2012-04-09 Parks Board PacketCITY OF
SOUTHLAKE
MEMORANDUM
April 4, 2012
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, April 9, 2012 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 &
Open Space / Facilities 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(c�ci.southlake.tx.us or 817.748.8184). Thank you.
1. Agenda Item No. 2A. Consent: Approve minutes from the regular Parks
and Recreation Board meeting held February 13, 2012. If you have
corrections to these meeting minutes, please make it part of the motion for
consideration.
2. Agenda Item No. 2B. Consent: Absence of Parks and Recreation Board
Members — All members of the Parks Board were present at the last
meeting held February 13, 2012; therefore, no action is required for this
agenda item. A copy of the Attendance Report is in your packet.
3. 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.
4. Aaenda Item No. 4A. Consider: Recommendation on Park Dedication
reauirements for Watermere South Villaae Develoament — A
recommendation on this item was tabled (7-0) at the February 13, 2012
Parks Board meeting to allow the developer to make revisions to their
proposal regarding actual park land acreage calculation and exact footage
for the trail distance. These changes are incorporated in the proposal for
your review at this time.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — April 9, 2012 at 6:30 p.m.
Page 2 of 4
The Watermere South Village development is located at Watermere Drive
and Union Church Road and includes 54 residential units. Based on the
City's Subdivision Ordinance, the total required park land dedication for
this development is 1.35 acres of public parkland or an alternative fee
payment of $162,000.
The developer proposes to satisfy the park dedication requirement by
dedicating 2.32 acres of public parkland to be maintained by the developer
and eventually by the HOA, by installing three (3) park benches along the
park trail as approved by the Park Department and the construction of
0.19 miles of concrete trail within the park. The total value of the proposed
land, park benches and trail is $305,979, which exceeds the park
dedication fee requirement of $162,000 by $143,979. Therefore the
developer is also requesting consideration of a $143,979 credit that may
be applied to a future park project to be developed by the same
owner/applicant (developer).
Additionally, the developer proposes to complete the parking lot on the
east side of Watermere Drive as requested by the Park Board at the
February 13, 2012 meeting.
The City Council will consider this item at an upcoming meeting. A copy of
the revised Watermere South Village park dedication worksheet and
support documents are attached to the agenda memo for your review.
5. Agenda Item No. 4B. Consider: Recommendation on SPDC Matching
Funds request from Southlake Carroll Lacrosse Association in the amount
of $92,700 for three scoreboards, three shade structures and three
scorer's tables — The purpose of this item is for the Parks Board to review
and make a recommendation to SPDC and City Council regarding a
request by the Southlake Carroll Lacrosse Association (SCLA) for 100%
participation of SPDC matching funds for half the cost of scoreboards,
shade structures and scorer's tables that have been installed at the North
Park facility at a total cost of $185,400. SCLA proposes to contribute half
the cost ($92,700) with no request for in -kind service matching.
Generally requests for matching funds are to be approved prior to a
project being undertaken or for the following fiscal year. However this
request was suspended until after revisions to the SPDC Matching Funds
Policy were approved by City Council on March 20, 2012 and is now
presented for board consideration. The SCLA Board ratified their
commitment to provide matching funds and authorized payment of
$92,700 at their board meeting held March 25, 2012.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — April 9, 2012 at 6:30 p.m.
Page 3 of 4
According to the newly adopted SPDC Matching Funds Policy, Park Board
shall consider the request on a project -by -project basis and make a
recommendation to SPDC and City Council based upon the following:
✓ The extent to which the project is consistent with the overall
intended use of the City's parks and recreation system as per the
adopted Parks, Recreation & Open Space/Community Facilities
Master Plan;
✓ The evaluation criteria:
• Is the project linked to the City's Strategy Map?
• Is the project linked to the Focus Areas and Objectives of the
City's Strategy Map?
• Is the project related to a currently funded CIP project?
• Is the project related to a project in the adopted 5-year CIP?
• Does the project benefit Southlake residents?
• Does the project enhance a current parks and recreation system
asset?
• Does the project assist with the acquisition of a capital purchase?
• Does the project have a useful life of at least (5) years?
• Does the project accelerate the completion of a CIP or Parks,
Recreation & Open Space/Community Facilities Master Plan
project?
✓ The overall benefit of the project to Southlake residents
Available SPDC matching funds for the project will be part of SPDC's
recommendation and is not necessary by the Parks Board per the new
Policy.
SPDC will consider the request April 17, 2012, followed by City Council on
May 1, 2012.
A representative from SCLA may be present at the meeting to respond to
any questions from the Park Board.
6. Agenda Item No. 5A. Discussion: Construction Management Report — The
Community Services Department Construction Management Report is
included in your packet. Please contact me if you have any questions
regarding the report.
7. Agenda Item No. 5B. Discussion: Southlake 2030 Plan Components
Update — This is a standing agenda item to allow for discussion on the
progress of the various Parks & Recreation related components of the
Southlake 2030 Plan, the Mobility Plan, Youth Plan and Parks Recreation
& Open Space -Community Facilities Master Plan. No packet documents.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — April 9, 2012 at 6:30 p.m.
