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1998-10-12 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 12, 1998 5 6 MINUTES 7 8 9 Board Members Present: Vicki Johnson, Chair; Sherry Berman, Vice Chair; Cara White, 10 Secretary; Bobby Rawls; Richard Anderson, Lisa Stokdyk 11 12 Board Members Absent: Robin Jones, Chris Miltenberger, James Glover. 13 14 Staff Members Present: Kevin Hugman, Director of Community Services Ben Henry, Park 15 Planning and Construction Superintendent; Kathy Schaeffer, Recreation Supervisor; Teddi R. 16 Zonker, Administrative Secretary 17 18 REGULAR SESSION 19 20 CALL TO ORDER -Chair Vicki Johnson called the meeting to order at 7:00pm. 21 22 REPORTS 23 24 ADMINISTRATIVE COMMENTS - Ms. Berman inquired about the weather warning system 25 discussed among the Youth Park Board last month. Ms. Schaeffer stated that she spoke with Mr. 26 Hugman about a lightning warning system on the ballfields at Bicentennial Park. She stated that 27 there are a lot of issues concerning such a system including the cost of installation. Mr. Hugman 28 stated that this subject is on the Youth Park Board Agenda for discussion this week. Mr. 29 Anderson inquired about a citywide warning system and Mr. Hugman stated that there is no 30 citywide warning system at this time due to cost and effectiveness of such a system. Ms. Stokdyk 31 asked if Dispatch contacts staff and Mr. Hugman stated that staff is paged during severe weather 32 conditions and stated that Ms. Schaeffer does remain in contact with Dispatch during times when 33 weather is a concern. Mr. Hugman stated that staff has discussed weather radios for the parks 34 office as well. 35 36 Mr. Anderson congratulated Mr. Hugman for his appointment as the Director of Community 37 Services. 38 39 Ms. Stokdyk inquired about the information board breakage at the wildscape area in Bicentennial 40 Park. Mr. Hugman stated that three youths were in the park and broke a plexi-glass information 41 board near the wildscape. Mr. Hugman stated that they were apprehended immediately as two 42 police officers were in the park and heard the breakage. The officers filed a police report on the 43 incident. Mr. Hugman stated that instead of pressing charges, he decided to seek restitution for 44 the damage and community service hours from each youth. He contacted the boys' parents and is 45 trying to bring this issue to closure. Mr. Anderson asked about the boys' ages and Mr. Hugman 46 stated that they were high school-aged boys. 47 48 Ms. Johnson asked if the issue of requiring a key to turn on/off the ballfield lights has been 49 resolved. Ms. Schaeffer stated that the work was completed today. She stated that all coaches 50 will receive keys next season since there are only three weekends of games remaining this season. Parks and Recreation Board Regular Meeting, October 12, 1998 Page 1 of 12 1: Iparkrecl boardsl minutes119981101298. doc City of Southiake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 2 Mr. Anderson inquired about how the soccer season is going at Bob Jones Park. Ms. Schaeffer 3 stated that things are going well and teams are practicing and playing games. Ms. Schaeffer 4 stated that the first game on Saturday is 9am and the final game is at 4pm (One game after Ipm, 5 with only five fields in use). Mr. Anderson asked if there were any comments from the soccer 6 association and staff stated that they have not heard any negative comments from the association 7 or participants. Ms. White stated that there was a traffic accident near the creek and the road was 8 completely closed down after the games. Ms. White inquired about the road construction and Mr. 9 Hugman stated that the city has entered into an engineering contract for design of the road from 10 the county line to the end. He stated that the city intends to complete construction before the 11 spring soccer season. Mr. Hugman reminded the Board of the SPIN #1 meeting on Wednesday, 12 October 14, and staff will include Mr. Hugman, Mr. Curtis Hawk and Mr. Bob Whitehead. 13 14 Ms. Johnson asked Ms. Zonker if she did submit the alternate driving route map to GSSA for 15 their website. Ms. Zonker stated that she did submit the map during the week of the September 16 Park Board Meeting. 17 18 Ms. Johnson inquired about the informational letter to the athletic associations about SPDC 19 matching funds and Mr. Hugman stated that the letter will be sent once the 5-year plan is formally 20 approved by SPDC. 21 22 Ms. Johnson asked if Mr. Hugman researched the school and Sidewalk Ordinance issue 23 mentioned at the September Park Board Meeting. Mr. Hugman stated that the school district does 24 not have to follow City ordinances, but typically they do. He stated that Mr. Greg Last, Director 25 of Community Development and Dr. Ted Gillum, CISD Superintendent have discussed the 26 possibility of a sidewalk from the Jr. High to Oak Tree Estates (Chapel Downs Drive) so the Oak 27 Tree residents may access the school. Mr. Hugman stated that Mr. Hawk does want to build a 28 sidewalk and staff will look into the cost of an interim asphalt sidewalk extending to Chapel 29 Downs Drive from the current asphalt sidewalk, which runs from the Jr. High to Durham 30 Elementary/Intermediate School. Mr. Hugman stated that the 5-year plan includes a loop trail 31 from the Jr. High to Bicentennial to Durham Elementary/Intermediate School. 