2012-11-12 Parks Board PacketCITY OF
SOUTHLAKE
MEMORANDUM
October 31, 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, November 12, 2012 at 6:30 p.m.
The regular Parks Board meeting will begin at 6:30 p.m. in the Council
Chambers. A light meal will be available prior to the meeting.
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. 2. Boards and Commissions Orientation — The City
Council has worked hard over the last 18 months to develop tools to assist
you in your appointed volunteer efforts for the City. City Manager Shana
K. Yelverton will conduct a brief orientation for the Parks and Recreation
Board and distribute the tools on behalf of the City Council.
2. Agenda Item No. 3A. Consent: Approve minutes from the regular Parks
and Recreation Board meeting held September 10, 2012. Please make
any corrections to these minutes part of the motion for consideration.
3. Agenda Item No. 3B. Consent: Absence of Parks and Recreation Board
Members — The Board will consider the absence of Chad Patton from the
September 10, 2012 Park Board meeting. The October 8 meeting was
canceled. A copy of the Attendance Report is in your packet.
4. Agenda Item No. 4. 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.
5. Agenda Item No. 5. Consider: There are no items for consideration at this
meeting.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — November 12, 2012
Page 2 of 4
6. Agenda Item No. 6A. Discussion: Allocation of City Athletic Field Space —
This item was placed on the agenda at the request of Park Board member
Gregg Formella. No packet documents.
7. Agenda Item No. 6B. 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.
8. Agenda Item No. 6C. 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 and Parks Recreation & Open
Space -Community Facilities Master Plan. No packet documents.
9. Agenda Item No. 6D. Discussion: Miracle Field Update — Standing
agenda item. No packet documents.
10. Agenda Item No. 6E. Discussion: City Sponsorships — On September 18,
2012, the City Council approved (7-0) the City Sponsorship Policy.
Adoption of the City Sponsorship Policy provides a comprehensive
guideline for the City to develop and manage sponsorships for City parks,
facilities, events, programs and services. The Policy was developed by
staff with feedback from the City Council and City Council -appointed
committee of council members Brandon Bledsoe, Pamela Muller and
Carolyn Morris. Director Tribble will provide an overview of the adopted
policy at the meeting. In addition, staff will seek the Board's feedback on
parks and recreation related sponsorship packages that are now available
for implementation. No packet documents.
OTHER ITEMS OF INTEREST
11. City Council Action — The following park -related action items were
considered by City Council at the September 18, October 2, October 16
and November 6 meetings.
• Approved SPDC Matching Funds request from The Miracle
League of Southlake to contribute to the construction costs
of the Miracle Field at Bicentennial Park in the amount of
$50,000 (9/18/12)
• Approved 2nd Reading, Ordinance No. 1044, Bicentennial
Park Master Plan (9/18/12)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — November 12, 2012
Page 3 of 4
• Approved facilities utilization agreements with Southlake
Carroll Lacrosse Association and the Grapevine Southlake
Soccer Association (9/18/12)
• Approved Bob Jones Nature Center & Preserve
Management Agreement with the Bob Jones Nature Center
organization (9/18/12)
• Approved City Sponsorship Policy (9/18/12)
• Approved PSA with Dean Construction as construction
manager at risk for the Bicentennial Park improvements
(10/2/12)
• Approved community services agreements with APEX Arts
League, Arts Council Northeast, Southlake Sister Cities and
Southlake Historical Society (10/2/12)
• Approved a contract with Crowley Sports Officials for sports
officiating (11/6/12)
• Approved landscape contracts with O'Donnell's Landscape
Services, Signature Contracting Services and Dyna-Mist
Irrigation Company for landscape services for 2013
13. November 12, 2012 Southlake 2030 PROS-CF Master Plan Meeting — A
draft agenda for this meeting is included in your packet.
14. November Meetings — The following regular Parks Board and 2030
PROS-CF Master Plan meetings are scheduled for December.
Monday, December 10 @ 5:00 p.m.
2030 PROS-CF Master Plan Meeting
Monday, December 10 @ 6:30 p.m.
Regular Parks Board Meeting
Reminders and packets for above meetings will be distributed as the
above meeting dates approach.
15. Home for the Holidays Board and Commission ADDreciation Reception
Please see enclosed invitation for this year's Boards & Commissions
Appreciation Reception to be held Saturday, November 17, 2012, in
Town Hall, 5-6:30 pm. We hope you can attend the reception and the
other festivities of the day!
