2001-07-23
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING
July 23, 2001
MINUTES
Board Members Present: President Ralph Evans; Members: Tim O'Conner, Rex Potter, Bobby
Rawls, Rick Stacy.
Board Members Absent: Tom Stephen
Staff Present: Director of Community Services Kevin Hugman, Deputy Director of Community
Services Steve Polasek, Senior Parks Planner Chris Carpenter, Finance Director Sharen Elam, and
Executive Secretary Kim Bush.
Agenda Item No. 1, Call to order. The meeting was called to order by President Ralph Evans at
6:10 p.m.
Agenda Item No. 2, Executive Session.
No executive session was necessary.
Agenda Item No. 4. Public Forum.
Ms. Kelli C. Riley, President of Southlake Carroll Lacrosse Association, addressed the Board about a
request to include "box lacrosse" in the build-out for the new recreation center. She also commented
on the need for outdoor fields. Ms. Riley's formal statement and request is attached to the minutes for
the record.
Director of Community Services Kevin Hugman suggested that this request be included in the CIP for
discussion at the next Board meeting, noting that one of the proposed projects included lighting of the
Carroll Intermediate School football field, which would then make it available for lacrosse practice
and games.
CONSENT AGENDA.
Item No. 5A. Approval of the minutes for the regular SPDC meeting held June 19, 2001 and the
Special SPDC meeting held June 26, 2001.
Motion was made to approve the minutes for the regular SPDC meeting held June 19 and the Special
SPDC meeting held June 26, 2001 as presented.
Motion: Stacy
Second: Potter
Ayes: Evans, O'Conner, Potter, Rawls, Stacy, Stephens
Nays: none
SPDC Meeting Minutes, July 23, 2001, Page 1 of 4
Approved: 6-0
Agenda Item No. 6A. Award of bid to Choate Irrigation for irrigation improvements at Chesapeake
Park. Public Hearing.
Community Services Director Kevin Hugman informed the Board that Chesapeake Park is an 11-acre
neighborhood park acquired through park dedication and currently under construction. He stated that
an SPDC matching funds grant was approved in February 2000 with Vista Oaks Development for the
construction of the park. Developer costs for the matching funds grant, in addition to the park land
dedication, was $125,114 with the City match at $35,794. Mr. Hugman explained that due to the lack
of progress and quality of work provided, the City took the project over in March of 2001. The
developer paid the City $35,826, and in addition to the $35,794 in unspent matching funds, would
cover the costs of final grading, irrigation, and landscape installation.
The irrigation plan prepared by staff will serve this park as well as the 3-acre area obtained through a
joint-use agreement with St. Martin-in-the-Fields Episcopal Church for soccer and ballfield practice
facilities. The project is expected to be complete this fall.
Mr. Hugman informed the Board that irrigation costs were estimated at $40,000, leaving $31,620
unencumbered for final grading ($12,000), hydromulch ($15,000), and contingency ($4,620).
There were no comments from the audience during the public hearing.
Motion was made to award bid to Choate Irrigation for irrigation improvements at Chesapeake Park.
Motion: Stacy
Second: Potter
Ayes: Evans, O'Conner, Potter, Rawls, Stacy, Stephens
Nays: none
Approved: 6-0
Agenda Item No. 6B. Award of bid to Sturdisteel Company for bleachers and approval of Change
Order #1 for additional bleachers. Public Hearing.
Director Hugman commented that the bids on this project were separated into two categories
(bleachers and player benches - agenda item 6C) with the City reserving the right to award the low
bid in each category. Sturdisteel Company submitted the low bid in the amount of $14,452. Because
of the excellent pricing, staff also is requesting a change order in the amount of $2,616 for six
additional bleachers to be used at the Tennis Center (4) and Bob Jones Park (2) which is still well
within the budgeted amount of $35,000. Deputy Director Polasek commented that 4 bleachers are all
that will fit at the tennis center.
There were no comments from the audience during public forum.
Motion was made to approve award of bid to Sturdisteel Company for bleachers and Change Order #1
for additional bleachers.