32 33 Ms. Berman asked why the school district does not have to comply with city ordinances and Mr. 34 Hugman stated that the school district is a governing body which has the same legal standing as a 35 city under the state laws; therefore, they are not subject to city laws. Ms. Stokdyk stated that she 36 thought the school district would have to follow safety-related ordinances. Mr. Hugman stated 37 that the school district does typically follow the ordinances and stated that Dr. Gillum would like 38 to provide a sidewalk for the residents. 39 40 Ms. Berman inquired about the construction on North White Chapel near Bob Jones Park and 41 asked if an asphalt trail could be installed during such construction. Mr. Hugman stated that this 42 is a possibility, but it has not been included in the budget. He stated that the county is resurfacing 43 the road from Dove Road to the county line and the remainder will be contracted out. He stated 44 that the road will be widened near Bob Jones Park. Ms. Berman asked if staff could look into the 45 construction of such a trail. Mr. Hugman stated that staff can review this, but it does come down 46 to what is available in the budget. Mr. Hugman stated that there has been discussion of an on- 47 road trail due to the widening of the road and this could possibly be completed at this time. 48 49 Ms. Johnson inquired about the completion of the Youth Park Board Ordinance, which included 50 the amendment of expanding the board. Mr. Hugman made note to follow up on this item. Parks and Recreation Board Regular Meeting, October 12, 1998 Page 2 of 12 I.- Iparkrecl boardsl minutes119981101298.doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 2 Ms. Johnson asked that Kenneth Horne, Patti Minder and Bill Ramsey be contacted with regard 3 to the upcoming Teen Center Meeting, Tuesday, November 7, 1998. 4 5 Ms. Johnson inquired about Bicentennial Park pavilion construction project that Mr. Larry 6 Abernathy is heading up. Mr. Henry stated that the 20' pavilion pad has been poured and the 45' 7 pad should be poured within a month in conjunction with Bicentennial Park Expansion Phase II. 8 9 Ms. Berman inquired about the promotion of Donation of Trees for Memorial being available to 10 the public. Mr. Hugman stated that staff will publicize this item in the next Park Update and 11 other resources. 12 13 CONSENT AGENDA 14 15 A. Approval of the Minutes from the September 14, 1998 meeting - 16 17 Motion was made to approve the consent agenda. 18 19 Motion: White 20 Second: Stokdyk 21 Ayes: Rawls, White, Johnson, Berman, Anderson, Stokdyk 22 Nays: None 23 Approved: 6-0 24 25 REGULAR AGENDA: 26 27 4. PUBLIC FORUM - There was no public present. Public Forum was closed at 7:19pm. 28 29 The board moved item 5B, Approval of the 5 - Year Parks CIP up within the agenda. 30 31 5. CONSIDER: 32 33 B. Approval of the 5-Year Parks Capital Improvements Plan - Mr. Hugman provided a 34 summary of changes to the 5 - Year Parks CIP. 35 36 Mr. Hugman stated that several joint-use items were discussed during last week's JUC meeting 37 including a natatorium. He stated that the school board went forward on a bond and it failed, so 38 they discussed bringing this bond forward once again and make it more appealing to the voters. 39 Mr. Hugman stated that Councilmember Gary Fawks suggested that the plans concerning a 40 natatorium be brought forward to the Parks and Recreation Board to get their input and 41 recommendation on using the facility for joint use. Mr. Hugman stated that School Board 42 President Buddy Luce is present at the meeting to ask the Board to consider adding funding to the 43 5 - Year CIP for the joint-use natatorium. Mr. Hugman stated that this project can be constructed 44 as joint-use and an interlocal agreement could be developed, provided that the city could 45 reimburse their share of the cost, whatever that may be, in the future from SPDC funds. 46 47 Mr. Luce displayed a schematic of the natatorium and gymnastic facility project. He stated that 48 the project is on 3 acres of land that the school purchased from the 1996 bond funds. Mr. Luce 49 stated that at the time of the passage of the Y2 cent sales tax, it was discussed that the sales tax 50 revenue funds would be utilized for joint-use recreational facilities. Parks and Recreation Board Regular Meeting, October 12, 1998 Page 3 of 12 1: Iparkrecl boards )minutes 119981101298.doe City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 2 Mr. Luce stated that they have conducted two town hall meetings following the bond election. 