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2000-09-25 SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING September 25, 2000 MINUTES Board Members Present: President Ronnie Kendall; Members: Sherry Berman (6:50), Rex Potter, Tad Stephens, and Cara White. Board Members Absent: Gary Fawks and Rick Stacy 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 Secretary to the City Manager Kim Bush. Agenda Item No. 1, Call to order. The meeting was called to order by President Ronnie Kendall at 6:00 p.m. Agenda Item No. 2, Executive Session. President Kendall announced that it would not be necessary to have an Executive Session. Agenda Item No. 4. Public Forum. There were no comments from the audience. CONSENT AGENDA. Agenda Item No. 5A. Approval of the meeting minutes for the regular SPDC meeting of August 28, 2000. Motion was made to approve the minutes of the regular SPDC meeting of August 28, 2000 as presented. Motion: White Second: Potter Ayes: Kendall, Potter, Stephens, White Nays: none Approved: 4-0 Agenda Item No. 7A. Teen Center Survey Report. Mr. Raymond Turco with Raymond Turco and Associates, presented to the Board a summary and analysis on an adult and youth attitude survey regarding recreation facilities in Southlake. Mr. Turco explained that, as requested, they conducted two scientifically valid samplings of residents (adults and youth) in the community to gauge support or opposition to two specific recreation-related facilities currently under study. Attitudes were gathered regarding a potential community recreation center, as well as a facility geared towards youth in the community, described in the survey as a "Teen Center." MINUTES OF SPDC MEETING SEPTEMBER 25, 2000, PAGE 1 OF 4 The telephone survey included the responses of 400 adults and 417 students from grades 7-12. Regarding the teen center location, adults were in agreement that the needs of youth would be best met by teen activities as part of the recreation center, but with a separate entrance (71 or by teen activities in a designated area or on a designated evening (69%). Teens most often agreed that the needs would be best met by teen activities as part of the recreation center, but with a separate entrance (79%), by a teen center constructed as a stand-alone facility (73%) and by teen activities included in a designated area or evening (72%). Listed below are other highlights of the survey as presented by Mr. Turco (an executive summary and draft of the report are included with the minutes): • Youth in Southlake were more satisfied than adults with the recreation services provided for their age group (74 percent to 42 percent). But both groups showed similar views of new facilities most needed in the City. Adults ranked aquatic center/pool first (26 percent), recreation center second and trails third. Youth ranked recreation center first (23 percent), followed by teen center and aquatic center/pool. • Three of four adults surveyed (76 percent) rated an indoor recreation center as necessary or very necessary, while nine of 10 youth surveyed gave the same responses. Asked what activities would be needed in a recreation center, adults said basketball, aerobics/exercise and swimming while youth said basketball, swimming and soccer. • Regarding user fees, a monthly charge of between $20 and $25 per individual or between $30 and $40 per family marked the point at which a majority of adults were opposed or strongly opposed. • About 80 percent of adults and 85 percent of teens said a teen center should have both social and athletic activities. • Concerning the teen center, 59 percent of adults said it is important or very important to begin immediate construction. Additionally, 61 percent supported or strongly supported construction based on an estimated cost of $1 million. However, support declined to 45 percent when informed that construction of the teen center could delay construction of a recreation center by a few years. Mr. Turco confirmed with the Board that he would be presenting the survey results to the City Council on Tuesday, October 3. Community Services Director Kevin Hugman commented that in order to determine how to fund a recreation center, staff would need to come up with an idea of what it will take to staff a facility and what the operational cost would be. He stated that staff needed to know from City Council what percentage of those costs needed to be recovered through user fees. Based on that percentage staff would be better able to determine how much would be needed from SPDC or the City's general fund to fund the remaining operational costs. Board members agreed that it would likely take a combination of all three (SPDC, general fund, and user fees), to fund the operations of the facility. Mr. Hugman stated that a conceptual design plan would have to be done in order to determine what kind of operational costs would be involved. Deputy Director Steve Polasek commented that staff would hire an architect to do the conceptual plan, which is basically a floor plan/layout. He stated that after a conceptual design is developed staff would work on an operational plan and a recreational plan. Mr. Hugman stated that staff anticipates having the operation plan completed by summer of 2001 at this point staff would be prepared to make a recommendation to the SPDC Board as to how to proceed with funding. Mr. Hugman commented that if everything went as planned, final MINUTES OF SPDC MEETING SEPTEMBER 25, 2000, PAGE 2 OF 4 design/engineering would be completed in FY 2001-02 and construction would begin (and probably be completed) in FY 2002-03. Agenda Item Nos. 6A Public Hearing on impending Park related projects and 6B Approval of long range Parks Capital Improvements Plan including FY 2000-2001 Capital Improvements Budget. Director Hugman commented that the only changes to the CIP budget from last meeting included an additional $393,750 total available funds that was from additional bond proceeds that were realized from the sell of the junior lien bonds. He commented that staff also added in a reserve fund line item equal to 6% of projected expenditures (deducted the land acquisitions out and then took 6% of the projects themselves and put it in as a contingency fund) for each of the CIP years. Board member Potter suggested that staff use some of the contingency to balance out the budget in FY 2002-03. Board members agreed. Deputy Director Steve Polasek commented that the Board might wish to put more money into the recreation center. He explained that we are now considering a center that would incorporate additional features based on the elimination of a separate teen center i.e., separate entrance for teens, special components geared toward teens, etc. Staff recommended reallocating the $300,000 from the teen center line item to the recreation center and also backing out enough funds to eliminate the negative balance shown in FY 2002-03. Board President Kendall expressed concern that several parks do not have a funding source in the CIP, i.e., Noble Oaks, Koalaty, etc. Ms. Berman pointed out however that these parks are being used and serve other needs such as for soccer and softball practice. The Board agreed that at this time construction of a recreation center was more important. Ms. Kendall agreed as long as there was some flexibility to also address the cost on the irrigation issues at Bicentennial Park. Staff commented that proceeds from the Coke fund could be used to address the irrigation cost. The Board asked that Finance Director Sharen Elam provide more information on the total proceeds and how that works into the CIP each year. The Board also recommended eliminating the funding for Chesapeake aeration and pavilion and use the funds to hire maintenance workers for this budget year - as many as this would allow. A Public Hearing for Item Nos. 6A Impending park projects and 6B CIP Plan and Budget was called: There were no comments from the audience during the Public Hearing. Motion was made to approve the CIP Plan and Budget with changes as discussed. Motion: Potter Second: White Ayes: Berman, Kendall, Potter, Stephens, White Nays: none Approved: 5-0 MINUTES OF SPDC MEETING SEPTEMBER 25, 2000, PAGE 3 OF 4 Agenda Item No. 7B. Sales Tax Report. There were no concerns or questions from the Board on this item. Agenda Item No. 7C. Project Status Report. There were no concerns or questions from the Board on this item. Agenda Item No. 8. Adjournment. Motion was made and carried to adjourn the meeting at 8:15 p.m. President Ronnie Kendall ATTEST: 17o~;n Kim ush Ex utive Secretary MINUTES OF SPDC MEETING SEPTEMBER 25, 2000, PAGE 4 OF 4