamilton, Richard Anderson, Sherry Berman. 10 11 Board Members Absent: None. 12 13 City Staff Present: Kevin Hugman, Acting Director of Parks and Recreation; Teddi R. Zonker, 14 Administrative Secretary; Ben Henry, Park Planning and Construction Superintendent. 15 16 17 The meeting was called to order at 6:44 p.m. by Chair Vicki Johnson. 18 19 Agenda Item No 2. Approval of the Minutes of January 12, 1998 Regular Board Meeting - 20 21 Miltenberger stated that on page 4, line 24 he stated that he must "abstain" from voting because 22 he reviewed the agreement on behalf of the soccer association. 23 24 Hamilton stated that page 5, line 20 should be reworded to make sense. 25 26 Page 6, line 37 should state "re"schedule. 27 28 Motion was made to approve the minutes of January 12, 1998 as amended. 29 30 Motion: Hamilton 31 Second: Berman 32 Ayes: Rawls, Jones, Miltenberger, White, Johnson, Fierce, Hamilton, Anderson, 33 Berman. 34 Nays: None 35 Approved: 9-0 36 37 Agenda Item No. 3, Administrative Comments - Fierce inquired about the Tree Sharing Program 38 and Zonker stated that all 40 trees have been tagged and sold. 39 40 Hamilton inquired about Lonesome Dove Park. She asked about the next step toward the 41 possibility of the community providing input into the uses of the park. Hugman suggested that 42 the Board should look into master planning the park which would include public input as did the 43 other neighborhood parks. Hamilton stated that John Levitt, Grapevine/Southlake Soccer 44 Association, likes the idea of using the park for practice soccer fields. Hamilton stated that this 45 should be a future discussion item on the Park Board agenda. 46 Parks and Recreation Board Regular Meeting, February 9, 1998 Page 1 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Fierce inquired about the developers agreement and Hugman stated that there are no references 2 to back stops NOT existing at the park. Fierce inquired about drafting a letter to the areas Home 3 Owner's Association (HOA) to ask their views about this opportunity. Hugman agreed. Johnson 4 stated that the community will have the chance to review the master plan. Fierce stated that he 5 prefers to ask the HOA about their views and ideas before master planning. 6 7 Berman stated to add "recycling" to the Park Board Retreat agenda. 8 9 Johnson stated that she would like to move Agenda Item #11 and #12 to follow after the Public 10 Forum. 11 12 Agenda Item No. 4, Public Forum - Johnson opened the Public Forum at 6:54 p.m. 13 14 Lynn Jumper, 418 Southridge Lakes, Southlake, Representative of the Southlake Tennis 15 Association. Jumper stated that USTA announced a nation-wide commitment of $31 million to 16 increase participation in tennis. The Southlake Tennis Association and the DFW area have been 17 selected to receive a grant from USTA. 18 19 Jumper stated that to sustain the grant commitment, they must continue to promote and fund the 20 development of tennis programs which would include league players and new players. She 21 stated that they will continue to offer a variety of programs throughout the area. Jumper stated 22 that there will be a Town Hall Meeting, February 28, 1998 to bring together the tennis 23 associations, clubs, pros and the Parks and Recreation Department in order to promote these 24 efforts. 25 26 Johnson asked that the Southlake Tennis Associations' packet be included with minutes of this 27 meeting. Attached. 28 29 Tom Matthews, 9237 Frenchwave Way, Dallas, Developer, stated that he was the developer of 30 Lonesome Dove and had some insight into the question of the residents' desires of the park. He 31 said the Emerald Estates community thought there would be NO lights and NO organized 32 ballfields in the park when the development went through P&Z and Council. He suggested 33 including Emerald Estates, and specifically Joe and Cynda Mast, the SPIN representatives at the 34 time, in any public input. 35 36 Public Forum was closed at 7:03 p.m. 37 38 (Agenda Item No. 11 moved up to Agenda Item No. 5) 39 40 Agenda Item No. 11, Consider: Master Plan for Koalaty Park-Public Hearing - Trey Beazley, 41 1901 Amesbury, Southlake, stated that 22 of the 24 families (2 could not be contacted) in the 42 Country Walk Subdivision signed a petition in regard to parking and restroom facility concerns. 43 Attached. 44 45 Beazley stated that everyone is excited about the development of Koalaty Park, but they do have 46 some concerns. He stated that Village Creek Drive will have no fence or buffer in between the Parks and Recreation Board Regular Meeting, February 9, 1998 Page 2 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 street and the ballfields. He stated that he is excited about the fields, but his concern is where 2 people will be parking. He stated that he would like to see a buffer, preferably a fence. 3 4 Beazley stated that he really likes the idea of the trails. He stated that the restroom facility 5 should be moved to a new location due to the fact that overflow, due to plumbing problems, may 6 lead into the creek. 7 8 Marty Goldsmith, 1331 Village Creek Drive, Southlake, stated that four ballfields are not 9 needed. He stated that by creating these four fields, the fields will not be accessible for pickup 10 games as these fields will become locked. 