Page 4 of 4
8. Agenda Item No. 5C. Discussion: Joint Utilization Update — Standing
agenda item. No packet documents. On April 3, 2012 City Council meeting
approved Ordinance No. 1029 to repurpose the Joint Utilization
Committee (JUC) per the direction of the City Council and CISD School
District to redefine the membership of JUC to be the full members of the
City Council and School District Board Trustees.
9. Agenda Item No. 5D. Discussion: Miracle Field Update — Standing agenda
item. No packet documents.
OTHER ITEMS OF INTEREST
10. City Council Action — The following park -related action items were
considered by City Council at the March 6, March 20 and April 3 meetings:
• Approved Resolution No. 12-020, appointing Sherry Berman
and Lori Palmer to the Southlake 2030 Mobility Committee to
replace John Slocum. (4/3/12)
• Approved a Southlake Tennis Center Management
agreement with Stephen and Mia Poorman, dba Roxy
Tennis LLC (4/3/12)
• Approved the SPDC Matching Funds Policy revisions
(3/20/12)
11. FYI, a copy of the SPDC Matching Funds Policy, approved (6-0) by City
Council March 20 and approved (7-0) by SPDC on March 6, 2012 is
included in your packet.
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 Edmondson, Assistant to the Director, 817-748-8311; (csanders@ci.southlake.tx.us)
Kari Happold, Deputy Director of Community Services, 817-748-8018, (khappold@ci.southlake.tx.us)
Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184; (Iarpenter@ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
Monday, April 9, 2012
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 February 13, 2012
B. Absence of Parks and Recreation Board members
3. Public Forum
4. Consider:
A. Recommendation on Park Dedication requirements for Watermere
South Village
B. Recommendation on SPDC Matching Funds request from Southlake
Carroll Lacrosse Association in the amount of $92,700 for three
scoreboards, three shade structures and three scorer's tables
5. Discussion:
A. Construction Management Report
B. Southlake 2030 Plan Components Update
1. 2030 Mobility Plan
2. 2030 Youth Plan
3. 2030 Parks, Recreation & Open Space/Community Facilities Master
Plan
C. Joint Utilization Update
D. Miracle Field Update
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — April 9, 2012 at 6:30 p.m.
Page 2 of 2
6. Adjournment
CERTIFICATE
hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400
Main Street, Southlake, Texas, on Thursday, April 5, 2012 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 ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING: February 13, 2012
LOCATION: Southlake Town Hall — Council Chambers
1400 Main Street
Southlake, Texas
TIME: 6:30 p.m.
Parks and Recreation Board Members present: Chairman John Slocum, Vice -Chairman
Tina Wasserman, Secretary Margaret Adams, and Board Members Sherry Berman, Elaine
Cox, Gregg Formella and Lori Palmer
Parks and Recreation Board Members absent: None
Staff present: Director of Community Services Chris Tribble, Deputy Director Kari Happold
and Assistant to the Director Candice Edmondson, Recreation Superintendent Steve Moore
and Deputy Director Kerry McGeath (arrived 8:26 pm)
Agenda Item No. 1. Call to order. Chairman Slocum called the meeting of the Parks and
Recreation Board to order at 7:11 p.m.
Agenda Item No. 2. Consent
A. Approve minutes from the regular Parks and Recreation Board meeting
held January 9, 2012 — No corrections to the minutes.
B. Absence of Parks and Recreation Board members — There were no absences
for the Board to consider at this meeting.
A motion was made to approve the meeting minutes as presented.
Motion:
Cox
Second:
Formella
Ayes:
Adams, Berman, Cox, Formella, Palmer, Slocum and Wasserman
Nays:
None
Abstain:
None
Approved:
7-0
Motion Carried
Agenda Item No. 4. Public Forum. No one was present during Public Forum to address the
Parks Board at this meeting.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A - 1
Minutes of the February 13, 2012 Parks Board Meeting
Page 2 of 3
Agenda Item No. 4. Consider:
A. Recommendation on Park Dedication requirements for Watermere South
Village — Director Tribble presented the proposal for Watermere South Village, a
54 residential unit development located at Watermere Drive and Union Church
Road. The total required park land dedication is 1.35 acres of public park land or
an alternative fee payment of $162,000. Watermere South Village proposed to
satisfy the park dedication requirement by dedicating 2.47 acres of public park
land and installing 0.2 miles of concrete trail in the park at an approximate value
of $322,800. However, upon further discussion, the exact acreage of park land
and trail distance could not be confirmed by the developer at this meeting, so the
Board favored tabling the item until the March meeting to allow the developer
time to provide exact footage for the trails and actual park land acreage
calculations.
Developer Rick Simmons, Watermere at Southlake, 3110 W. Southlake Blvd.,
was present and responded to questions.
Some suggestions made by the Board to the developer were to place parking
signs on Watermere Drive until the parking lot is complete, install benches in the
park area, include mileage markers for the trail, and make modifications to the
developer's proposal letter.
A motion was made to Table this item until the March meeting.
Motion:
Berman
Second:
Wasserman
Ayes:
Adams, Berman, Cox, Formella, Palmer, Slocum and Wasserman
Nays:
None
Abstain:
None
Approved:
7-0
Motion Carried
The Board moved Agenda Item 5A from the regular agenda sequence.
