2011-09-12 Parks Board PacketCITY OF
SOUTHLAKE
MEMORANDUM
August 30, 2011
TO: Parks and Recreation Board Members
FROM: Chris Tribble, Director of Community Services
SUBJECT: Agenda Item Comments for the Parks and Recreation Board
Meeting — Monday, September 12, 2011 at 6:30 p.m.
The regular Parks Board meeting will begin at 6:30 p.m. in Southlake Town
Hall, City Council Chambers, following the Southlake 2030 Parks, Recreation
and Open Space Master Plan Committee meeting at 5:00 p.m. A light meal will
be available at 4:30 p.m.
Please let staff know if you will not be able to attend this meeting
{icarpenter(a)ci. southlake. tx. us or 817. i48. 8184). Thank you.
Agenda Item No. 2A. Consent: Approve minutes from the regular Parks
and Recreation Board meeting held August 8, 2011. If you have
corrections to these meeting minutes, please make it part of the motion for
consideration.
2. Agenda item No. 2B, Consent: Approve minutes from the ioint Southlake
Parks Development Corporation and Parks and Recreation Board meeting
held August 8, 2011. If you have corrections to these meeting minutes,
please make it part of the motion for consideration.
3. Aaenda Item No. 2C. Consent: Absence of Parks and Recreation Board
Members — The Board will consider the absence of Park Board member
John Slocum from the August 8, 2011 regular Parks Board and the joint
SPDC/Parks Board meetings. A copy of the Attendance Report is in your
packet.
4. Aaenda Item No. 2D. Consent: Am)oint Parks Board member to serve on
the Joint Utilization Committee -- In May, the term for Joint Utilization
Committee (JUC) Park Board representative Sherry Berman expired
making it necessary to appoint a new representative for a two-year term to
serve until May 2013.
JUC was formed in 1993 as a partnership between the City of Southlake
and the Carroll Independent School District to focus on sharing services
and/or facilities to save taxpayers of Southlake in the most efficient way.
Resolution No. 93-42 charged the committee with the responsibility of
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability o Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — September 12, 2011 at 6:30 p.m.
Page 2 of 3
exploring opportunities and methodologies of entering into joint use
projects between the City and Carroll 1SD. JUC meets on the second
Thursday of every month at 6:00 p.m. in Town Hall.
It is appropriate to note that while the Chair of the Parks Board reserves
the right to appoint a member to serve on the JUC, the Parks and
Recreation Board has traditionally endorsed the selection through a formal
motion following the selection.
5. Agenda Item No. 3. Public Forum: This is the public's opportunity to
address the Board about non -agenda items. During this proceeding it is
important that the Board not deliberate (discuss among yourselves) or
take action on any item brought up at this time. The Boards` options during
this topic are 1) to listen, 2) ask questions and respond to the presenter
only, 3) request staff to look into the issue and report back to the Board
and/or 4) request that the Chair put the item on a future agenda for the
Board to discuss or consider.
6. Agenda Item No. 5A. Discussion: Construction Management Report — The
Community Services Department Construction Management Report is
included in your packet. Please contact Director Tribble if you have any
questions regarding the report.
7. Agenda Item No. 5B. Discussion: Southlake 2030 Plan Components
Update -- The purpose of this agenda item is to allow for a discussion on
the progress of the various components of the Southlake 2030 Plan.
8. Agenda Item No. 5C. Discussion: Safety Town Update — The purpose of
this agenda item is to allow for an update on the Safety Town project.
9. Agenda Item No. 5D. Discussion: Bob Jones Nature Center & Preserve
Update — The purpose of this agenda item is to allow for an update on the
Bob Jones Nature Center & Preserve.
10. Agenda Item No. 5E. Discussion: Joint UtilizationCommittee Update —
The purpose of this agenda item is to allow for an update on the Joint
Utilization Committee.
OTHER ITEMS OF INTEREST
11. City Council Action — The following park -related action items were
considered by City Council at the August 1, August 2, August 16, and
August 23, 2011 meetings:
City of Southlake Values:
Integrity ♦ Innovation Accountability o Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — September 12, 2011 at 6:30 p.m.