11 12 He stated that the far corner ballfield should not be built as the sun will be in the eyes of the 13 outfielders which may cause an injury. 14 15 Goldsmith stated that the restroom facility should be between the two fields. 16 17 He stated that Southlake does not have regulation fields (90' baselines) which causes the 18 community to have to play in Grapevine. He stated money should be placed into the lower 19 single field at Koalaty Park to build a regulation size field. 20 21 Fierce inquired about the approval of the trail access and Beazley stated that there should be a 22 separation from the street to the park. 23 24 Beazley stated that the community likes the plan and they look forward to this growth. 25 26 T.W. Bailey, 1900 Amesbury, Southlake, Developer of Country Walk (Heatherwood Homes), 27 stated that his primary concern is the traffic on the main artery and that signage would help, but 28 traffic entering would have to continue all the way through the subdivision. He also stated that 29 the restroom facility should be moved further to the right of the four-plex. 30 31 He stated that the community is excited about the park and hopes that the Board considers their 32 recommendations 33 34 Steven Pitterle, 1303 Village Green Drive, Southlake, stated that the current plan would cause 35 the restroom facility to be the view from his back yard and this may devalue the cost of their 36 home. He stated that due to the vandalism as well, he would like this restroom facility moved. 37 38 He stated that they would support the four-plex with NO lights. He suggested that the drive near 39 the school could be a new location for the restroom facility due to the lighting. He stated that 40 fencing or a gate should be installed. 41 42 Jones inquired about the fields being moved north and the restroom facility be placed in the 43 center. Henry stated that he wants the restroom facility to be accessible to ballfield and trail 44 users so he may move the restroom facility to the opposite side next to the drive. In regard to 45 fencing, a gate may be placed to deter users from coming into the park through the center 46 entrance. Henry asked if a fence is what the community wants and stated that they can do it if Parks and Recreation Board Regular Meeting, February 9, 1998 Page 3 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 this is what they prefer, but there were other alternatives which would not be as extreme as a 2 fence. 3 4 Henry stated that there are fences on the outside of the ballfields and stated that they are 5 proposing additional parking. 6 7 Goldsmith stated that there will not be enough parking due to people using all the facilities at one 8 time and the second group of players entering to warm up for ball games. 9 10 Jones inquired about additional parking and Henry stated that 25-30 spaces is possible to obtain. 11 12 Fierce stated that aesthetically, a fence would not be beneficial and inquired about dense 13 vegetation. The public stated that this would be acceptable. 14 15 Joe Jordan, from the audience, stated that he is concerned with drainage and the creek bed 16 rising. 17 18 Henry stated that he can conceive how the water flows, but with the new construction, the water 19 should run above the school to the east which should have no affect on Jordan's location. 20 21 Jordan inquired about the traffic through the creek bed, stating that the children walk through 22 there and with a trail available, more individuals may begin to enter the creek. 23 24 A member of the community stated that people do throw trash out near the creek and she feels 25 that people do not realize this area is a backyard. 26 27 Henry stated that the installation of the trail was a request by the school as they would like to 28 take the children on nature walks. A member of the community stated that she does not mind 29 children, but does not want adult strangers in her yard. She suggested a natural barrier and stated 30 that she loves the idea of the park. 31 32 Jordan stated that the existing berm should be extended toward the four-plex to deter the water. 33 He stated that a natural barrier would be a concept that the community would approve. 34 35 Henry stated that he does not want to create a natural barrier that provides a "hiding place" for 36 strangers to kidnap children. Henry stated that the City could do a series of things such as 37 possibly placing bushes strategically along the trail. Berman stated that this would possibly 38 assist in deterring the erosion of the creek. 39 40 Johnson ensured the public that the fields will NOT be lighted. 41 42 Fierce stated that the vegetation should be coordinated with the science department of the school. 43 44 Jordan stated that if teachers would like to bring students near the creek, he has no problem. 45 46 The public stated that this could be a great Eagle Scout project. 47 Parks and Recreation Board Regular Meeting, February 9, 1998 Page 4 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Motion was made that the restroom facility be moved to the north, a berm be created to the 2 south side of school behind the lots, a natural barrier on the west side be installed to deter 3 anyone from getting on the fields, a gate be placed between the two fields and additional 4 parking of 25 more spaces be added, even if phasing the project is necessary. 