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — November 12, 2012
Page 4 of 4
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; (Carpenter@ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
Monday, November 12, 2012
6:30 p.m.
LOCATION: Southlake Town Hall — Council Chambers
1400 Main Street
Southlake, Texas
REGULAR AGENDA:
1. Call to order
2. Boards and Commissions Orientation
3. Consent:
A. Approve minutes from the regular Parks and Recreation Board meeting
held September 10, 2012
B. Absence of Parks and Recreation Board members
4. Public Forum
5. Consider: There are no items this meeting.
6. Discussion:
A. Allocation of City Athletic Field Space
B. Construction Management Report
C. Southlake 2030 Plan Components Update
1. 2030 Mobility Plan
2. 2030 Parks, Recreation & Open Space/Community Facilities Master
Plan
D. Miracle Field Update
E. City Sponsorships
7. Adjournment
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — November 12, 2012 at 6:30 p.m.
Page 2 of 2
A quorum of the City Council may be present at this meeting.
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, November 9, 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: September 10, 2012
LOCATION: Southlake Town Hall — City 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 Sherry Berman and Board Members Elaine Cox, Gregg Formella,
and Lori Palmer
Parks and Recreation Board Members absent: Chad Patton
Staff present: Director of Community Services Chris Tribble, Deputy Director Kari Happold,
Assistant to the Director Candice Edmondson, Events and Marketing Coordinator,
Construction Manager Peter Kao, Recreation Superintendent Steve Moore, Recreation
Supervisor Ryan McGrail, Recreation Coordinators Gabe Cruz, Amy Bennett and Junior
Camacho
Agenda Item No. 1. Call to order. Chairman Slocum called the meeting of the Parks and
Recreation Board to order at 6:50 p.m.
Agenda Item No. 2. Consent
A. Approve minutes from the regular Parks and Recreation Board meeting
held August 22, 2012 — Corrections were made to the minutes as presented.
B. Absence of Parks and Recreation Board members — There were no absences
for consideration at this meeting. A copy of the attendance log was distributed in
the meeting packets.
A motion was made to approve the consent agenda as presented with corrections to
August 22, 2012 minutes as noted.
Motion:
Cox
Second:
Wasserman
Ayes:
Berman, Cox, Formella, Palmer, Slocum and Wasserman
Nays:
None
Abstain:
None
Vote:
6-0
Motion Carried.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3A -1
Minutes of the September 10, 2012 Parks Board Meeting
Page 2 of 3
Agenda Item No. 3. Public Forum. No one was present during Public Forum to address the
Parks Board at this meeting.
Agenda Item No. 4. Consider:
4. Recommendation on professional services agreement with Dean
Construction as the Construction Manager At Risk for Bicentennial Park
Phase II project — Director Tribble presented the agreement and reviewed the
evaluation process to select the proposed Construction Manager At Risk
contractor for the Bicentennial Park project. Dean Construction was
recommended as the CMAR contractor based on proven track record and
previous experience on City projects. The Board discussed this item.
A motion was made to recommend Dean Construction as the Construction
Manager At Risk for the Bicentennial Park project.
Motion:
Palmer
Second:
Cox
Ayes:
Berman, Cox, Formella, Palmer, Slocum and Wasserman
Nays:
None
Abstain:
None
Vote:
6-0
Motion Carried.
Agenda Item 5. Discussion:
A. Parks and Recreation Report — Recreation Superintendent Steve Moore
presented the statistical participation reports and gave a Powerpoint
presentation. Recreation staff members present at the meeting were introduced
and a brief description of their individual positions was provided to the Board.
B. Construction Management Report — The Construction Management Report
was included in the meeting packet. Construction Manager Peter Kao and
Director Tribble responded to questions from the Board.
B. Southlake 2030 Plan Components Update — The Mobility Plan committee,
which Sherry Berman and Lori Palmer are members of, will meet September 11,
2012
C. Miracle Field Update — Chair Slocum updated the Board on developments with
the Miracle League.
Agenda Item 6. Adjournment: A motion was made to adjourn the meeting at 8:41 p.m.