3 He stated that one resident informed the school board that he voted against the bond because he 4 couldn't believe that senior citizens could not use the natatorium. Mr. Luce stated that based on 5 the use of joint-use facilities and recreation facilities during after school hours, the board has 6 discussed and planned for the reality that a natatorium/gymnastics facility, from the school 7 district's point of view, will be utilized and available more than half of the time by the city for 8 swimming and gymnastics classes for athletic and rehabilitation programs by youth and seniors. 9 10 With regard to the size of the facility, Mr. Luce stated that there are two 25-meter pools 11 (competition and warm up pool). He stated that during the context of a committee on co- 12 curricular facilities exploration of stadiums, natatoriums and gymnastic facilities, the 13 recommendation of two 25-meter pools came from the Grapevine natatorium. Grapevine stated 14 that they would prefer a 25-meter warm up pool, which allows the community (children, youth 15 and seniors) to utilize the warm up area during school days. He stated that the warm up area is 16 handicap accessible. 17 18 Mr. Luce stated that during the town hall meetings, nearly a third of the people who spoke 19 requested that such facilities be shared and paid for by sales tax revenue. He stated that those 20 people also asked that the school district and the city work together on this project to create more 21 "bang for their tax buck". Mr. Luce stated that he is present to share the cost estimates with the 22 Park Board, as he hopes to work with the Board and SPDC on this project. 23 24 Mr. Luce stated that this project would be located at the east side of the existing Carroll High 25 School. The project would include an adjoining lobby, dressing rooms, equipment area, offices 26 and bleachers in the natatorium to conduct summer swim programs. 27 28 Mr. Luce stated that JUC member Ms. Wendi Carlucci said that over 200 Southlake youth swim 29 at the GCAT program (youth under the age of high school years) at the Grapevine Natatorium; 30 therefore, there is a need in this community for a natatorium. 31 32 Mr. Luce stated that he would at least like the Park Board to state that they are considering 33 sharing an annual amount of revenue with regard to the project. This way, the school district may 34 tell voters that the city, city boards, school board and school district have agreed to joint funding 35 and use of the facility. 36 37 Ms. Stokdyk inquired about residents using the facility and Mr. Luce stated that residents would 38 be able to utilize this facility. Ms. Stokdyk asked if the gymnasium would be designed to handle 39 basketball and volleyball courts. Mr. Luce stated that the gymnastics facility would be designed 40 to include all of the requirements to meet a gymnastics facility. It would include an area for floor 41 exercises, a warm up pit and all equipment required for gymnastics. He stated that the floor 42 exercise area may also be utilized for wrestling. He confirmed that the gymnasium would not be 43 available for basketball at all. Mr. Luce stated that Pennington Field, Hurst does have such a 44 facility designed for pure gymnastics which is utilized by the school, community groups and 45 residents. Ms. Berman inquired about bleachers for competition and Mr. Luce stated that he does 46 not recall bleachers being discussed. Ms. Berman asked where gymnastics competitions would 47 be held if there are not bleachers in the gymnasium and Mr. Luce stated that he would check on 48 the actual plan of the gymnasium in terms of bleacher installation. 49 Parks and Recreation Board Regular Meeting, October 12, 1998 Page 4 of 12 l: Iparkreclboardslminutes119981101298.doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Ms. Stokdyk asked where the school youth are holding gymnastics and swimming at this time. 2 Mr. Luce stated that the school rents two lanes from 6am-8am at the Grapevine Natatorium for 3 swimming. He stated that with the growth in swimming, such a facility in Southlake would be 4 valuable. Ms. Stokdyk suggested that a present school gymnasium could be utilized for 5 gymnastics and Mr. Luce stated that a dedicated gymnastics facility would be valuable as 6 Southlake does not have the gym space at this time. 7 8 Mr. Anderson asked if there was a particular dollar amount that the Park Board should consider 9 toward this project out of the $7.6 million. Mr. Luce stated that he believes that the project will 10 be a 50/50 utilization between the school and the city, so he recommended that half of the cost be 11 shared by the city through SPDC. 12 13 Ms. Johnson asked if the design has been finalized and Mr. Luce said that it is not final. Ms. 14 White inquired about phasing the construction and Mr. Luce stated that the school board would 15 like to construct the natatorium and gymnastics facility in one phase. 