5 6 Motion: Jones 7 Second: Rawls 8 Ayes: Rawls, Jones, Miltenberger, White, Johnson, Fierce, Anderson, Berman 9 Nays: Hamilton 10 Approved: 8-1 11 12 Discussion: 13 14 Berman stated that she received a call from Southlake Baseball Association (SBA), and she does 15 not feel that they have problems with the plan, but that they should see the plan and the park 16 should be done during off season. 17 18 Hamilton stated that Jim Thomas, SBA was involved when the t-ball fields at Koalaty were 19 discussed. Jones stated that they do not play, but only practice there. Johnson stated that the 20 fields may be phased to avoid inconvenience to SBA. 21 22 Fierce stated that the goal is to have Pinto and Shetland at this facility; thus, eliminating those 23 fields at Bicentennial. 24 25 Johnson inquired about Bob Jones fields being regulation size and Henry stated that they are 26 practice fields and he does not feel they are regulation size fields. 27 28 Fierce stated that Henry should coordinate with the Associations when "tweaking" fields. 29 30 Berman inquired about money and the time frame for this park and Jones stated that she did not 31 know. Jones stated that the next two years worth of SPDC money has been allocated. Johnson 32 stated that this item will be on the next budget request. Jones stated that parks are funded by the 33 half-cent sales tax. 34 35 Pamela Mueller, City Council, mentioned the Tax Increment Financing (TIF) and stated that 36 things should begin moving within the next five (5) years. 37 38 A member of the community stated that the restroom facility is an important issue and they 39 should not be so far from the fields. He stated that the walk surface should be a hard surface. 40 41 Johnson stated that this is only a plan and there will be more discussions and more meetings to 42 fine tune things. 43 44 Jordan stated that only one person in the community received the mailed notice of the Public 45 Hearing. Berman stated that information be placed in the "Wednesday folder". Henry stated 46 that Carroll Elementary and the residents were on the mailing list. Johnson stated that she now 47 has the mailing list of the neighborhoods and future mailings will be sent off this list. Parks and Recreation Board Regular Meeting, February 9, 1998 Page 5 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 2 (Agenda Item No. 12 moved ahead of Agenda Item No. 6) 3 4 Agenda Item No 12. Consider: Master Plan for Royal and Annie Smith Park - Public Hearing - 5 Derrick Walls, 720 Overland Trail, Southlake, SPIN #15 Liaison, stated that the community is 6 very excited about the park and stated that Ben Henry has done a great job with the plan. 7 8 Walls stated that his concern is in regard to the traffic on Johnson Road. Walls stated that 9 something will have to be done at the hill such as a flashing yellow light or reducing the hill. 10 11 Walls stated that they are concerned about lights on the tennis courts. He stated that he 12 understands that league play will be encouraged once lights are installed, but league play will 13 then increase traffic. He stated that league play possibly be scheduled in a manner which will 14 decrease traffic. 15 16 Walls stated that one of the soccer fields should be used for in-line hockey play, but not 17 necessarily a court, just a skate surface. 18 19 Walls stated that restroom facilities are needed, preferably near the tennis courts. 20 21 Walls asked the Board to consider the amount of traffic that will be entering the park. 22 23 Tom Roseberough, 717 Overland Trail, Southlake, stated that they are very excited about this 24 park. 25 26 Roseberough stated that they will enjoy the tennis courts, but feels that the league play will 27 dominate the courts. He stated that if this is a neighborhood park, the neighborhood should be 28 able to utilize the courts, but he would like the league to have use. 29 30 Roseberough asked that NO lighting or timed lights be used in the park. 31 32 He stated that in-line skating is a "booming" sport and stated that the skaters will enter the tennis 33 courts, so an in-line skating area should be provided. 34 35 Bobby Butler, 3210 Gray Lane, Southlake, stated that he prefers NO lighted courts. 36 37 He stated that there is a lot of traffic down Johnson and Gray Lane. 38 39 He stated that drainage flows through the easements into a small area which will force water 40 onto his property. Butler presented photos to the staff and Board regarding what his property 41 faces during a hard rain. (Photos returned). 42 43 George Goebel, 3110 Gray Lane, Southlake, stated that he does NOT want the lights and stated 44 that the field should be turned so fly balls do not break the residents' windows. 45 46 He stated that currently, traffic does not ease up until 4:00 p.m. and during a school function, 47 people are parking in his yard and literally taking out sprinkler systems. Parks and Recreation Board Regular Meeting, February 9, 1998 Page 6 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 2 McMoy, 3200 Gray Lane, Southlake, stated that he moved into this area to get away from the 3 lighted courts and traffic. 