Agenda Item 5. Discussion:
A. Recreation and Athletic Participation Report — Recreation Superintendent
Steve Moore presented statistics on athletic programs and information about the
recreation programs.
enda Item No. 4. Consider: (continued)
B. Recommendation on SPDC Matching Fund Policy Revisions — Director
Tribble presented the SPDC Matching Funds Policy and answered questions
from the Board. The Board discussed the proposed Policy.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-2
Minutes of the February 13, 2012 Parks Board Meeting
Page 3 of 3
A motion was made to approve the SPDC Matching Funds Policy revisions as
presented.
Motion: Berman
Second: Formella
Ayes: Adams, Berman, Cox, Formella, Palmer, Slocum and Wasserman
Nays: None
Abstain: None
Approved: 7-0
Motion Carried
Board member Berman left the meeting at 8:40 p.m.
Agenda Item No. 5. Discussion:
B. Construction Management Report — The Construction Management Report
was distributed in the meeting packet. Staff answered Board inquiries about
Bicentennial Park and North Park.
C. Southlake 2030 Plan Components Update — A brief update was provided.
D. Bob Jones Nature Center & Preserve Update — A brief update was provided.
Management contract is still in negotiation.
E. Joint Utilization Committee Update — A brief update was provided about
modifying the Joint Utilization Committee. Specific changes to committee
configuration will be finalized at upcoming Council meeting.
F. Miracle Field Update — An update was provided. The non-profit corporation has
been finalized. The organization is investigating turf options.
Agenda Item 6. Adjournment:
A motion was made to adjourn the meeting at 8:50 p.m.
Motion:
Cox
Second:
Palmer
Ayes:
Adams, Cox, Formella, Palmer, Slocum and Wasserman
Nays:
None
Abstain:
None
Approved:
6-0
Motion Carried
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
SOUTHLAKE
MEMORANDUM
February 21, 2012
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: There is no action requested for this item as all Park Board
members were present at the last meeting held February 13,
2012.
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: N/A
Citizen Input/
Board Review: Park Board approved the Absence Policy at the July 12,
2004 meeting.
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: Attendance Log
Staff
Recommendation: No action required.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2B- 1
2012
Meeting Dates:
Parks
& Recreation
Board
Meetings
Attendance
Meeting Length
ine Cox
•� Margaret Adams
Sherry Berman
Tina Wasserman
Gregg Formella
Lori Palmer
Notes:
P =
Present
A =
Absent
\ =
Not Active
X = Cancelled
AP
= Appointed
* =
Term Expired
R =
Resigned
C =
Meeting Canceled
Notes: The Parks Board meetings were preceded by the 2030 PROS-CF Master Plan Committee
meeting.
2B-2
CITY OF
SOUTHLAKE
MEMORANDUM
April 3, 2012
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation on Park Dedication Requirements for Watermere
South Village Development
Action
Requested: Review and recommendation on park dedication requirements for
the Watermere South Village development.
Background
Information: This item was tabled (7-0) at the February 13, 2012 Park Board
meeting to allow developer Rick Simmons to confirm the actual
park land acreage calculation and exact footage for the trail
distance. Suggestions were also made by the Board at that meeting
regarding completion of the parking lot, installation of benches in
park areas and modifications to the developer's proposal letter.
These changes are incorporated into the revised proposal from the
developer, which is attached to the memo.
The Watermere South Village development is located at Watermere
Drive and Union Church Road and includes 54 residential dwelling
units.
The City's Subdivision Ordinance, specifically Article VII, Park and
Recreation Dedication Requirements, requires a developer to
dedicate 1 acre of park land for every 40 residential dwelling units
to satisfy it's Park Dedication Requirement.
This proposed 54 unit residential development requires the
dedication of 1.35 acres of park land. The required park dedication
acreage for this development is determined by dividing the number
of residential dwelling units 54 by 40 = 1.35 acres.
The Article VIl also allows for a park dedication fee payment option,
in lieu of the park land dedication. The park dedication fee is
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A - 1
Parks and Recreation Board Meeting Date — April 9, 2012
Page 2 of 4
determined by multiplying the number of residential dwelling units
by $3,000.
This proposed 54 unit residential development would require a fee
payment option of $162,000. The fee payment option for this
development is determined by multiplying the 54 residential
dwelling units by $3,000 = $162,000.
Watermere South Village revised proposal is to satisfy the park
dedication requirement by dedicating 2.32 acres of park land on the
west side of Watermere Drive (see attached rendering), and
installing 0.19 miles of concrete trail in the park.
Watermere South Village also proposes that the 2.32 acres of
proposed park land be made public park, and be maintained by the
developer, and eventually, an established home owners
association, in perpetuity.
Watermere South Village revised proposal includes installation of
three (3) park benches in locations spread out along the walking
trail as approved by the park department and requested by the Park
Board at the February 13, 2012 meeting.
Watermere South Village revised proposal includes completion of
the parking lot located on the east side of Watermere Drive as
requested by the Park Board at the February 13, 2012 meeting.
Any parking lot cost allocation will be calculated with future South
Village development.
Watermere South Village revised proposal suggests a total value of
$305,979 for the public park land dedication, park benches and the
trail. Those calculations are as follows:
Dedicated as Public:
2.32 acres of public park land dedication $278,400
3 park benches 2,499
0.19 miles of concrete trail w/in the park $ 25,080
$305,979
The value of the proposed park dedication and trail exceed the
$162,000 required value. As such, the developer requests
consideration of a $143,979 credit that may be applied to a future
park project to be developed by the same owner/applicant
(developer).