Motion: Cox
Second: Wasserman
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
3A -2
Minutes of the September 10, 2012 Parks Board Meeting
Page 3 of 3
Ayes:
Berman, Cox, Formella, Palmer, Slocum and Wasserman
Nays:
None
Abstain:
None
Vote:
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
3A -3
CITY OF
SOUTHLAKE
MEMORANDUM
September 27, 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: Park Board will consider the absence of Park Board member
Chad Patton from the September 10, 2012 meeting. There
were no absences at the October 8 meeting as the meeting
was canceled.
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: Park Board excuse the absence of board member Chad
Patton from the September 10, 2012 Park Board meeting.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2B- 1
2012
Meeting Dates:
Parks
& Recreation
Board
Meetings
Attendance
Meeting -
Elaine Cox
John
SherryBerman
Tina Wasserman
-
Gregg . -
,LoriPalmer
Chad Patton
Margaret Adams
�0�0�00000���
�0�0�00000���
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.
CITY or
SOUTHLAKE
Project Title
SPDC FUND
• On Track
■ Attention Needed
► Project Jeopardy
✓ Substantially Complete
Monthly Construction Report
Southlake Community Services
November 2012
suggestions to reduce cost and improve design. SRA is completing 90 % drawing
set, reviewing construction phasing, and completing plat.
Project
riannea Eacivai iaa usiea N N N
Complete Start Complete
s e ;
6B-1
Southlake Community Services Project Status Update
Manager: Kao
Report Date: 11/08/12
ITY OF
SOUTHLAKE
0
North Park Multi -use Fields
777
Install three lighted multi -use fields with concession building, restroom, playground, maintenance shop, and pathways
202599-598801-P0011
Start Date:
07/14/091
Total Project Budget:
$7,369,000
Ad'. Completion Date:
08/13/121
Total Project Commitments:
$7,226,000
d
a
E
0
0
100%
80%
60%
40%
20%
0%
o
0 0 0
0
Total Spending*
T
Bidding Approvals Construction Phase
Design
Risks A&rend
Scope
Status
UpdateProect
— No issues at this time.
Schedule
— Project Closed.
Cost
A Project completed under budget.
Resources
— No issues at this time.
Technical
— No issues at this time.
As Planned Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x
6B-2
Southlake Community Services Project Status Update
Manager: Kao
Report Date: 11/08/12
CITY O'
SOUTHLAKE
0
7S7A
- Bicentennial Park Phase 2
e/Objective: Miracle field, renovated shade structures, new concession, new maintenance building, new playground, boulevard
connection, parking, utilities, drainage, landscaping, and paths.
count Code: TBD
Start Date: 07/01/111 Total Project Budget: 1$8,597,000
Adi. Completion Date: 09/01/141 Total Proiect Commitments: 1$1.234,000
100%
80%
60%
a
60%
E
L)
40%
0
20%
o
0% 0% 0%
0%
Design
Bidding Approvals Construction Phase Total Spending
Comments for 75% drawing review set were provided and discussed with SRA is developing 90% design drawing set. Initiated
SRA. Reviewing impact of construction phasing and making irrigation design discussion with Public Works to determine improvements
modifications so that existing fields are continually irrigated for duration of at the water tower that include walls and driveway near log
construction. Existing fields and practice fields will not be available until cabin.
construction is complete to facilitate safety and construction schedule.
Inspected existing drainage pipe under fields and identified sections requiring
repair.
Schedule — 90% drawing set expected by Nov 16th. SRA is still working on plat. Submit proposed plat to Planning Dept for review.
Requested SRA remove unnecessary trail re-routing and extra pathways; Continue investigating areas to eliminate to reduce costs.
grading changes to eliminate unnessary retaining walls and irrigation Need to balance cost/budget and aesthetics.
Cost — modifications to existing fields; remove an extra crosswalk; as well as other
design modifications to reduce costs. Repair of existing drain pipe that was
inspected will increase cost.
Resources ♦ Dean Electric is reviewing drawings and providing comments.
Technical I No issues at this time.
4s Planned Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x
6B-3
CITY OF
SOU'THLAKE
TEXAS
SOUTHLAKE 2030 PARKS, RECREATION & OPEN SPACE
/COMMUNITY FACILITIES MASTER PLAN COMMITTEE
November 12, 2012
LOCATION: Southlake Town Hall
1400 Main Street, 3rd Floor Training Rooms C&D
Southlake, Texas, 76092
TIME: 5:00 P.M. A quorum of the City Council, Planning and Zoning Commission, Parks and
Recreation Board, the Southlake Parks Development Corporation, or Senior
Advisory Commission may be present.