4 5 He stated that he is concerned about the drainage issue and stated that he would like a study on 6 this issue. McMoy stated that the traffic and parking is a serious issue and he does believe that 7 the limited number of parking spaces will NOT accommodate the traffic and court users. 8 9 Al Wilson, 201 Harrell Drive, Southlake, stated that the area near the unlighted adult practice 10 field stays very wet after a rain. He stated that his concerns are parking and traffic and asked 11 that fields not be so adjacent to the residents homes. He suggested the use of buffers to move the 12 activity away from the residents. 13 14 Wilson stated that lights should NOT be placed on the tennis and basketball courts. He stated 15 that he hopes this park is a Keller/Southlake neighborhood park and that it is NOT a tennis 16 facility for league play. 17 18 Jones stated that the lights will be faced down. 19 20 June Haney, 400 Brock, Southlake, SPIN #15 representatives, thanked Henry for the "lovely" 21 design of the park. Haney read her letter to the Board. Attached. 22 23 Haney stated that an in-line skating area near the Mustang field could be installed and she 24 suggested that the area be shared among basketball and in-line skating. She stated that the need 25 for an in-line skate surface is very high. 26 27 Haney stated that lighted courts are needed as she and her husband have been forced to use 28 courts at other cities. Haney stated that with these courts, she will not have to play in other cities 29 or join any clubs. 30 31 In regard to league play, signage is usually in existence designating league play time. Haney 32 stated that lighting IS needed as during the summer months, it is too hot to play during daylight 33 hours. Haney stated that the lights may be on timers and be constructed to shine down. Haney 34 stated that there are intrusive night lights in the community. 35 36 She stated that she has letters from some residents in favor of lighted fields. Johnson stated that 37 these letters be attached to the minutes. Attached. 38 39 Haney stated that not two (2), but four (4) courts should be constructed. Haney stated that the 40 nearly 300 junior tennis players need a facility for pick-up games. 41 42 Fierce stated that there was a concern for picnic areas. He stated that a portion of the land near 43 the school will be closed off. Henry showed the closed area which would be for school use 44 during school hours. Henry stated after school hours, the gates may be opened for park 45 users/children to play after school hours. 46 Parks and Recreation Board Regular Meeting, February 9, 1998 Page 7 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Fierce asked if once courts are formulated, will Facility Usage Agreements be developed. 2 Hugman confirmed. Fierce and Johnson stated to the public what these agreements contain. 3 4 Fierce stated that construction of the park depends on funding. 5 6 Jones stated that this is a "community park", by definition from the Parks, Recreation and Open 7 Space Master Plan. Johnson stated that a "neighborhood park" is less than 5 acres. Jones stated 8 that Smith Park is 17 acres, which is a "community park". Jones stated that she would like 9 something done on the contract agreement. Hugman stated that the seller wanted wording 10 pertaining to lighting. Hugman referred the Board to Exhibit B. Jones stated that Mr. Smith 11 does NOT want any tall lights such as the ones at the Bicentennial Park ballfields. 12 13 Henry agreed that a restroom facility must be added. 14 15 White inquired about an in-line hockey play surface and Henry stated that this would be possible. 16 Henry inquired about walls at the court which would allow the basketball goals to be outside of 17 the walls which would provide a safe environment for the in-line hockey skaters. 18 19 Hamilton stated that some of the Board members have reservations of moving forward with this 20 item due to the confusion in regard to the type park Smith Park is. She stated that there are 21 guidelines to follow when constructing parks. Hamilton stated that she is not aware of the 22 wording in the contract between the seller and the City. Hamilton stated that the Board must 23 step back. 24 25 Motion was made to table this item and discuss it at the retreat. 26 27 Hamilton stated to the public that when an item is tabled, each comment from the public is 28 maintained and the Board only does not make a decision. 29 30 Motion: Hamilton 31 Second: Fierce 32 Ayes: Rawls, Jones, Miltenberger, White, Johnson, Fierce, Hamilton, Anderson, 33 Berman. 34 Nays: None. 35 Approved: 9-0 36 37 Discussion: 38 39 Fierce asked Henry to continue the thought process of Smith Park. Hugman stated that the 40 residents will be notified when this issue returns. 41 42 Berman inquired about the road/traffic situation and if something will be done. Fierce stated that 43 the work to be done on Johnson means a huge reduction of trees. 