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-2
Parks and Recreation Board Meeting Date — April 9, 2012
Page 3 of 4
Total Credit Requested $305,979
Required Park Dedication $162,000
Credit Requested by Developer $143,979
The item for consideration by the Board is:
• a recommendation on the acceptance of the proposed
dedication of 2.32 acres of park land that would be
maintained in perpetuity initially by the developer, and
subsequently by an established home owners association
• a recommendation on the granting of a credit balance of
$143,979 to be applied to a future park development by the
developer
Financial
Considerations: As described above.
Strategic Link: This item is linked to the City's Strategy Map related to the focus
area of Quality Development and meets the corporate objectives to
Provide Attractive and Unique Spaces for Enjoyment of Personal
Interests, and to Collaborate with Select Partners to Implement
Service Solutions.
Citizen Input/
Board Review: Park Board tabled recommendation (7-0) at February 13, 2012
meeting.
Park Board to consider recommendation April 9, 2012.
City Council will consider developer agreement at an upcoming
meeting.
Legal Review: Not Applicable
Alternatives: Alternatives include:
• Board recommendation to accept the proposed park land
dedication as presented
• Board recommendation to accept the proposed park land
dedication with input as desired
• Board recommendation not to accept the proposed park land
dedication and require payment of the park dedication fee
Supporting
Documents: Supporting documents include the following:
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-3
Parks and Recreation Board Meeting Date — April 9, 2012
Page 4of4
• Revised proposal letter from Watermere South Village
• Watermere South Village Development revised Proposed
Park Dedication concept
• Park dedication worksheet
Staff
Recommendation: Staff recommends that the Board recommend acceptance of the
proposed park dedication of 2.32 acres OR that the Board require
the payment of the park dedication fee of $162,000 to satisfy the
Watermere South Village development park dedication
requirements.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-4
Para Dedication Works lee#
Project Name:
Is there a City Council approved Developers Agreement in place? + LCyC k
A. —
U
/� �L
is This a PUD? a':j
L+4—{�'1 tf L�L�,} �.
B. Project Park Seermc^ Area Type (see Plate 2, 2001 Park Master Plan);
(i) Exlstln Proposed (ti) Neighborhood Park Community Park
C. Pro ect rs Residential (go to line D)
City Park
or Non-residential (go to line E)
1. Resldenlral: Number of new dwelling units+_
E. Nan resJdenhal Number of gross project acres
F.. Credit for land dedlcalion, physical improvement, or amenities requested?
— Yes (fill out both line G (f) pr {ii) and worksheel below No (see tine G (i) or (if) only)
G. Dedication/Fee Calculation;
(i) Residential 1 acre per 40 dwelling units acres OR
dwelling units x $3,000 per dwelling unit = 5 project fees due
(li) Non-residential: 1 acre per 50 gross acres = acres OR
acres at $2,400 er gross acre = $ _
.. _ P, ,.9, . _ Project fees due
Expense Credit Worksheel
A B
C D
E
F
G N
-
Item
Units
Current
I Inventory
Joint Current
Use,I Deficiencv.1
Proposed
Proposed_
P11-1-1
TOTAL
Units
Value
50% max.
CREDIT
Land Dedication
1. Neighborhood Park Land
acres
70.8
1.2
2. Community1 CityPark Land
acres
238.7
0
�;
�1 U
3. Linear 1 Special Pur se Park Land
acres
26.6
9.4
''
4. Natural Area'
acres
396
P20
Aeficlvny landa,dsd IinclWeJ rH Useimrr,lodoss�lhay nnldediralnd[n[hecrly Jnml Vsaslawn lnrinin nnatin nal r -. ..,......_ ,.:..... _. .. .... ,.....:.._. Inrri'Q sec
Numirer .. ...,..__:. ............
nbe mclrai facrea ...
maunfs shorn In Hems shove
.... .._ .:........ - � ... .. ............ .
Facilides/Amenilles
5. Amphitheater
facility_1
6. Aquatics center
faculty
0
u dLLIFJY ua a siau stall
8. Baseball diam—f fvn,,/hi
IU. baseball Practice Area diamond 9 9
aGommunit
court outdoor court 3 3 1
lic each 182
te each
Cenler1Recreation Center lacilit 0 1
2
7. Horseshoe court
8. In -line hockey rink Ii hted
each
rink
1
1.
-1
9.:Lacrosse field
field
1
0. Nature Center
2
I. Pavilion
each
1.
11
2, Pee -Wee Football Field
field
1
3. Picnic shelter
each
10
-2
4. Picnic table
each
81
5. Playground
each
5
i. Senior Center
facility
1
A
39.