Page 3 of 3
Approved a Facilities Utilization Agreement with Dragon
Youth Football
Approved two 25-year lease agreements with the Secretary
of Army, US Army Corps of Engineers, for 448 acres and
129.7 acres of land adjacent to Bob Jones Park
Approved Change Order No. 15 with Dean Electric, Inc. in
the amount of $55,221.21 for Bicentennial Park Phase I and
ratified Change Order Nos. 1-14, in the amount of
$230,847.06
12. Bicentennial Park Grand Opening — The Grand Opening Ceremony and
Ribbon Cutting for Phase I of the Bicentennial Park remodeling project will
be held Saturday, September 17, 2011 at_9:00_a.m. in Bicentennial Park
(450 West Southlake Boulevard entrance to parking lot). This event is a
milestone in our community because it represents the moment when our
vision and years of planning and preparation take shape and come to life
for this park. We hope you can be there to help us celebrate!
As always, we appreciate your commitment and service to the City.
Chris Tribble
STAFF CONTACT INFORMATION:
Telephone — (817) 748-8203
Facsimile — (817) 748-8027
1400 Main Street, Suite 210, Southlake, TX 76092
Chris Tribble, Director of Community Services, 817-748-8021, (ctribble@ci.southlake.tx.us)
Candice Sanders, Assistant to the Director, 817-748-8311; (csanders@ci.southlake.tx.us)
Kah Happold, Deputy Director of Community Services, 817-748-8018, (khappold@ci.southlake.tx.us)
Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184; (Icarpenter@ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence o Teamwork
CITY OF
SOUT"HLAKE
PARKS AND RECREATION BOARD MEETING
Monday, September 12
6:30 p.m.
LOCATION: Southlake Town Hall -- Council Chambers
1400 Main Street
Southlake, Texas
REGULAR AGENDA:
1. Call to order
2. Consent:
A. Approve minutes from the regular Parks and Recreation Board meeting
held August 8, 2011
B. Approve minutes from the joint Southlake Parks Development and Parks
Board meeting held August 8, 2011
C. Absence of Parks and Recreation Board members
D. Appoint Parks Board member to serve on the Joint Utilization
Committee
3. Public Forum
4. Discussion:
A. Construction Management Report
B. Southlake 2030 Plan Components Update
C. Safety Town Update
D. Bob Jones Nature Center & Preserve Update
E. Joint Utilization Committee Update
6. Adjournment
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — September 12. 2011
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 September 9, 2011 by 6:00 p.m. pursuant to Chapter 551 of the
Texas Government Code.
Alicia Richardson, TRMC
City Secretary
If you plan to attend this public meeting and have a disability that requires special needs, please advise
the City Secretary 48 hours in advance at 817,748,8016 reasonable accommodations will be made to
assist you.
City of Southlake Values:
Integrity 1 Innovation ♦ Accountability 4 Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAK.E
PARKS AND RECREATION BOARD MEETING: August 8, 2011
LOCATION: Southlake Town Hall — Council Chambers
1400 Main Street
Southlake, Texas
TIME: 6:00 p.m.
Parks and Recreation Board Members present: Vice -Chairman Tina Wasserman,
Secretary Margaret Adams, and Board Members Sherry Berman, Elaine Cox and Gregg
Formella
Parks and Recreation Board Members absent: Chairman John Slocum
Staff present: Director of Community Services Chris Tribble, Deputy Director Kari Happold,
and Assistant to the Director Candice Sanders
Agenda Item No. 1. Call to Order
Vice Chair Wasserman called the meeting of the Parks and Recreation Board to order at 6:05
p.m.
Agenda Item No. 2A. Consent: Approve minutes from the Parks and Recreation Board
meeting held June 13, 2011
There were no corrections to the minutes.
Agenda Item No. 213. Consent: Absence of Parks and Recreation Board members
There were no absences to consider at this meeting.
A motion was made to approve the Consent Agenda with the meeting minutes as presented.
Motion: Cox
Second: Berman
Ayes: Adams, Berman, Cox, Formella and Wasserman
Nays: None
Abstain: None
Approved: 5-0
Motion Carried.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-1
Unofficial Minutes of the August 8, 2011 Parks & Recreation Board Meeting at 6:00 p.m.
Page.2 of 3
Agenda Item No. 3. Public Forum.
This is the public's opportunity to address the Board about non -agenda items. No one
addressed the Board during Public Forum at this meeting.