44 45 The Park Board called for a five minute break. The meeting resumed at 8:40 p.m. 46 Parks and Recreation Board Regular Meeting, February 9, 1998 Page 8 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Agenda Item No. 5, Consider: Park Dedication for Cedar Oaks (Sleepy Hollow) - Tom 2 Matthews stated that his plat has been approved and he is asking for permission to pay the fee. 3 4 Berman stated that the developer may choose the plat of land to donate. Matthews stated that the 5 document reads in an arbitrary manner. Fierce stated that some language focuses on particular 6 needs which was intended to continue the growth and flow to balance out the community. 7 Matthews stated that he does support that intent. 8 9 Berman stated that she discussed this issue with a staff member and she stated that if only 20 lots 10 are available, one should not have to wait to approach the Board. Matthews stated there should 11 be a possibility to allow the developer to not have to approach the Board when, in his situation, if 12 it is a small amount of land. 13 14 Motion made that the Board recommend the acceptance of park fees in the amount of 15 $5,000 for Cedar Oaks (Sleepy Hollow). 16 17 Motion: Hamilton 18 Second: Berman 19 Ayes: Rawls, Jones, Miltenberger, White, Johnson, Fierce, Hamilton, Anderson, 20 Berman. 21 Nays: None. 22 Approved: 9-0 23 24 Agenda Item No. 6, Park Dedication for Cambridge Place, Phase II - Paul Spain approached the 25 Park Board with 76 lots; $76,000 worth of credit for work on Phase I. 26 27 Spain stated that a playground on a one acre lake with benches and picnic tables were requested 28 by the neighborhood. Spain stated that their location is just North of the Texas School of 29 Baseball. 30 31 Berman inquired about the number of homes in the first phase and Spain stated 70. Spain stated 32 that fees were paid for Phase I and no credit was taken for the lake as they built the lake at a later 33 date. Spain stated that they spent $5,500 on the playground. Hamilton referred to the beauty of 34 the area and Spain stated that the residents want to utilize this area; therefore, benches have been 35 ordered. 36 37 Fierce confirmed that the open space improved/maintained one acre is part of Phase I and that 38 the two acres in the flood plain is part of Phase II. Spain confirmed. 39 40 Hugman stated that the Board is only considering park dedication requirements for Phase II. 41 42 Miltenberger stated that the narrow strip of flood plain does not benefit the concept for open 43 space and should not receive credit. Hamilton stated that it does provide a natural wildlife 44 habitat. Jones inquired about the width and Spain stated 70-80 feet wide for a natural habitat. 45 Jones inquired about it being outside the fence and used as a buffer and Spain confirmed. Jones 46 inquired about the area being a linear path and Spain stated that he would consider a trail around Parks and Recreation Board Regular Meeting, February 9, 1998 Page 9 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 the lake. Berman stated that if the trail connects to the Continental trail, she would be more apt 2 to approve this item. 3 4 Fierce inquired about the acre that the lake is on. Spain stated that the pond was a flat area and 5 they decided to install the pond to make it look better. 6 7 Spain stated that he would like credit for the strip and will utilize this area with the trails. Fierce 8 inquired about giving credit for the lake, Johnson stated that the lake was installed in Phase I and 9 this discussion item is in regard to Phase II. Berman stated that Chris Carpenter, City Planner, 10 stated that this IS acceptable. 11 12 Fierce stated that he shows $28,080 from $76,000 and Spain stated that he hopes to get credit for 13 the improvements to the lake. Fierce confirmed that Spain wants to write a check for the balance 14 of $47,920 and Spain confirmed. Miltenberger stated that lake and fountain be removed from 15 the credit sheet due to the open space improved/maintained land. Berman inquired about a trail 16 and Spain stated that it would be steep and too close to residential land. 17 18 Fierce inquired about pulling the lake forward from Phase I to Phase II. 19 20 Berman stated that the Park Board must consider the amount of children in this area and that this 21 plan is hard for her to move forward with. The Board inquired about her recommendations. 22 23 Motion was made to approve $28,080 credit and a balance due of $47,920. 24 25 Motion: Jones 26 Second: Hamilton 27 Ayes: None. 28 Nays: Rawls, Jones, Miltenberger, White, Johnson, Fierce, Hamilton, Anderson, 29 Berman 30 Approved: 0-9 31 32 Miltenberger stated that the Board needs to obtain more room for the children. Hamilton stated 33 that the motion does NOT include the playground amenities. Miltenberger asked where the 34 children play pick-up games and Spain stated that they currently play in their yards. Hugman 35 inquired about a public or private park and asked the Board to consider maintenance issues. 36 Miltenberger stated that he only wants a place for the children to play. Miltenberger stated that 37 any two lots out of lots 36-39 which may be used for a park. 38 39 A motion was made to provide credit for the lake, picnic tables, benches and the tot lot and 40 remove the flood plain. 41 42 Motion: Berman. 43 Second: None. 44 Ayes: None. 45 Nays: None. 46 Approved: Motion Failed. 