field
acllit 1
court 15
mile 0,5
mile 3,4
41 TOTAL CREDIT REQUESTED
of r
nghl column above}
42 REQUIRED FEE line G I or ii j ect Infor
{See 'Pro malron' section)
43. BALANCE _ _..
Excess only credited to at ro'ecls of Board and Council discretion
Slang ils mchasesl on Ham ill nrli� 141 bcvwl uluallyc clu o(uach�lhv Fehls wl, 1 .,yhe lipl tut nnd+ uccd ¢E pr7clic 19",c held mNl bier nvtnll numhm„ Slard dis 125tltlp . , ... riory,inlgn UBvr,aPra {n,InLnnoi JS 13tl0 w,Ifcrraren harden Nerlmo tlihrl rel w,lh -- - --- -
- _ -. Y y�ulhlncdnym B<ceniennml Pnrk per hl nslw pbn
I'wk I. Mid {)edlci lon Aplylicm IUII vfTeclivc 6-4-08 _ ft eyiScd W).07-1 1 dil0i've 2 of i
4A-7 C"IheliNe D@W7 June 41 200-8
CITY OF
SOUTHLAKE
MEMORANDUM
April 4, 2012
TO: Parks and Recreation Board
FROM: Chris Tribble, Director of Community Services
SUBJECT: Recommendation on SPDC Matching Funds request from
Southlake Carroll Lacrosse Association in the amount of
$92,700 for three scoreboards, three shade structures and
three scorer's tables
Action Requested: Park Board recommendation on SPDC Matching Funds
request from Southlake Carroll Lacrosse Association (SCLA)
in the amount of $92,700 for three scoreboards, three shade
structures and three scorer's tables installed at the three
multipurpose fields at North Park
Background
Information: This request was suspended until completion of the revised
SPDC Matching Funds Policy, which was approved by City
Council on March 20, 2012.
The SCLA request is unique in that SCLA is requesting to
participate with matching funds for amenities that the City
already deemed in the best interest of the City and
necessary for the park and installed during construction of
North Park. Matching fund requests are generally submitted
and approved for consideration for the following fiscal year
or for proposed projects.
SCLA has requested a 100% match of SPDC matching
funds in the amount of $92,700 for amenities that will
enhance the lacrosse program. Their request is for a cash
match and contains no in -kind services. Total cost of the
amenities is $185,400 and they include:
Three (3) scoreboards ($6,400 x 3 = $19,200)
Three (3) scorer's tables ($8,400 x 3 = $25,200)
Three (3) shade structures ($47,000 x 3 = $141,000)
If approved, a permanent plaque may be designated in the
park in recognition of SCLA's contribution through the SPDC
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4B-1
Parks and Recreation Board
Meeting Date — April 9, 2012
Page 2 of 4
Matching Funds Program as determined by the Director of
Community Services.
According to the newly adopted SPDC Matching Funds
Policy, Park Board shall consider a matching funds request
on a project -by -project basis, and make their
recommendation to SPDC and City Council based upon the
following:
✓ The extent to which the project is consistent with the
overall intended use of the City's parks and recreation
system as per the adopted Parks, Recreation & Open
Space/Community Facilities Master Plan (Sect. IV-D,
SPDC Matching Funds Policy);
✓ The evaluation criteria (Sect III -A, SPDC Matching Funds
Policy):
• Is the project linked to the City's Strategy Map?
• Is the project linked to the Focus Areas and
Objectives of the City's Strategy Map?
• Is the project related to a currently funded CIP
project?
• Is the project related to a project in the adopted 5-
year CIP?
• Does the project benefit Southlake residents?
• Does the project enhance a current parks and
recreation system asset?
• Does the project assist with the acquisition of a
capital purchase?
• Does the project have a useful life of at least (5)
years?
• Does the project accelerate the completion of a CIP
or Parks, Recreation & Open Space/Community
Facilities Master Plan project?
The overall benefit of the project to Southlake
residents (Sect. IV-D, SPDC Matching Funds Policy)
Staff has reviewed the project and concluded the SCLA
request meets the evaluation provisions provided above.
SPDC will consider the request April 17, 2012, followed by
City Council on May 1, 2012.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4113-2
Parks and Recreation Board
Meeting Date — April 9, 2012
Page 3 of 4
A representative from SCLA may be present at the meeting
to respond to any questions from the Park Board.
Financial
Considerations: Availability of SPDC matching funds for the project will be
reviewed when SPDC makes their recommendation to City
Council. The Park Board's consideration of the project is
based on the viability of the project itself to the overall use of
the City's parks and recreation system as per the adopted
Parks, Recreation & Open Space/Community Facilities
master Plan, the evaluation criteria and the benefit the
project is to Southlake residents. (Sect. Iv-D and F, SPDC Matching
Funds Policy).
An important benefit to approving the SCLA matching funds
request is that it would offset costs of the amenities the City
has already incurred.
Strategic Link: This item is linked to the City's Strategy Map related to the
focus areas of Quality Development and Partnerships and
Volunteerism and meets the Corporate Objectives to Provide
Attractive and Unique Spaces for Enjoyment of Personal
Interests, Actively Promote Opportunities for Partnerships
and Volunteer Involvement, Invest to Provide and Maintain
High Quality Public Assets, and Collaborate with Select
Partners to Implement Service Solutions.