16 17 Mr. Luce stated that it is important that the community know that sales tax money will be shared 18 to fund some of the cost of the projects that will be utilized by citizens, youth and seniors during 19 times when the school is not using the facility. He stated that there has never been the desire that 20 these facilities be school facilities only and open only during school hours. He stated that 21 considering the joint-use history, the school district's plan has always been to share joint-use 22 facilities to the fullest extent when the school is not using them. 23 24 In terms of funding, Mr. Luce stated that the actual dollar amount does not need to begin this 25 year, but the most important thing to know is that in the future an amount or percentage will be 26 tendered to the school. 27 28 Ms. Johnson stated that the Board's concern is that there have been some difficulties encountered 29 through joint-use. She stated that she and the Board would want more assurance than received in 30 the past when the city agreed to a monetary commitment that the facility would be available to 31 the public. She stated that the commitment should be met school board-wide and specific 32 principal-wide that the facility be available for public use. Mr. Luce stated that he is aware of the 33 difficulties and he wants everyone to be aware that the original joint-use agreement clearly states 34 that in the event that the school needs the facility for a school function, it takes priority over a 35 city/park related function. He stated that the biggest difficulty that he is aware of is due to the 36 fact that Mark Terry was hired as Principal of Durham Elementary/Intermediate School at the 37 time the gym was heavily used for joint use. He said that Mr. Terry was not brought up to speed 38 as to what the district was trying to accomplish through joint-use. Mr. Luce said that generally 39 Principals are in full charge of their school. Mr. Luce stated that he, the athletic director, 40 superintendent and Mr. Terry met with regard to joint-use to work through those areas of concern. 41 Mr. Luce stated that probably 95% of the time, there have been no joint-use problems. 42 43 Ms. Johnson stated that the city needs a type of re-affirmation and Mr. Luce stated that he 44 understands and feels that things should work out. Mr. Hugman stated that staff is not where they 45 want to be with regard to joint-use scheduling, but this year, there have been less schedule 46 conflicts. He stated that there are a lot of issues that JUC is discussing, but things have been 47 working adequately. Mr. Luce referred to the only problem that he is aware of for this year when 48 the PTSO planned a dance at the same time the city planned the Southlake Saturday Nite park 49 event at CMS. The City event had to be moved to Durham Elementary/Intermediate School. 50 Parks and Recreation Board Regular Meeting, October 12, 1998 Page 5 of 12 1:I parkrec I boards I m in utes 119981101298. doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Ms. White asked if Mr. Luce foresaw any other major future joint-use projects and Mr. Luce 2 stated that the stadium is another possible project, but he realized this would fit outside of the 5- 3 year plan. 4 5 Ms. Johnson reviewed the CIP FY02/03 items and stated that Phase III, Bicentennial Park shows 6 $1.9 million for an aquatics center and under joint-use projects in the same year, there is $1 7 million for a gymnasium. Ms. White asked where an aquatics facility would be located and Mr. 8 Hugman stated that it would be at the site of future acquisition near Shady Oaks at Bicentennial 9 Park. Ms. Johnson asked if this future acquisition would be accessible within the next five years. 10 Mr. Hugman stated that to acquire the land and construct such a facility would be doubtful within 11 the five-year window. Mr. Hugman stated that if the Board recommends City participation in this 12 project they could choose the following options: 13 14 • Utilize the existing $2.9 million funding and recommend that those funds be allocated 15 toward the school district's natatorium as a joint-use project. 16 17 • Leave the funding as is with the assumption that the facility is an outdoor facility to be a city- 18 owned aquatics center at Bicentennial or another location, and add funds in order to 19 participate in the school district's natatorium/gymnasium project. 20 21 Ms. Berman stated that she did not think funds could be added. Mr. Hugman stated that funds 22 can not be added within the first three years, but pointed out that there is $3.7 million that is 23 unallocated in the fifth year of the plan which may be utilized. This would of course, leave fewer 24 unallocated funds for other projects that may come up. 25 26 Ms. Berman stated that if the city pays for 50%, the city should have 50% use. She stated that 27 joint-use is complicated and asked if there is an alternate route to take to make joint-use easier. 