47 Parks and Recreation Board Regular Meeting, February 9, 1998 Page 10 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Hugman stated that Spain has not final plat on Phase II. He stated that in this case, any 2 development that has not been final plat will be subject to the new requirements. Berman 3 inquired about when Spain began designing and Spain stated that he began in the Fall. 4 5 Hamilton stated that Spain is in a situation to basically pay fees. 6 7 Motion was made to approve $8,000 credit for two acres in the flood plain which would 8 leave a balance due of $68,000. 9 10 Motion: Hamilton 11 Second: Berman 12 Ayes: Rawls, Jones, Johnson, Hamilton, Anderson, Berman 13 Nays: Miltenberger, White, Fierce 14 Approved: 6-3 15 16 Discussion: 17 18 Miltenberger stated that land must be provided for children to play. Jones stated that she agrees, 19 but Spain was "caught in the middle" as his land has been plat. 20 21 Timarron developers stated that they would like Southlake Woods to move up within the agenda. 22 23 (Agenda Item No. 8 moved to Agenda Item No. 7). 24 25 Agenda Item No. 8, Consider: Park Dedication for Southlake Woods, Phase II - Eric Perkins and 26 Preston Skaggs, Toll Brothers, Inc., provided the Board with a map of the area and stated that 27 their concept plan was approved in 1996. Perkins stated that a cut through into Stonebury and an 28 amenity center has been included in the plan. Berman inquired about the number of lots and 29 Perkins stated 69 lots. Perkins asked the Board for permission to pay fees of $69,000. 30 31 The amenities include a swimming pool, wading pool, parking lots, one tennis court, basketball 32 court, tot lots, restroom facility and trails. Berman inquired about the structure existing as an 33 enclosed structure and Perkins stated that the restroom facility are enclosed. 34 35 Motion was made to accept $69,000 park dedication fees. 36 37 Motion: Jones 38 Second: Berman 39 Ayes: Rawls, Jones, White, Johnson, Fierce, Hamilton, Anderson, Berman 40 Nays: Miltenberger 41 Approved: 8-1 42 43 Agenda Item No. 7. Consider: Park Dedication for Timarron Wyndsor Grove Phase II and 44 Village "H", Phase I - David Hollander asked for the Board's consideration for some of the open 45 space in their plan. 46 Parks and Recreation Board Regular Meeting, February 9, 1998 Page 11 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Hollander stated that in regard to Wyndsor Grove, Phase II, they hope to dedicate the strips along 2 Byron Nelson and Continental Boulevard as improved/maintained open space. Hollander stated 3 there will be a connection into the trail system on the east side of Byron Nelson. 4 5 In Village "H", Hollander stated there will be improved/maintained open space (30 foot strip) 6 which would tie into the trail system and another small area at the end of Street "R". 7 8 Berman inquired about the cows and Hollander stated that they will be moved near Village "H". 9 10 Fierce verified that the improvements are maintained landscape and Hollander confirmed. 11 12 Hamilton stated that credit is provided for private trails that connect to public trails. Hollander 13 stated that they took the public multiplier and added twenty percent (0.20). Hamilton verified 14 that it is a public trail that connects with a public trail. Berman inquired about a gazebo. Fierce 15 inquired about a bench where the trails connect since people will have to wait to cross the street 16 from the subdivision. 17 18 Hollander suggested low seat walls made of Millsap stone. Hamilton stated that she would like 19 something for people to sit on. Hugman stated that the stone wall seat may be more beneficial in 20 terms of a maintenance issue. 21 22 Hollander stated that he will add benches and hopes to receive credit. Berman stated that he 23 would receive credit. 24 25 Fierce inquired about maintained areas and Hollander stated maintained areas consist of 26 landscape, irrigation and maintenance. 27 28 The Board stated that $63,000 is Wyndsor and $34,000 is Village "H" which equals $97,000, 29 less $78,376 and $81 for the bench with a balance to pay of $18,534. 30 31 Motion was made to accept payment of $18,534. 32 33 Motion: Jones 34 Second: Fierce 35 Ayes: Hamilton 36 Nays: Rawls, Jones, Miltenberger, White, Johnson, Fierce, Anderson, Berman 37 Approved: 1-8 38 39 Hamilton inquired about any space for pick-up games. 40 41 White inquired about any future playing fields. Holland stated that there are no such facilities at 42 this point, yet there will be tennis courts and a playground near the pool. 43 44 Miltenberger inquired about how such a large development does not allow areas for children. 45 Hollander stated that there are many amenities within the development. Jones stated that there is 46 not one community that can "have it all" and recognized the fact that they are installing the trail. 47 Parks and Recreation Board Regular Meeting, February 9, 1998 Page 12 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 White inquired about future open fields for pick-up games. Hollander stated that all the property 2 is owned by Westerra. Johnson stated that she would like a six acre park in Timarron as the 3 Board would like open space, besides the golf course. 4 5 Hamilton stated that she will NOT justify not planning open space for the children. 