Agenda Item No. 4A. Consider: Recommendation to City Manager regarding request for
variance to allow wine at the Bob Jones Nature Center & Preserve during the Bob Jones
Nature Center Board of Directors annual fundraising event Naturally Sweet for 2011
and 2012 -- Director Tribble presented the variance to allow alcohol at the Bob Jones Nature
Center & Preserve for the Bob Jones Nature Center Organization's annual fundraiser,
Naturally Sweet, in November 2011 and 2012. The provisions to allow the variance and the
requirements of the organization were presented. The Parks Board discussed this item.
Emily Galpin, 1481 Post Oak Drive, Southlake, and executive director of the Bob Jones Nature
Center Organization, responded to questions from the Board and presented information.
A motion was made to recommend approval of the request for a variance to allow wine at the
Bob Jones Nature Center & Preserve during the Bob Jones Nature Center Board of Directors
annual fundraising event, Naturally Sweet, for 2011 and 2012.
Motion: Cox
Second: Formella
Ayes: Adams, Berman, Cox, Formella and Wasserman
Nays: None
Abstain: None
Approved: 5-0
Motion Carried.
Acienda Item No. 5A. Discussion. Construction Management Report
The August Construction Management Report was distributed in the meeting packet. Staff
responded to questions regarding Koalaty Park irrigation. The City is following current water
conservation restrictions. Negotiations to access the property to install a sidewalk along the
property on Carroll Avenue from the middle school to Estes Park are currently at a standstill.
Agenda Item No. 5113. Discussion: Board Member and Staff Communication
Park Board members were encouraged to contact Director Tribble via email at
ctribble d�ci.southlake.tx.us or cell phone concerning any park issues so staff can be more
responsive to our residents.
Agenda Item 6. Adjournment:
A motion was made to adjourn the meeting at 6:34 p.m.
Motion: Cox
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence o Teamwork
2A - 2
Unofficial Minutes of the August 8, 2011 Parks & Recreation Board Meeting at 6:00 p.m.
Page 3 of 3
Second: Formella
Ayes:
Adams, Berman, Cox, Formella and Wasserman
Nays:
None
Abstain:
None
Approved:
5-0
John Slocum
Chair, Parks & Recreation Board
Chris Tribble
Director, Community Services Dept.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-3
CITY OF
SOUTHL .PEKE
JOINT SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND
RECREATION BOARD MEETING: AUGUST 8, 2011
LOCATION: 1400 Main Street, Southlake, Texas
Council Chambers in Town Hall
Southlake Parks Development Corporation Board Members present: President Carolyn
Morris, Vice -President Pamela A. Muller, Secretary Al Zito, and Board Members Sherry
Berman and Jeff Wang.
Southlake Parks Development Cor oration Board Members absent: Board Member John
Slocum.
Parks and Recreation Board Members_ _present: Vice -Chairman Tina Wasserman,
Secretary Margaret Adams, and Board Members, Sherry Berman, Elaine Cox, and Gregg
Formella.
Parks and Recreation Board Members absent: Board Member John Slocum.
Staff present: Assistant City Manager 1 Director of Public Safety Jim Blagg, Director of
Community Services Chris Tribble, Deputy Director of Community Services Kari Happold,
Assistant to the Director Candice Sanders, Director of Finance Sharen Jackson and Deputy
City Secretary Tara Brooks.
Agenda Item No. 1. Call to order. President Morris called the meeting of the Southlake Parks
Development Corporation to order at 5:09 p.m.
Agenda Item No. 2A. Reports: Introduction and Oath of Office for reappointed Southlake
Parks Development Corporation members. The Oaths were preformed prior to the meeting.
Agenda Item No. 3A. Approval of the minutes from the April 5 2011 Southlake Parks
Development Corporation meeting.
Motion was made to approve the minutes from the April 5, 2011 Southlake Parks
Development Corporation meeting.
Motion:
Berman
Second:
Muller
Ayes:
Zito, Berman, Muller, Morris
Nays:
None
Abstains:
Wang
Approved:
4-0
Joint Southlake Parks Development Corporation and Parks and Recreation Board
Meeting Minutes —August 8, 2011
2B-1
Agenda Item No. 3B. Approval of the minutes from the May 17 2011 special Southlake Parks
Development Corporation meeting.
Motion was made to approve the minutes from the May 17, 2011 special Southlake Parks
Development Corporation meeting.