28 Mr. Hugman stated that an interlocal agreement would assist with joint-use issues. Mr. Hugman 29 stated that with the history and knowledge of joint-use, these issues and the percentage of time 30 may be detailed in a more specific interlocal agreement than the current "umbrella" agreement. 31 Mr. Luce stated that some of the problems have resulted as a result of the requirement that school 32 schedules be submitted for an entire year. Mr. Hugman stated that now the annual schedule has 33 been split into three sections, which coincide with the three Southlake Scene Parks and 34 Recreation program brochures and the City has requested less scheduled time to allow more 35 flexibility for the schools. Mr. Luce stated that hopefully this change would resolve many of the 36 long-range difficulties. 37 38 Ms. Berman stated that there is definitely a need for a natatorium/gymnasium and she stated that 39 her only hesitation would be due to the joint-use problems in the past. She stated that she would 40 like to be sure that the interlocal agreement benefits both the city and the school district. Mr. 41 Hugman stated that he has no doubt in working things out through an interlocal agreement. He 42 stated that an agreement could be in place soon so the school board can approach the voters with 43 the fact that the Parks and Recreation Board have recommended this project as a joint-use facility. 44 45 Mr. Hugman stated that since there is $2.9 million in CIP for an aquatics center and gymnasium 46 and if the Board feels that the school district's joint-use project would serve the needs of the 47 community before an outdoor facility is complete, then the Board may designate that the $2.9 48 million be applied to the schools districts joint-use facility. He stated that in the next year, the 49 Board can evaluate the option of an outdoor pool in the sixth year. 50 Parks and Recreation Board Regular Meeting, October 12, 1998 Page 6 of 12 l: Iparkrecl boards)minutes119981101298.doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Ms. Berman stated that she envisions the Bicentennial Park aquatic facility beginning much later 2 than 5 years, so she has no problem supporting funds toward the joint-use natatorium/gymnasium 3 during FY02/03. Mr. Anderson stated that he has no problem with such action as long as trails 4 and other projects are still completed. 5 6 Mr. Anderson stated that Southlake does need an aquatics/gymnasium and he would like such a 7 facility to be available to the general population, even those not in the Carroll School District. 8 Ms. White stated that it should be mandatory that such a project be available to the public. 9 Mr. Hugman stated that as with any joint-use project, the city portion is open to the public. The 10 Board stated that "public" includes residents of nearby cities (Keller, Grapevine, etc.). 11 12 Ms. Stokdyk suggested that this item be tabled since SPDC/Park Board member Robin Jones was 13 not present and there was not a quorum of the Park Board at the joint SPDC/Park Board meeting. 14 Mr. Anderson stated that he would like to think about this project and have the opportunity to 15 discuss this project with other board members who are not present. Mr. Luce stated that he wants 16 the Park Board to feel comfortable and 30 days would not delay the school board. 17 18 Ms. Johnson asked if the city would be able to participate in the design and Mr. Luce stated that 19 the city and the board would be able to discuss and recommend design ideas to the school board. 20 Mr. Luce stated that the board may contact the school board if they have any questions about this 21 project and he stated that he will obtain numbers from the Grapevine Natatorium with regard to 22 joint-use time. Mr. Anderson stated that he would like this item to be on a future park board 23 agenda in order to allow the public to participate and become aware of such a project. Mr. Luce 24 stated that his recommendation is to table this item to the next meeting and to advertise this topic 25 as an item on next months agenda. 26 27 With regard to 5 - Year CIP items, Mr. Hugman stated that one item overlooked by staff which 28 should be included in the plan is the restroom facility at Bob Jones Park. Mr. Hugman stated that 29 the loop road may be split into two phases since the road is needed to connect to the grant funded 30 items. Mr. Hugman stated that his recommendation is to place the $100,000 for a restroom 31 facility in column E (FY 99/00) and the loop road in column F (FY 00-01) completely, or 32 $100,000 for the road in FY 99/00 in order to complete the engineering plans at that time. He 33 stated that some of the items will possibly be moved out one year as they may not be completed 34 in FY 98/99 due to time restraints. 