6 7 Miltenberger stated that the developers be asked to provide open space in future phases. 8 9 Motion to approve Village "H" as is and approve only trail system $1,176 for Wyndsor 10 Grove. 11 12 Motion: Berman 13 Second: Hamilton 14 Ayes: Rawls, Jones, Johnson, Anderson, Berman 15 Nay: Miltenberger, White, Fierce, Hamilton 16 Approved: 5-4 17 18 Jones stated that rather than taking the money, they should spend the money in a future phase. 19 20 Hollander referred the Board to an old development, Timarron/Wyndsor Creek, Phase II which 21 shows the neighborhood land connected to the trail system; thus, providing an emergency access. 22 23 Hollander asked if credit would be provided to this open space/trail. Jones stated that the money 24 should be spent on an area for play. 25 26 Berman inquired about this area being a play area and Hollander stated that there is a creek there. 27 28 The Park Board called for a five minute break. The meeting resumed at 10: 45 p.m. 29 30 Agenda Item No. 10, Consider: Revision to SGSA Facilities Usage Agreement - Jim Munch 31 referred the Board to his fund-raising idea of placing signs at the Bicentennial Park ballfields. 32 Munch stated that his request is to develop a program where corporate sponsors raise money 33 which will be allocated to the association for equipment and to field improvements. 34 35 Miltenberger stated that he is not in favor of selling signs as he would like to maintain the nice 36 appearance of the fields. 37 38 Fierce inquired about last years' exhibition and Munch stated that it was not profitable. Munch 39 stated that the signs could look good. Munch stated that the signs can be maintained during the 40 twelve-week season. 41 42 Johnson inquired about "feelers" toward corporate sponsors and Munch stated that he has not 43 contacted any sponsors. Johnson inquired about an optional fund raising plan and Munch stated 44 that they will try to come up with an alternative. 45 Parks and Recreation Board Regular Meeting, February 9, 1998 Page 13 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Jones stated that she is concerned with setting a precedence. Hamilton inquired about colors and 2 stated aesthetically, she would NOT want to see any signs. Hamilton stated that the signs be 3 only one color. Munch stated that one color is possible. 4 5 Anderson inquired about other users wanting to place signs throughout the fields. Munch stated 6 that they have a Utilization Agreement for the fields. 7 8 Jones inquired about other possible fund raisers and Munch stated that he knows he can raise 9 money from candy, but that is not why he is addressing the Board. 10 11 Jones inquired about the amount of money he wishes to raise and Munch stated $100,000 over 12 three years. 13 14 Johnson stated that she does not oppose this fund raiser and stated that the fund raiser does 15 follow the Sign Ordinance. Miltenberger asked if it is allowed under Sign Ordinance and 16 Hugman stated the exemption reads signs placed "by the City." 17 18 Johnson inquired about this fund raiser being a variance under the Sign Ordinance and Hugman 19 confirmed. 20 21 Berman stated that if SGSA is allowed to do this, she is afraid that the other associations will 22 want to do the same type of fund raiser. 23 24 Jones asked if SGSA needs more fields and Munch agreed. 25 26 Rawls asked if on game day, the signs could be installed and then removed and stored on off 27 days. Munch stated that this would not be a viable option. 28 29 Miltenberger stated that he would approve 2-3 signs, but 30 is "too much." 30 31 Hamilton stated that in reading the Sign Ordinance, she feels that this fund raiser falls under an 32 exception and this should be taken back to city staff and city attorneys. Hamilton stated that the 33 Board should get together and decide the details on such a fund raiser before there is approval. 34 Hamilton stated that there must be more discussion about SGSA's needs. 35 36 Motion was made to table this item. 37 38 Motion: Hamilton 39 Second: Anderson 40 Ayes: Rawls, Jones, White, Johnson, Fierce, Hamilton, Anderson, Berman 41 Nays: Miltenberger 42 Approved: 8-1 43 44 Miltenberger stated that he does not want to table the item and cause Munch to wait another 45 month. Hamilton stated that she would like to consider how they can assist the association. 46 Parks and Recreation Board Regular Meeting, February 9, 1998 Page 14 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Munch stated that he understands that the Southlake Baseball Association has contributed money 2 towards the ballfields and he would like to do the same. 3 4 Munch stated that he will work to have corporate sponsors on his website and in his newsletter. 5 6 Hugman asked the Board if they want staff to work with the associations to address the issues, 7 and stated that if it is not an exemption, SGSA will have to apply for a variance. Mueller stated 8 there is a possibility that a variance cannot be done. 9 10 Fierce stated that he would like clarification from the City Attorney and then the Board will 11 move forward. 12 13 Agenda Item No. 9, Discuss: Park Dedication Ordinance - Hugman stated that the changed park 14 dedication requirements now require land and all other means to be considered as alternatives, 15 including payments of fees. Hugman referred to the section Fee Payment Alternative and 16 explained that each developer will have to come forward for the Park Board's recommendation. 