Citizen Input/
Board Review: SCLA Board ratified their matching funds commitment and
authorized payment of funds at their Board meeting held
March 25, 2012
Parks & Recreation Board recommendation at their April 9,
2012 meeting
SPDC recommendation April 17, 2012
City Council will consider request May 1, 2012
Legal Review: N/A
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4B-3
Parks and Recreation Board
Meeting Date — April 9, 2012
Page 4of4
Alternatives: Alternatives may include the following:
■ Recommendation for approval as presented
■ Recommendation for approval with input as desired
■ Decision not to recommend approval
Supporting
Documents:
■ Email Request from SCLA
■ SPDC Matching Funds Request Application Form
■ Photos of amenities
Staff
Recommendation: Park Board recommend approval of 100% match of the
SPDC Matching Funds request from Southlake Carroll
Lacrosse Association (SCLA) in the amount of $92,700 for
three scoreboards, three shade structures and three scorer's
tables installed at North Park based on the viability of the
project per the Master Plan, the evaluation criteria and
benefit of the project to Southlake citizens.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4113-4
IDO
SOUTHLAKE
SCLA Matching Funds for Morthpark
1 message
Williams, Richard arwiliiams@cavanalhill.com>
To: Linda Carpenter <LCarpenter@ci.southlake.tx.us>
Linda,
Linda Carpenter alcarpenter@ci.southlake.tx.us>
Tue, Aug 30, 2011 at 9:28 AM
On behalf of the Southlake Carroll Lacrosse Association, please accept this letter as our commitment to participate in the matching funds
program with the city for the Northpari facility. We have allocated $92,700 for the following enhancements:
• Three scoreboards
Three shade structures
Three scorer's tables
We appreciate all the hard work that has gone into making this dream come true and we look forward to hating the premier lacrosse facility
in North Texas right here in Southlake.
Please feel free to reach out to SCLA if you have any questions or need further assistance in any way.
Thanks,
Rich Williams
SCLA President
Cavanal Hill Investment Management, Inc. is an SEC registered investment adviser and a wholly -owned subsidiary of HOKF, NA. SEC
registration does not imply a certain level of skill or training- The opinions expressed hetein reflect the judgment of the authors
at this date and are subject to change without notice and are not a complete analysis of any sector, industry or security. This
communication does not take into account any specific investment objectives, financial situations, or particular needs of any
specific person who may receive this communication. This is not an offer to buy or sell or the solicitation of an offer to buy or
sell any security or to invest in an investment strategy or a mutual fund.
.................. ..rx..................... ....... .................:to-....» .w.. �.::::.........
4B-5
Revised 03.08.12
PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION
Project Name:
Project Location:
Contact Person:
Organization:
Mailing Address:
City:
State: ZIP:
Phone: Cell: Fax:
Additional Contact Person:
Project Description:
Project Justification:
Phone:
Proposed Start Date: Proposed Completion Date:
Projected Cost:
Funds Requested:
Check One: Standard Match OR In -Kind Match %Match Proposed:
Does the individual/organization currently have its portion of the requested funds match?
If not, when does the individual/organization anticipate having its portion of the match?
1
4B-6
SCOREBOARD
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4B-7
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CITY OF
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SHADE STRUCTURE
4B-9
CITY OF Monthly Construction Report
SOUTHLAKE Southlake Community Services
April 2012
:9 Project Complete Start Complete > b a a > b c n c a
y Project Title Brief Status Upda Budget Commitments Date Date Date z° in O z° o li G in
SPDC FUND
Bicentennial Park Phase 2 Several different layout concepts have been developed and presented for approval. 1 $8,597,000 $1,234,000 07/01/14 1 07/01/11 1 07/01/14
• North Park Building is 85 % complete. Landscaping 70 % complete. Perimeter wall and fence $7,183,931 $7,159,000 06/30/12 07/14/09 05/01/12
s 100% complete. Playground 90% complete. Irrigation is 85% complete. Site
On Track
■ Attention Needed
► Project Jeopardy
✓ Substantially Complete
5A - 1
Southlake Community Services Project Status Update
Manager: Kao
Report Date: 04/04/12
CITY OF
SOUTHLAKE
13
.
- -
North Park Multi -use Fields
Scope/Objective:
Install three lighted multi -use fields with concession building, restroom, playground, maintenance shop, and pathways
Account Code:
202599-598801 -P001 1
Start Date:
07/14/09
Total Project Budget:
$7,183,931
Ad'. Completion Date:
05/01/12
Total Project Commitments:
$7,159,000
a
E
Lj
0
80%
60%
40%
20%
0%
inno.
Ll
Design Bidding
inn
Approvals
Construction Phase Total Spending
Scope
UpdateStatus
— No issues at this time.
Schedule
Building is 85% complete. Landscaping 70% complete. Perimeter wall
♦ and fence is 100% complete. Playground 90% complete. Irrigation is 85%
complete. Site concrete 95% complete.
Cost
_ Anticipate matching funds from Southlake Lacrosse for shade structures,
scoreboards, and scorer's platforms.
Get matching funds approved for Lacrosse Assoc.
Resources
— No issues at this time.
TeQbnical
No issues at this time.
As Planned / Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x
5A-2
Southlake Community Services Project Status Update
Manager: Kao
Report Date: 04/04/12
CITY 01
SOUTHLAKE
0
. - -
Bicentennial Park Phase 2
Scope/Objective:
3 plex baseball fields with concession, playground renovation, boulevard connection, parking, utilities, drainage, landscaping,
and paths
Account Code:
TBD
Start Date:
07/01/11
Total Project Budget:
$8,597,000
Ad'. Completion Date:
07/01/14
Total Project Commitments:
$1,234,000
100%
80%
aD
Q
E
60%
40%
c0
e
20%
0
0%
0% 0% 2%
0%
Design
Bidding
Approvals Construction Phase Total Spending
SCo e ♦
Awaiting direction regarding field layout.
Schedule ♦
Pending decisions.
