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2007-08-06 SPDC Meeting City of Southlake, Texas s SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING (Joint meeting with PARKS AND RECREATION BOARD) Monday, August 6, 2007 5:30 PM LOCATION: DPS West Facility Community Room 2100 West Southlake Boulevard Southlake, Texas 76092 REGULAR SESSION: 1. Call to Order REPORTS: 2. Administrative Comments - No items this agenda CONSENT AGENDA: All items listed below are considered to be routine by the Southlake Parks and Recreation Board and will be enacted with one motion. There will be no separate discussion of items unless a Board member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. 3. Consent - No items this agenda REGULAR AGENDA: 4. Public Forum 5. Consider: A. Approval of proposed SPDC Capital Improvement Plan and Fiscal Year 2007-08 SPDC Capital Budget PUBLIC HEARING 6. Discussion: No agenda items. 7. Adjournment. I SPDC Board Meeting Meeting Date - August 6, 2007 Page 2 of 2 CERTIFICATE I hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Friday, August 3, 2007, by 5:00 p.m. pursuant to Chapter 551 of the Texas Government Code. ,'e~eeueenedeejt~, n ~O~Thd(,~~ (~/,,/nom Q a • Lori Payne, TRM = City Secretary L) If you plan to attend this publi~-W ~ at `~iave a disability that requires special needs, please advise the City Secretary 48 hours M d a%a 'ce at 817.748.8016, and reasonable accommodations will be made to assist you. City of Southlake, Texas r ~ r SOUTHLAKE PARKS DEVELOPMENT CORPORATION BOARD MEETING August 6, 2007 4:30 p.m. LOCATION: DPS West Facility Community Room 2100 West Southlake Boulevard Southlake, Texas 76092 REGULAR SESSION: 1. Call to order. 2. Executive Session: Pursuant to the Open Meetings Act, Chapter 551 of the Texas Government Code, Section 551.071, consultation with attorney, Section 551.072, deliberation regarding real property, and/or Section 551.073, deliberation regarding prospective gift, Executive Session may be held for the Southlake Parks Development Corporation to seek advise from the City Attorney as to the posted subject matter of this Southlake Parks Development Corporation meeting. 3. Reconvene: Action necessary on item discussed in Executive Session. 4. PUBLIC FORUM 5. ADMINISTRATIVE COMMENTS A. Bicentennial Park Animated Aerial CONSENT AGENDA: All items listed below are considered to be routine by the Southlake Parks Development Corporation Board and will be enacted with one motion. There will be no separate discussion of items unless a Board member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. 6. Consent: A. Approval of the minutes from the June 5, 2007 Southlake Parks Development Corporation regular meeting. REGULAR AGENDA: 7. Consider: A. Approval of proposed FY 2007-08 SPDC Operating Budget PUBLIC HEARING 8. Discussion: SPDC Meeting Page 2 of 3 A. Conceptual designs for Royal and Annie Smith Park and Liberty Park at Sheltonwood B. Disposition of DPS North Site 9. Adjournment. CERTIFICATE I hereby certify that the above agenda was posted on the Official Bulletin Boards at Town Hall, 1400 Main Street, on Friday, August 3, 2007 by 4:30 p.m. pursuant to the Texas Government Code, Chapter 551. CJ TPf ~,lwl 10 =U: s~ Lori Payne, TRM City Secretary ° If you plan to attend this meetirig't' tl'l%ave a disability that requires special needs, please advise the City Secretary's Office 48 hours in advance at (817) 748-8016 and reasonable accommodations will be made to assist you. SPDC Meeting Page 3 of 3 EXECUTIVE SESSION Southlake Parks Development Corporation Board SECTION 551.071 CONSULTATION WITH ATTORNEY The Southlake Parks Development Corporation Board may conduct a private consultation with its attorney when the Board seeks the advise of its attorney concerning any item on this agenda, about pending and contemplated litigations, or a settlement offer, or on a matter in which the duty of the attorney to the Southlake Parks Development Board under the Texas Disciplinary Rules of Professional Conduct of the State Board of Texas clearly conflicts with Chapter 551. SECTION 551.072 DELIBERATION REGARDING REAL PROPERTY The Southlake Parks Development Corporation Board may conduct a closed meeting to deliberate the purchase, exchange, lease or value of real property. SECTION 551.073 DELIBERATION REGARDING PROSPECTIVE GIFT The Southlake Parks Development Corporation Board may conduct a closed meeting to deliberate a negotiated contract for a prospective gift or donation to the City. A FINAL ACTION, DECISION, OR VOTE ON A MATTER DELIBERATED IN A CLOSED MEETING MAY ONLY BE MADE IN OPEN