17 Hugman stated that the Board can look at a change, look at minimums, delegate authority to 18 someone involved in planning (Henry), or consider them as a consent item. 19 20 Berman referred the need for parks for children and recommended that small items (20 lots or 21 less, maybe 30 lots or less) do not have to come forward. 22 23 Jones inquired about phasing at 30 lots at a time and stated that we need to see the entire plat. 24 Fierce stated that he disagrees and DOES want to know what the developers are doing even if it 25 is up to 5 acres. Jones stated that this is highly unreasonable. 26 27 Hamilton stated that eight (8) or fewer lots can be decided by the staff. More than eight (8), but 28 less than 40 may be placed on the consent agenda. 29 30 Jones inquired about doing consent without changing the park dedication requirements, and if the 31 other alternatives meant going through P&Z and City Council with such changes. Hugman 32 confirmed that Park Board could use consent item format without changing the existing 33 requirements. He noted that Community Development Director, Greg Last, had said there would 34 probably be some minor changes made soon to the Subdivision Ordinance. Hugman said the 35 Park Board could keep this in mind and make recommended changes then if not now. 36 37 Jones clarified that when a developer comes forward it will be a consent item if less than 20 lots 38 for residential. Berman stated that they do want to see less than 5 acres for commercial and the 39 Board agreed. Hugman stated that the requirements are that sewer and water must be provided 40 by a commercial developer to any dedicated land, so this should also be considered. 41 42 Agenda Item No 13, Consider: Bob Jones Park Phase I - Grant Concept Plan - 43 44 Motion was made to table this item. 45 46 Motion: Hamilton 47 Second: White Parks and Recreation Board Regular Meeting, February 9, 1998 Page 15 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Ayes: Rawls, Jones, Miltenberger, White, Johnson, Fierce, Hamilton, Anderson, 2 Berman 3 Nays: None 4 Approved: 9-0 5 6 Agenda Item No. 14, Discuss: Bob Jones Park Clean-up - Fierce stated that he walked the area 7 this weekend and stated that two guys with sacks can clean this in half of a day. He stated that 8 there are pieces of metal, wire and glass sticking out of the ground. 9 10 Henry stated that more work needs to be done at the pond and more things will surface and some 11 items will be buried. Henry stated that technically, no one should be out on the land as the park 12 is under construction. 13 14 Jones suggested a preliminary clean up. 15 16 Hugman inquired about additional signage which would politely remind people that it is a 17 construction area. The Board agreed. 18 19 Miltenberger inquired about the sprinkler system bids and Henry stated that irrigation is a 20 separate issue from the grant, but things are moving forward. 21 22 Jones inquired about the pro-shop and Henry stated that there is some flexibility due to time and 23 asked if a meeting is required. Jones stated that she does not have any issues and she feels there 24 is no need for MESA to return. 25 26 Agenda Item No. 15, Liaison Reports - 27 28 Youth Parks and Recreation Board - Johnson - Johnson stated that the minutes are enclosed in 29 the packet and stated that she will be talking with Schaeffer regarding James Frick not attending 30 meetings. 31 32 Budget - Fierce - Fierce stated that weekend staff is needed. 33 34 Recreation/Special Events - Johnson, Jones - No report. 35 36 Community Relations - Berman, Anderson - No report. 37 38 Youth Sports Associations - Miltenberger, Rawls - Miltenberger stated that they will be drafting 39 letters to the sports associations regarding their positions as the liaison members. 40 41 Community Groups - Hamilton, White - No report. 42 43 SPIN - Fierce, White - No report. 44 45 SPDC - Jones - No report. 46 47 JUC - Hamilton - No report. Hamilton stated there will be a meeting this week. Parks and Recreation Board Regular Meeting, February 9, 1998 Page 16 of 17 City of Southlake, Texas OFFICIAL MINUTES APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 2 City Council Months Report - Berman stated that she. will attend the February 17, 1998 meeting 3 to report. 4 5 Nature Center Committee - White, Anderson - No report. 6 7 Agenda Item No. 16, Park Board Retreat - February 28. 1998 - Johnson referred to the draft of 8 the agenda and asked that recycling, per Berman, be added to the agenda. 9 10 Hamilton stated that the Mayor inquired about goals and objectives being discussed at the retreat 11 and Hamilton stated that she informed him that these items will be discussed. Hamilton stated 12 that the Mayor inquired about the reason for the Sidewalk and Tree Ordinance to be discussed 13 and Hamilton stated that they will not be discussing old issues. 14 15 Being no further business, the meeting adjourned 12:18 a.m. 16 17 , 18 19 Vicki Johnso hai 20 211._7 22 C G~ 23 24 Cara White, Secretary 25 Parks and Recreation Board Regular Meeting, February 9, 1998 Page 17 of 17