35 36 Berman asked that money be set aside for linear trails in the 5 - Year CIP. Mr. Hugman stated 37 that acquisition of ROW is included under land acquisition ($1.9 million), and there is additional 38 funding for the development of the Continental Trail, the loop trail from Bicentennial to Durham 39 and the new Jr. High, improvements to the equestrian trails and for the Cotton Belt Trail. 40 41 Motion was made to approve the CIP with the following changes: $100,000 be approved for 42 restrooms at Bob Jones Park in FY99/00 and $100,000 from the loop road at Bob Jones Park be 43 moved from FY99/00 to FY00/O1, for a total of $400,000 in FY 00/O1 for the loop road. 44 45 Discussion: 46 47 Ms. Stokdyk inquired about the Teen Center. Mr. Hugman stated that the full $1 million was not 48 available so it was phased; therefore, the actual construction costs would not come from FY98/99. 49 Ms. Stokdyk stated that this facility must be activity oriented, not a location for youth to "hang 50 out". Ms. Johnson inquired about the population of teens and then suggested that the board refer Parks and Recreation Board Regular Meeting, October 12, 1998 Page 7 of 12 l: Iparkreciboardsl minutes119981101298.doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 to the Drug and Alcohol Awareness Survey Results included in their packet which recommends 2 that a Teen Center is required to assist with the problems in Southlake. 3 4 Motion: Berman 5 Second: Anderson 6 Ayes: Rawls, White, Johnson, Berman, Anderson, Stokdyk 7 Nays: None 8 Approved: 6-0 9 10 The Board asked that the Natatorium/Gymnastic project be included as an item on the November 11 9, 1998 agenda. Mr. Luce requested that this item be listed on the agenda as a consider item so 12 the board may take action. Mr. Hugman stated that it may be listed as a consider item and be 13 tabled if more information is required. Ms. Johnson asked that this item be listed as a consider 14 item. Mr. Anderson asked that this item being listed on the next agenda and advertised to the 15 public. 16 17 Mr. Rawls suggested that younger children utilize the Natatorium/Gymnasium facility for 18 basketball. Mr. Luce stated that he understands this facility to be used primarily as a gymnastic 19 facility. 20 21 The board took a five-minute break at 9: 07pm 22 23 Ms. Johnson stated that she wants SPDC to be aware of the Park Board support for the 24 Natatorium/Gymnastic facility. Mr. Hugman stated that he would include this fact in his memo. 25 He stated that SPDC does receive a copy of the Park Board minutes. 26 27 The Board moved item 5c, Recommended Minimum Guidelines for Contract with Tennis Pro, up 28 within the agenda. 29 30 C. Recommended Minimum Guidelines for Contract with Tennis Pro - Mr. Hugman stated 31 that staff met and discussed the following items with NETT member Laura Suarez and Board 32 Members Robin Jones and Bobby Rawls: Agreement, Compensation, Fees, Availability and 33 Ancillary Items. Mr. Hugman asked that the board review these guidelines which would be 34 formulated into a contact for the City Attorney to review. 35 36 Mr. Hugman stated that the city will advertise soon for a Tennis Pro. He stated that NETT may 37 be asked to suggest the top five candidates to the city. The interview process will include a 38 selection committee, which could include a Parks and Recreation Board Member, 39 Councilmember and staff. A business plan from the candidates, based on contract guidelines, 40 will also be requested from the finalists. He stated that staff would approach the Parks and 41 Recreation Board with their recommendation and hope for an award of contract by City Council 42 in mid-January 1999. Mr. Rawls inquired about the number of resumes and Ms. Suarez said 43 about 30-35. 44 45 Ms. Johnson stated that she approves the idea of "other sports items" being stocked at the pro- 46 shop. 47 48 Ms. Johnson inquired about tournament use and Suarez stated that tournaments are during low 49 use times on the weekend. Mr. Rawls verified that all 13 courts would be utilized. Ms. Suarez 50 stated that there would possibly be about six tournaments per year. Ms. Johnson stated that she Parks and Recreation Board Regular Meeting, October 12, 1998 Page 8 of 12 l: I parkrec I boards I m in utes 119981101298. doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 would not want to cause courts to be unavailable for tournaments or residents at any time. Suarez 2 suggested that Item 2 (restriction on number of tournaments) under Facility Availability be 3 removed from the contractual agreement with the pro and the facility. Ms. Johnson stated that 4 she would not want a tournament scheduled each weekend and Suarez stated that it would not 5 happen. Ms. Suarez confirmed that NETT tournaments would be scheduled through the Tennis 6 Pro. Mr. Hugman stated that this item was only to assure everyone that tournaments would not 7 be scheduled each weekend. 