Review and comment on playground concept. Interview
parents at playground for feedback.
Cost ♦
Scope changes may impact cost.
Resources —
No issues at this time
Te
No issues at this time
As Planned Area of Concern Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x
5A-3
City of Southlake
Policies and Procedures
Policy: Southlake Parks Development Corporation Matching Funds Policy
Source: City Council/SPDC/Parks & Recreation Board
Category: Parks and Recreation
Statement of Purpose
The Southlake Parks Development Corporation (SPDC) Matching Funds Policy enables
the City to leverage its capital funding to assist with the ongoing advancement of the
Parks, Recreation & Open Space/Community Facilities Master Plan, and implementation
of the City's Strategy Map.
The purpose of this policy is to provide a process for considering requests by petitioning
individuals or organizations for Southlake Parks Development Corporation (SPDC)
Matching Funds projects. The following policy will become effective immediately upon
approval of City Council.
Proposed SPDC Matching Funds projects will be considered on a project by project
basis. The City will determine the percentage match up to 100%. Proposed projects
requesting in -kind services matching will be handled per Section V of this policy.
A. Strategic Alignment — This policy is linked to the City's Strategy Map related to the
Focus Areas of Quality Development and Partnerships and Volunteerism, and meets
the Corporate Objectives to Invest to Provide and Maintain High Quality Public
Assets; Provide Attractive and Unique Spaces for the Enjoyment of Personal
Interests; and to Promote Opportunities for Partnerships and Volunteer Involvement.
SPDC Matching Funds Protect Application Procedures
A. Anyone proposing a SPDC Matching Funds project should submit a proposal in
writing to the Director of Community Services by April 301h for consideration for the
following fiscal year (October 1 — September 30). Other projects may be considered
after April 30th as funding is available. A form for this purpose will be available
through the Department of Community Services.
B. The proposal should include a complete and detailed description of the project and,
to the extent applicable, pictures and/or detailed drawings, estimated budgets,
preferred location of the project, mechanism of funding the project, any stipulations
that might go along with the project, and a justification for the project.
C. The City Council, at its discretion, may grant variances to this policy.
SPDC Matchina Funds Proiect Evaluation Criteria
A. Proposed projects will be considered on a project by project basis and should be
consistent with the overall intended use of the parks as per the adopted Parks,
Recreation & Open Space/Community Facilities Master Plan as well as the following
criterion:
1. Is the project linked to the City's Strategy Map?
2. Is the project linked to the Focus Areas and Objectives of the City's Strategy
Map?
Attachment to Cover Memo Item #11 - SPDC Matching Funds Policy
SPDC Matching Funds Policy
Approved 6-0 by City Council March 20, 2012
Page 2 of 5
3. Is the project related to a currently funded CIP project?
4. Is the project related to a project in the adopted 5-year CIP?
5. Does the project benefit Southlake residents?
6. Does the project enhance a current parks and recreation system asset?
7. Does the project assist with the acquisition of a capital purchase?
8. Does the project have a useful life of at least (5) years?
9. Does the project accelerate the completion of a CIP or Parks, Recreation &
Open Space/Community Facilities Master Plan project?
B. The City of Southlake reserves the right to accept or reject any project submitted for
approval, and while every intention is to complete approved projects, the City
reserves the right not to complete a project if found to be in the best interest of the
City, and any costs incurred by the petitioner will not be refunded. The petitioner will
receive the City's decision in writing after the decision is made.
IV. SPDC Matching Funds Project Approval Process
A. The Director of Community Services will review the proposed project for its
consistency with the overall intended use of the City's parks and recreation system
as per the adopted Parks, Recreation & Open Space/Community Facilities Master
Plan, and the evaluation criteria listed in Section III.
B. If the Director of Community Services determines that the project is consistent with
the Parks, Recreation & Open Space/Community Facilities Master Plan, and/or is
consistent with the evaluation criteria, he/she will place the proposal on an agenda
for the Parks and Recreation Board to consider recommending to the SPDC and the
City Council.
C. If the Director of Community Services determines that the project is not consistent
with the Parks, Recreation & Open Space/Community Facilities Master Plan, and/or
is not consistent with the evaluation criteria, he/she will inform the petitioning
individual or organization in writing of the decision and the reasons for the finding.
The petitioning individual or organization may appeal the Director's decision not to
consider the project to the Parks and Recreation Board. The Parks and Recreation
Board will make a recommendation as to whether the project should be considered.
D. The Parks and Recreation Board will consider the proposed project and make its
recommendation to the SPDC and the City Council. The Parks and Recreation
Board's consideration of the proposed project will be based on the extent to which
the project is consistent with the overall intended use of the City's parks and
recreation system as per the adopted Parks, Recreation & Open Space/Community
Facilities Master Plan, the evaluation criteria, and the overall benefit of the project to
Southlake residents.
E. Following the Parks and Recreation Board's consideration of the proposed project,
the Director of Community Services will place the proposed project and the
corresponding matching funds request on an agenda for the SPDC to discuss, and
on a subsequent SPDC agenda for their consideration and recommendation to the
City Council.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Attachment to Cover Memo Item #11 - SPDC Matching Funds Policy
SPDC Matching Funds Policy
Approved 6-0 by City Council March 20, 2012
Page 3 of 5
F. The SPDC will consider the proposed project and the corresponding matching funds
request and make its recommendation to the City Council. The SPDC's
consideration of the proposed project and the corresponding matching funds request
will be based on the extent to which the project is consistent with the overall intended
use of the City's parks and recreation system as per the adopted Parks, Recreation
& Open Space/Community Facilities Master Plan, the evaluation criteria, the overall
benefit of the project to Southlake residents, and the funding available for the project.