SESSION. SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING: AUGUST 6 ,2007 LOCATION: DPS West Facility 2100 West Southlake Boulevard Southlake, TX 76092 Board Members present: President Carolyn Morris, Secretary Virginia M. Muzyka, and Board Members Elaine Cox, Laura K. Hill, and Gregory Jones. Board Members absent: Vice-President Sherry Berman and Board Member Mike Mills. Staff present: Director of Community Services Steve Polasek, Deputy Director of Community Services Chris Tribble, and Deputy City Secretary Tara Brooks. Agenda Item No. 1. Call to order. The meeting was called to order by President Morris at 4:41 p.m. Agenda Item No. 2. Executive Session / Agenda Item No 3 Reconvene An executive session was not held. Agenda Item No. 4. Public Forum. No one spoke during the public forum. Agenda Item No. 5A. Administrative Comments - Bicentennial Park Animated Aerial Director Polasek showed the animated aerial to the board. The board discussed the concept for Bicentennial Park. CONSENT AGENDA: Agenda Item No. 6A. Approval of the minutes from the June 5, 2007 Southlake Parks Development Corporation regular meeting Motion was made to approve the minutes from the June 5, 2007 Southlake Parks Development Corporation regular meeting. Motion: Jones Second: Muzyka Ayes: Cox, Hill, Jones, Morris, Muzyka Nays: None Approved: 5-0 REGULAR AGENDA: Southlake Parks Development Corporation meeting minutes, August 6, 2007 Page 1 of 3 Agenda Item No. 7A. Approval of proposed FY2007-08 SPDC Operating Budget Director Polasek presented this item to the Board. Staff is proposing an operating budget of $190,474. Staff is proposing one new personnel request, a Construction Manager, and the purchase of five pieces of equipment. The Board discussed the proposed equipment purchases with staff. The proposed budget also includes continued joint use maintenance with the school district and special projects that have been carried forward from the last seven or eight years. The 2006-07 adopted budget is $186,250. The 2007-08 proposed budget is $190,474. There will also be $4 million for fund transfers. The SPDC Operating Fund projects an ending fund balance of $8.1 million. The board discussed the fund balance. The Board expressed a desire to ensure there are always funds available for strategic purchases of property if an opportunity arises. The Board discussed possible gifts for Bicentennial Park and other park lands, while not taking away the identity of Southlake. The Board expressed the desire to continue developing trails and less intense use parks. No one spoke during the public hearing. Motion was made to approve the FY2007-08 SPDC Operating Budget, as presented. Motion: Muzyka Second: Jones Ayes: Cox, Hill, Jones, Muzyka, Morris Nays: None Approved: 5-0 A2enda Item No. 8A. Conceptual designs for Royal and Annie Smith and Liberty Park at Sheltonwood. Director Polasek presented this item to the Board. Staff has been working with Halff and Associates and Parks Board workgroups. These discussions have resulted in unique conceptual designs to enhance the existing landscape of these two parks. The Board discussed the accessibility, parking, trails and signage of Royal and Annie Smith Park. Staff advised there will be increased maintenance, enhancements and signage to encourage use of the park. The Board discussed the development schedule of the park and the use of volunteers in the development. President Morris expressed her concern about not extending the development of the park over many years. It is preferable to have these smaller parks done within one or two years. Staff would like to complete the first phase of this park by summer of 2008. Staff would like to have the parking lot and, possibly, the trail done by the same time. The rest of phase two, the interpretive ring and the native grass plantings possibly done during the same time or within twelve months thereafter. Southlake Parks Development Corporation meeting minutes, August 6, 2007 Page 2 of 3 For Liberty Park at Sheltonwood, the Board discussed the creek, the surrounding property owners, the history of the park, and the memory walk. The Board discussed accessibility to the park and possibly acquiring surrounding properties that could be added to this park. Agenda Item No. 8B. Disposition of DPS North Site Director Polasek presented this item to the Board and updated them on the discussions of this property with the Crime Control and Prevention District Board. Director Polasek showed the conceptual design of this property. Agenda Item No. 9. Adjournment Motion was made to adjourn the meeting. Motion: Jones Second: Muzyka Ayes: Cox, Hill, Jones, Muzyka, Morris Nays: None Approved: 5-0 President Morris adjourned the meeting at 5:41 p.m. Caro Morns ATTEST: President Tara Brooks Deputy City Secretary Southlake Parks Development Corporation meeting minutes, August 6, 2007 Page 3 of 3 JOINT MEETING OF THE SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND THE PARKS AND RECREATION BOARD: AUGUST 6, 2007 LOCATION: DPS West Facility 2100 West Southlake Boulevard Southlake, TX 76092 SPDC Board Members present: President Carolyn Morris, Secretary Virginia M. Muzyka, and Board Members Elaine Cox, Laura K. Hill, and Gregory Jones. SPDC Board Members absent: Vice-President Sherry Berman and Board Member Mike Mills. Parks and Recreation Board Members Present: Chairman Mary Georgia, Secretary John Slocum, Board Members Elaine Cox, Emily Galpin, and Katrina Peebles. Parks and Recreation Board Members Absent: Vice-Chairman Mike Mills and Board Member Ken Goodman. Staff Present: Director of Community Services Steve Polasek, Deputy Director of Community Services Chris Tribble, and Deputy City Secretary Tara Brooks. Agenda Item No. 1. Call to order. The meeting of the Parks and Recreation Board was called to order by Chairman Georgia at 5:48 p.m. The meeting of the Southlake Parks Development Corporation was called to order by President Morris at 5:48 p.m. Agenda Item No. 2. Administrative Comments. There were no administrative comments. Agenda Item No. 3. Consent. There were no items on this agenda. REGULAR AGENDA: Agenda Item No. 4. Public Forum. No one spoke during the public forum. Agenda Item No 5A Approval of proposed SPDC Capital Improvement Plan and Fiscal Year 2007-08 SPDC Capital Budget. Director Polasek presented this item to the Boards. The overall proposed five year CIP is $33.7 million. Director Polasek went through each of the proposed projects with the boards and discussed the operating funds, the projected debt and other funding options, including park dedication and matching funds. Minutes for the Joint Meeting of the Southlake Parks Development Corporation and Parks and Recreation Board August 6, 2007 Page 1 of 3 The boards discussed the needs for storage areas and the location of the restrooms at Liberty Park at Sheltonwood. The Board also discussed the playground, the future phasing of this park, the uses of the pavilion and the bidding process for the construction of the pavilion. SPDC Board Member Hill left at 6:07 p.m. The Boards discussed the lacrosse fields and whether they could be part of the joint use program and other uses for those fields. The Boards discussed the future of a recreational center. Director Polasek presented the projects planned for the future budget years. The Boards discussed other funding sources including concession funds, matching funds, untapped sources, and park dedication funds. Motion was made to recommend for approval the proposed SPDC Capital Improvement Plan and the Fiscal Year 2007-08 SPDC Capital budget, as discussed, which includes pushing out the Kirkwood linear park, putting in phase 2 of Liberty Park at Sheltonwood, and removing the shade structure for in- line hockey. Motion: Galpin Second: Cox Ayes: Cox, Galpin, Peebles, Slocum, Georgia Nays: None Approved: 5-0 (by the Parks and Recreation Board) No one spoke during the public hearing. Motion was made to approve the recommendation of the Parks and Recreation Board. Motion: Jones Second: Muzyka Ayes: Cox, Jones, Muzyka, Morris Nays: None Approved: 4-0 (by the Southlake Parks and Recreation Development Corporation.) Agenda Item No 6. There are no items on this agenda. Agenda Item No. 7. Adiournment Motion was made to adjourn the Parks and Recreation Board meeting. Motion: Galpin Second: Slocum Ayes: Cox, Galpin, Peebles, Slocum, Georgia Minutes for the Joint Meeting of the Southlake Parks Development Corporation and Parks and Recreation Board August 6, 2007 Page 2 of 3 Nays: None Approved: 5-0 Chairman Georgia adjourned the Parks and Recreation Board meeting at 6:55 p.m. Motion was made to adjourn the Southlake Parks and Development Corporation meeting. Motion: Muzyka Second: Jones Ayes: Cox, Jones, Muzyka, Morris Nays: None Approved: 4-0 President Morris adjourned the Southlake Parks Development Corporation meeting at 6:55 p.m. Mary Geo gia Chairman Parks and Recreation Board ~1~ AI~r~ &t4/ Carolyn orris President Southlake Parks Development Corporation ATTEST: ~ ab&kw Tara Brooks Deputy City Secretary Minutes for the Joint Meeting of the Southlake Parks Development Corporation and Parks and Recreation Board August 6, 2007 Page 3 of 3