8 9 Ms. Suarez stated that a lot of play is not going to tournaments, the league is where everyone 10 wants to play. She stated that tournaments are not a large moneymaker for the pro so such events 11 will not be a valid issue. Ms. White asked about other organizations, such as Special Olympics, 12 conducting their own tournaments. Mr. Rawls stated that tournaments are not a money maker for 13 the pro as the pro makes his money from lessons, so he doesn't think that the pro will be 14 soliciting for tournaments to come to the facility. Ms. Johnson stated that the reference to 15 tournaments may remain in the contract, but should be reworded. Mr. Hugman stated that staff 16 realized a facility usage agreement with NETT would not be fair since other leagues other than 17 NETT will use the facility. He stated that the scheduling of the facility would be included in the 18 Tennis Pro contact and therefore a Facility Usage Agreement with NETT would not be necessary. 19 20 Ms. Stokdyk asked if the hours of operation of the pro shop were at least 6am - l Opm. Mr. 21 Hugman stated that the discussion was to have someone on site to schedule the courts, but he 22 does not recall if those were the hours of the courts. Ms. Suarez stated that there was no way to 23 enter the court without someone allowing players on the courts. She stated that early morning 24 hours were discussed as an encouragement to the pro, but she felt that they could not demand that 25 the shop be open at 6am for the months of March to October. Ms. Suarez said that Sam would be 26 a good opening time for staff to set as a minimum requirement. She stated that listing minimum 27 hours was discussed, but they should be less stringent. Ms. Stokdyk asked about the 75% usage 28 fee and Ms. Suarez stated that she suggested 50-75% of the usage, but listing this as 75% allows 29 no room for negotiation. Ms. Johnson asked if the meeting rooms should be available in 30 conjunction with the pro shop hours. She stated that in terms of league usage and fees, league 31 fees go to the organizations that run the leagues such as NETT, Tennis Competitors of Dallas or 32 USTA. She stated that there is also a minimal usage fee. Ms. Suarez stated that she suggested a 33 $250 family usage fee, which allows unlimited usage for a year. She stated that there is also a 34 daily usage fee of about $2.50 per person for a couple hours. She said that the pro will be 35 basically negotiating his base salary as he will have equipment and staff costs, and suggested that 36 the City percentage be changed from a fixed percentage to a range. 37 38 Ms. Johnson stated that the percentage is the negotiating tool. She stated that the pro shop hours 39 are "no later than lOpm" and the meetings rooms "until 9pm". Mr. Hugman stated that in terms 40 of the facility hours, staff was considering court lights affect on neighbors. He stated that the 41 meeting rooms are stipulated as being available "at least" three nights a week during those hours 42 listed hours, but they could be available for more. Mr. Hugman stated that by requiring certain 43 hours for the meeting rooms, the Tennis Pro would then have to plan and staff for the minimum 44 hours at least and for additional hours of meeting room operation. Ms. Suarez stated that one of 45 the meeting rooms would be available for after hours. Ms. Stokdyk asked if it was normal 46 procedure to require the Pro to staff the childcare facility and Mr. Hugman agreed. He stated that 47 the Pro would retain all profit associated with the childcare. Ms. Suarez suggested that the Pro's 48 title be Director as they want a businessperson in this position. 49 50 Rawls left the meeting at 9:50pm Parks and Recreation Board Regular Meeting, October 12, 1998 Page 9 of 12 I.- I parkrecl boards I minutes119981101298. doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 2 Motion was made to approve the contractual guidelines for the Director of Tennis with changes 3 involving compensation and hours of availability as stated above. 4 5 Motion: Anderson 6 Second: Stokdyk 7 Ayes: White, Johnson, Berman, Anderson, Stokdyk 8 Nays: None 9 Approved: 5-0 10 11 Mr. Hugman verified the items in the motion as follow: compensation be listed as "60-75% 12 (negotiable)", hours be listed as Sam-IOpm (for March-October), the title be listed at Director of 13 Tennis, non-league play available at all times, except during scheduled tournaments and no more 14 than 12 tournaments per year. 15 16 A. Approval of donation of Monticello Information Center for Nature Center - Mr. Hugman 17 stated that Developer Terry Wilkinson would like this facility moved within 30-60 days and the 18 moving costs to the city would be about $6,00047,000. Ms. White stated that she would like to 19 allow the Nature Center Committee to review this item. 20 21 Mr. Henry stated that the previous acquisition of Ms. Tucker's property could retain the structure. 