Motion:
Berman
Second:
Muller
Ayes:
Berman, Muller, Wang, Zito, Morris
Nays:
None
Approved:
5-0
After the vote, Board Member Berman mentioned that she was not at the May 17, 2011 and
did not want to vote on this item after all. The Board retook the vote.
Motion was made to approve the minutes from the May 17, 2011 special Southlake Parks
Development Corporation meeting.
Motion:
Zito
Second:
Muller
Ayes:
Muller, Wang, Zito, Morris
Nays:
None
Abstains:
Berman
Approved:
4-0
Agenda Item No. 3C. Approval of the minutes from the June 21 2011 special Southlake
Parks Development Corporation meeting Board Member Muller stated that she was at the
meeting, but arrived late.
Motion was made to approve the minutes from the June 21, 2011 special Southlake Parks
Development Corporation meeting, noting that Board Member Muller arrived late.
Motion:
Muller
Second:
Wang
Ayes:
Muller, Wang, Berman, Morris
Nays:
None
Abstains:
Zito
Approved:
4-0
Agenda Item No. 4. Public Forum. No one spoke during the public hearing.
Vice -Chairman Wasserman called the meeting of the Parks and Recreation Board to order at
5:14 p.m.
Agenda Item No. 5A. Recommendation on proposed FY 2012 SPDC O erating Budget.
Director Tribble presented this item and answered questions.
Joint Southlake Parks Development Corporation and Parks and Recreation Board
Meeting Minutes -- August 8, 2011
2B - 2
The Board discussed this item.
No one spoke during the public hearing.
Motion was made to approve proposed SPDC FY 2012 Operating Budget.
Motion:
Berman
Second:
Zito
Ayes:
Wang, Zito,
Nays:
None
Approved:
5-0
Berman, Muller, Morris
Agenda Item No. 5B. Recommendation on proposed FY 2012-2016 SPDC Capital
Improvement Plan and _FY2012 Capital Budget. Director Tribble presented this item to the
Boards. Director Tribble and Director Jackson answered questions.
The SPDC and Parks and Recreation Board discussed this item.
No one spoke during the public hearing.
Motion was made for the Parks and Recreation Board to recommend approval of the proposed
FY 2012-2016 SPDC Capital Improvement Plan and FY 2012 Capital Budget, including the
$300,000 in 2013 SPDC Matching Funds will be moved to the multi -purpose facility project to
total $1,000,000 dollars, the SPDC Matching Funds will have a minimum fund balance of
$200,000 each year, and moving the $200,000 in FY 2016 SPDC Matching Funds to
Bicentennial Park Phase III.
Motion:
Berman
Second:
Cox
Ayes:
Formella, Berman, Adams, Cox, Wasserman
Nays:
None
Approved:
5-0
Motion was made for the Southlake Parks Development Corporation to approve the proposed
FY 2012-2016 SPDC Capital Improvement Plan and FY 2012 Capital Budget with the
following changes: SPDC Matching Funds will be maintained at a $200,000 fund balance for
upcoming years; the $300,000 budget for FY 2013 Matching Funds be reallocated to the
multipurpose community facility for a total of $1,000,000 for FY 2013; and for FY 2016
$200,000 that is in SPDC Matching Funds is reallocated to Bicentennial Park Phase III to bring
that to a $1,000,000 allocation.
Motion: Zito
Second: Muller
Ayes: Zito, Berman, Muller, Wang, Morris
Nays: None
Approved: 5-0
Joint Southlake Parks Development Corporation and Parks and Recreation Board
Meeting Minutes —August 8, 2011
MI-Im
Vice Chairman Wasserman and President Morris adjourned the meeting 6:04 p.m.
ATTEST:
Tara Brooks
Deputy City Secretary
Tina Wasserman
Vice Chairman
Carolyn Morris
President
Joint Southlake Parks Development Corporation and Parks and Recreation Board
Meeting Minutes — August 8, 2011
F
CITY OF
SOUT'HLAKE
MEMORANDUM
August 10, 2011
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Absence of Parks and Recreation Board Member(s) — Standing
Agenda Item
Action Requested: Park Board consideration of the absence of Park Board
member John Slocum from the August 8, 2011 regular Parks
Board and the joint SPDC/Parks Board meetings.
Background
Information: The "Absence Policy for Parks and Recreation Board"
adopted July 12, 2004 provides a mechanism for
consideration of absences of Board members from regular or
special Park Board meetings. This item is listed as a
standing item on meeting agendas.