Motion: Potter
Second: Rawls
SPDC Meeting Minutes, July 23, 2001, Page 2 of 4
Ayes: Evans, O'Conner, Potter, Rawls, Stacy, Stephens
Nays: none
Approved: 6-0
Agenda Item No. 6C. Award of bid to R.J. Thomas Manufacturing Company for park benches
Director Hugman commented that R.J. Thomas Manufacturing Company submitted the low bid for the
player benches in the amount of $6,726.20. Mr. Hugman explained that a lower bid of $6,400 was
received, however, the bidder bid the project as a total bid (benches and bleachers) or nothing.
Deputy Director Polasek commented that the player benches would be removed and stored during the
off season.
There were no comments from the audience during the public hearing.
Motion was made to award bid to R.J. Thomas Manufacturing Company for park (player) benches.
Motion: Potter
Second: O'Conner
Ayes: Evans, O'Conner, Potter, Rawls, Stacy, Stephens
Nays: none
Approved: 6-0
Agenda Item No. 6D. Proposed 5-year Capital Improvements Plan CIP priority rankings
Director Hugman explained to the Board that this year for the budget process a staff CIP Technical
Committee was formed to evaluate all CIP projects together (SPDC, Utility Fund, Crime Control, TIF
District, General Fund, etc.). A ranking and scoring system was then used to evaluate all projects
based on categories relating to health, safety, welfare, economy of scale, combination with other
projects, revenue generation, maintenance requirements, etc. The result of the exercise will hopefully
give the various boards and officials a preliminary and objective ranking of projects in each funding
source.
Senior Planner Chris Carpenter made a presentation of all the SPDC projects to the Board.
Comments from the Board included the following:
• All outlying neighborhood parks needed to have some improvements made to them i.e.,
picnic and playground (basketball, swings, etc.) areas.
• Consider temporary parking made from shredded shingles.
• Skateboarding area needed at Bicentennial Park - take to Park Board for their
consideration.
• Consider using Tucker house for nature center at Bob Jones Park (or Lodge building). Do
not like the idea of spending $100,000 to renovate the mobile building.
• Talk with Park Board and SPDC about ice rink - and where it would rank.
• Look at indoor tennis center - it might pay for itself.
• Consider lighting outdoor basketball courts.
• Look at old Metropool property - how can it be used. Director Hugman commented that it
is currently being used for park and public works storage.
SPDC Meeting Minutes, July 23, 2001, Page 3 of 4
Mr. Hugman stated that the preliminary priority rankings of projects was included in the Board's
packet. He asked that the Board review and return their rankings to him by tomorrow.
Agenda Item No. 7A. Discussion. Programming and Design of Recreation Center.
Director Hugman stated that the July 17 SPDC meeting the Board directed staff to reduce the size of
the recreation center to approximately 27,000 square feet, with a total construction budget not to
exceed $4.1 million. He commented that staff is working with the architects to accomplish this
directive, however, prior to eliminating any functional areas, staff desires that the Board provide input
as to recommendations.
Brad Kimura YMCA Vice President of Operations was present at the meeting to provide information
regarding other YMCA facilities. Mr. Kimura commented that he worked with Mr. Hugman on the
types of things that needed to be addressed in the design of this recreation center and believed a more
appropriate size would be no less than 40,000 square feet. He said that one of the most important
things to consider when trying to reduce the size of the center is to keep in mind safety issues - of
spectators and participants.
The Board agreed that staff should look at reducing the size of the gym and eliminating the office
space for now. They agreed that a 30,000 square foot center with a cost estimate of $4.5 million to
5.0 million for construction would be more appropriate. Board members commented that the center
should be designed to allow for expansion in future years.
Agenda Item No. 7B. Board Meeting dates and times.
Board members agreed that extended agenda meetings needed to be planned for at the quarterly
meetings on the 3rd Monday of the month. All other shorter agenda meetings should be conducted
prior to the 3`d regular City Council meetings.
Agenda Items No. 7C & 7D. Sales Tax and Project Status Reports.
There were no questions or concerns from the Board.
Agenda Item No. 8 Adjournment.
Motion was made and carried to adjourn the meeting at 10:00 p.m.
President Ralp Evans
ATTEST:
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Ex tive Secretary
SPDC Meeting Minutes, July 23, 2001, Page 4 of 4