G. Following the SPDC consideration of the proposed project and the corresponding
matching funds request, and if subsequently recommended for approval by the
SPDC, the Director of Community Services will place the proposal on an agenda for
the City Council to consider for final approval.
H. The petitioner (individual or organization) reserves the right to withdraw the proposed
project at any time during the approval process.
I. All approved projects will be managed by the City; will become the property of the
City once completed or received; and will be used at the sole discretion of the City.
J. The length of time required to complete the project will be determined by the Director
of Community Services, and will be used when considering the project.
K. The petitioner must complete any fundraising requirements, if necessary, and deliver
their portion of the matching funds to the City before the City will begin work on the
project.
L. The petitioner must deliver their portion of the matching funds to the City within six
(6) months of the final approval date unless additional time is granted at the time of
approval. If the petitioner fails to meet this requirement, the petitioner will be
required to reapply for matching funding.
M. The projects status will be monitored by the Director of Community Services.
V. In -Kind Services Matching
In -kind services that result in a tangible asset may be eligible. Examples include, but are
not limited to, Architectural/Engineering drawings, Construction Management services,
materials. In -kind services will only apply to expenses that the City would typically incur
for project implementation. The Director of Community Services will work with the
Finance Director to determine if the proposed in -kind request results in a tangible asset.
A. Applications for in -kind services matching should typically be approved prior to the
in -kind service being rendered or materials being purchased.
B. The petitioner for in -kind services matching must provide sufficient financial
documentation from third party vendors regarding typical industry standard costs for
materials and/or services. The Director of Community Services will review the
documentation, evaluate it using comparable industry standard costs the City
typically incurs, and make a recommendation to the SPDC on a reasonable market
value of the material costs and/or service fees.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Attachment to Cover Memo Item #11 - SPDC Matching Funds Policy
SPDC Matching Funds Policy
Approved 6-0 by City Council March 20, 2012
Page 4 of 5
C. A timeline by which the in -kind services will be completed/received shall be
submitted with the application.
D. The SPDC may recommend, and the City Council will determine the percentage in -
kind match after their analysis to determine what benefit is being received by the City
versus the requesting entity with completion of the project.
E. Matching funds for in -kind services will not be expended until the in -kind services are
completed/received as determined by the Director of Community Services.
F. The Parks and Recreation Board will consider the proposed project and make its
recommendation to the SPDC and the City Council. The Parks and Recreation
Board's consideration of the proposed project will be based on the extent to which
the project is consistent with the overall intended use of the City's parks and
recreation system as per the adopted Parks, Recreation & Open Space/Community
Facilities Master Plan, the evaluation criteria, and the overall benefit of the project to
Southlake residents.
G. Following the Parks and Recreation Board's consideration of the proposed project,
the Director of Community Services will place the proposed project and the
corresponding matching funds request (including the in -kind services match) on an
agenda for the SPDC to discuss, and on a subsequent SPDC agenda for their
consideration and recommendation to the City Council.
H. The SPDC will consider the proposed project and the corresponding matching funds
request (including the in -kind services match) and make its recommendation to the
City Council. The SPDC's consideration of the proposed project and the
corresponding matching funds request (including the in -kind services match) will be
based on the extent to which the project is consistent with the overall intended use of
the City's parks and recreation system as per the adopted Parks, Recreation & Open
Space/Community Facilities Master Plan, the evaluation criteria, the overall benefit of
the project to Southlake residents, and the funding available for the project.
Following the SPDC consideration of the proposed project and the corresponding
matching funds request (including the in -kind services match), and if subsequently
recommended for approval by the SPDC, the Director of Community Services will
place the proposal on an agenda for the City Council to consider for final approval.
VI. Recognition of Matching Funds Projects
As determined by the Director of Community Services, a permanent plaque may be
designated in the park or facility in recognition of the project to include the name of the
project, its contributor(s), date of the project, and reference that the project was
completed with funding through the SPDC Matching Funds Program. The Director of
Community Services will determine the placement location and content of the plaque.
A roval Date:
June 3, 1997
Approved by:
City Council
L Amendment Date
November 2, 1999
Approved by:
City Council
2. Amendment Date
March 2, 2010
Approved by:
City Council
3. Amendment Date
March 20, 2012
Approved by
City Council
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Attachment to Cover Memo Item #11 - SPDC Matching Funds Policy
Revised 03.08.12
PROPOSED SPDC MATCHING FUNDS PROJECT APPLICATION
Project Name:
Project Location:
Contact Person:
Organization:
Mailing Address:
City:
State: ZIP:
Phone: Cell: Fax:
Additional Contact Person:
Project Description:
Project Justification:
Phone:
Proposed Start Date: Proposed Completion Date:
Projected Cost:
Funds Requested:
Check One: Standard Match OR In -Kind Match %Match Proposed:
Does the individual/organization currently have its portion of the requested funds match?
If not, when does the individual/organization anticipate having its portion of the match?
1