Financial
Considerations: None
Strategic Link: NIA
Citizen Input/
Board Review: Park Board approved the Absence Policy at the July 12,
2004 meeting.
Legal Review: NIA
Alternatives: Any commentary as appropriate.
Supporting
Documents: Attendance Log
Staff
Recommendation: Park Board consideration of the absence of John Slocum
from the August 8, 2011 regular Parks Board and Joint
SPDC/Parks Board meetings.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
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CITY OF
SOUTHLA E
MEMORANDUM
August 24, 2011
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Appoint Parks and Recreation Board member to serve on the
Joint Utilization Committee
Action Requested: Selection of Parks Board member to serve on the Joint
Utilization Committee.
Background
Information: Article 1 of the Procedures of the City of Southlake and
Carroll I.S.D. Joint Utilization Committee (JUC) state that a
total of seven voting committee members shall serve on the
Committee for a two-year term from July 1 through June 30.
Three members will be appointed by the City Council, three
members will be appointed by the C.I.S.D. Board of
Directors and one member will be selected by the Parks and
Recreation Board chair.
JUC was formed in 1993 as a partnership between the City
of Southlake and the Carroll Independent School District to
focus on sharing services and/or facilities to save taxpayers
of Southlake in the most efficient way. Resolution No. 93-42
charged the committee with the responsibility of exploring
opportunities and methodologies of entering into joint use
projects between the City and Carroll ISD. JUC meets on the
second Thursday of every month at 6:00 p.m. in Town Hall.
With the expiration of the JUC term for Parks Board member
Sherry Berman, who was appointed to serve on JUC
September 14, 2009, it is necessary that a Joint Utilization
Committee representative from the Parks Board be
appointed by the Chair of the Parks Board.
It is appropriate to note that while the Chair of the Parks
Board reserves the right to appoint a member to serve on
the JUC, the Parks and Recreation Board has traditionally
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2D-i
Parks and Recreation Board
Meeting Date — September 12, 2011
Page 2 of 3
endorsed the selection through a formal motion and vote
following the selection.
Financial
Considerations: None
Strategic Link: This item is linked to the City's Strategy Map related to the
focus area of Partnerships and Volunteerism and meets the
corporate objectives to Actively Promote Opportunities for
Partnerships and Volunteer Involvement.
Citizen Input!
Board Review: The Park Board endorsement of selection by a formal motion
and vote at September 12, 2011 meeting
Legal Review: NIA
Alternatives: Any commentary as appropriate.
Supporting
❑ocuments: Copy Article I, "General Powers" of the Procedures of
the City of Southlake and Carroll I.S.D. Joint
Utilization Committee.
Staff
Recommendation: Chairman of the Parks and Recreation Board appoint a
member to serve on the Joint Utilization Committee for a two
year term, to expire May 2013.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2D-2
Parks and Recreation Board
Meeting Date — September 12, 2011
Page 3 of 3
PROCEDURES
OF THE
CITY OF SOUTHLAKE AND CARROLL I.S.D.
JOINT UTILIZATION COMMITTEE
ARTICLE I
GENERAL POWERS
1.01. The powers of the Southlake Joint Utilization Committee shall be to
develop and adopt for recommendation formal arrangements for the joint
use of C.I.S.D. and City of Southlake facilities and/or special projects.
1.02. The affairs of the committee shall be managed by its established
membership.
Number, Tenure and Qualifications
1.03. The number of Joint Utilization Committee members shall be seven (7)
from the following community bodies. Each member shall serve a two (2)
year term, from July 1 through June 30, except as noted below. (The initial
term is deemed to have commenced on July 1, 1993.)
Voting Committee Members
a.) Three (3) representatives appointed by the City Council of the City of
Southlake. Two (2) of which shall be members of the City Council.
b.) Three (3) representatives appointed by the Carroll I.S.D. Board of
Trustees. Any member appointed by the Board who is not a member of
the Board shall be a resident of the City.
c.) One (1) representative from the Parks & Recreation Board as selected
by the chair of the Board.
Ex-Officio Members
a.) One (1) ex-officio member from the Carroll I.S.D. staff shall be present
at each meeting of the Joint Utilization Committee.
b.) One (1) ex-officio member from the City of Southlake staff shall be
present at each meeting.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2D-3
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