22 He stated that in terms of access, individuals must enter Ms. Tucker's property. Mr. Anderson 23 stated that some trees may have to be removed in order to accommodate the structure. Ms. 24 Johnson stated that there is some preparation work to be completed. She asked if there are other 25 options if Ms. Tucker's property was not available and Mr. Henry stated that there may be other 26 locations at Bob Jones Park. Mr. Henry stated that this facility would not be appropriate for other 27 park facilities. Ms. White stated that the land purchased next to Lake Grapevine at the end of 28 Bob Jones Road was previously discussed as a location for the Nature Center. Ms. Stokdyk 29 stated that she does not remember the this piece of land being discussed as a possible location for 30 the structure. Mr. Anderson stated that there was no formal discussion. Mr. Hugman stated that 31 this piece of land is still fairly wild and the road access is not appropriate for moving such a 32 structure to the property. Ms. Johnson stated that this is a very nice facility, which may also be 33 used as a visitors center. The Board stated that they do not want to lose this facility and they 34 understand that a location must be designated soon. 35 36 Motion was made to approve the donation of Monticello Information Center for Nature Center. 37 38 Motion: Stokdyk 39 Second: Berman 40 Ayes: White, Jones, Berman, Anderson, Stokdyk 41 Nayes: None 42 Approved: 5-0 43 44 The Board asked that the Nature Center Committee be contacted with regard to locating the 45 structure this week. Ms. White stated she would contact them. 46 47 D. Recommended Parks-related Schedule of Fees - Mr. Hugman stated that this is usually 48 the time of year when the city revises the schedule of fees. He stated that an underline/strike 49 through copy of the park fees is included in their packet for their review. 50 Parks and Recreation Board Regular Meeting, October 12, 1998 Page 10 of 12 1:Iparkrecl boards)minutes119981101298.doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 Motion was made to approve the schedule of fees as amended by staff. 2 3 Motion: Berman 4 Second: White 5 Ayes: White, Johnson, Berman, Anderson, Stokdyk 6 Nayes: None 7 Approved: 5-0 8 9 6. DISCUSSION: 10 11 A. Revising Park Dedication Requirements - Ms. Johnson stated that Councilmember Debra 12 Edmundson approached her with this item. Mr. Hugman stated park dedication fees and the 13 justification of the fees are on the itemized priority list developed by City Council. Ms. Johnson 14 stated that she and Ms. Berman discussed this topic and recommended that members from staff, 15 Park Board, City Council, P&Z and developers be included to discuss revising the park 16 dedication requirements. 17 18 Mr. Anderson stated that he would be interested in working with this group as a Park Board 19 member with Ms. Berman. Ms. Johnson and Ms. Berman stated that they have discussed this 20 work group with some council members. Mr. Hugman stated that he would speak about this item 21 at the special upcoming council meeting. Ms. Berman suggested Ann Creighton, Mr. C.D. 22 Peebles and Developer David MacMahan be contacted. 23 24 B. Liaison Report s - 25 26 a. Youth Parks and Recreation Board - Johnson - Ms. Johnson inquired about the 27 attendance roster and asked about Jonathan Edmundson and Ms. Schaeffer stated that he 28 is in football but will be attending when he can and once football is over. 29 30 b. Budget _ Ms. Johnson asked if this liaison position is necessary since the entire Board 31 handles the budget. Mr. Hugman agreed that a specific liaison is not required. The 32 Board removed this item as a liaison position. 33 34 c. Recreation/Special Events, Johnson, Jones - Johnson stated that the Teen Center meeting 35 is Tuesday, November 10, 1998 at Durham Elementary/Intermediate School. 36 37 d. Community Relations - Anderson, Berman - Ms. Berman stated she has discussed with 38 Countryside Bible School Church the possibility of the city utilizing land for soccer 39 practice fields as the city has done with St. Martins-in-the-Fields. She stated that there is 40 interest. 41 42 e. Youth Sports Associations - Miltenberger, Rawls - No report. 43 44 f. Community Groups - White - Stokdyk would like to participate in this liaison group. 45 46 g. SPIN - White - No report. 47 48 h. SPDC - Jones - No report. 49 50 i. XC - Glover - No report. Parks and Recreation Board Regular Meeting, October 12, 1998 Page 1 I of 12 l: Iparkrecl boards)minutes119981101298.doc City of Southlake, Texas * * OFFICIAL MINUTES * * APPROVED BY THE PARKS AND RECREATION BOARD MEMBERS 1 2 j. City Council Monthly Report - Mr. Anderson to report. 3 4 k. Nature Center Committee - Anderson, White - Ms. Stokdyk would like to participate in 5 this liaison group. No report. 6 7 8 7. ADJOURNMENT - Being no further business, the meeting was called for adjournment 9 by Chair Vicki Johnson at 10:35pm. The next meeting will be Monday, November 9, 1998. 10 11 12 13 14 Vicki Johnson 15 Chair 16 17 18 19 20 Cara White 21 Secretary Parks and Recreation Board Regular Meeting, October 12, 1998 Page 12 of 12 1: Iparkrecl boardsl minutes119981101298.doc