REGULAR SESSION:
Call to Order
A. Executive Session: Pursuant to the Open Meetings Act, Chapter 551, Texas
Government Code, Sections 551.071, 551.072, 551.073, 551.074, 551.076,
551.087, 418.183(f), and 418.106(d) & (e). Refer to posted list attached hereto
and incorporated herein. Executive Session may be held under these exceptions
at any time during the meeting that a need arises for the City Council to seek
advice from the City Attorney as to the posted subject matter of this meeting.
Section 551.072: Deliberation regarding real property
a. Discuss the potential purchase, lease or value of real property
regarding city facilities.
B. Reconvene: Action necessary on items discussed in Executive Session.
2. Public Forum
3. Discussion:
A. Ranking of Park Recommendations by Committee
4. Next Steps
A. Future Meetings
B. Timeline
5. Adjourn
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Southlake 2030 Parks, Recreation & Open Space Master Plan Committee
November 12, 2012 Meeting
PAGE 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, November 9, 2012 by 5:00 p.m., pursuant to the Texas Government
Code, Chapter 551.
±
4
ILL LL:e)
.
Alicia Richardson, TRMC
City Secretary
If you plan to attend this public meeting and ha`i)ity that requires special needs, please advise the City Secretary 48 hours in advance at
817-748-8016, and reasonable accommodations will be made to assist you.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Southlake 2030 Parks, Recreation & Open Space Master Plan Committee
November 12, 2012 Meeting
PAGE 3
EXECUTIVE SESSION
Section 551.071: Consultation with attorney. The City Council may conduct a private consultation with its attorney
when the City Council seeks the advice of its attorney concerning any item on this agenda, about pending and
contemplated litigation, or a settlement offer, or on a matter in which the duty of the attorney to the City Council
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 City Council may conduct a closed meeting to
deliberate the purchase, exchange, lease or value of real property.
Section 551.073: Deliberation regarding prospective gift or donation. The City Council may conduct a closed
meeting to deliberate a negotiated contract for a prospective gift or donation to the City.
Section 551.074: Deliberation regarding personnel matters. The City Council may deliberate the appointment,
employment, evaluation, reassignment, duties, discipline, or dismissal of public officers, including the City
Manager, City Secretary, City Attorney, Municipal Judge and city boards and commission members. A complete
list of the city boards and commissions is on file in the City Secretary's Office.
Section 551.076: Deliberation regarding security devices. The City Council may deliberate the deployment, or
specific occasions for implementation of security personnel or devices.
Section 551.087: Deliberation regarding economic development negotiations. The City Council may discuss or
deliberate regarding commercial or financial information received from a business prospect that the city seeks to
have locate, stay, or expand in or near the city and which the City is conducting economic development
negotiations; or to deliberate the offer of a financial or other incentive to a business prospect as described above.
Section 418.183(f): Texas Disaster Act
The City Council may deliberate information: 1) for purposes of preventing, investigating, or responding to an act
of terrorism or related criminal activity and involving emergency response providers, their staffing, contact
information and tactical plans; 2) that relates to the risk or vulnerability of persons or property, including
infrastructure, to an act of terrorism; 3) that relates to the assembly of an explosive weapon, the location of a
material that may be used in a chemical, biological or radioactive weapon, or unpublished information pertaining
to vaccines or devices to detect biological agents or toxins; 4) that relates to details of the encryption codes or
security keys for a public communication system; 5) that relates to a terrorism -related report to an agency of the
United States; 6) that relates to technical details of particular vulnerabilities of critical infrastructure to an act of
terrorism; 7) that relates to information regarding security measures or security systems intended to protect public
and private property from an act of terrorism. The Texas Disaster Act specifically requires that a tape recording of
the closed meeting be made.
Section 418.106(d) & (e): Local meetings to discuss emergency management plans regarding pipeline safety
The City Council may discuss emergency management plans involving pipeline safety and/or security of pipeline
infrastructures or facilities when those plans or discussions contain such sensitive information.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
The Southlake City CounciClnvite
You & a Guest to
'rhe Home for the Holuiays
Boards and Commissions .Appreciation Reception
Saturday, November 17, 2012
T6wn Mall, 1400 Main Street
5.00-6.3o p.m.
Mors doeuvres will be served
`Welcome Remarks 5.3op.m.
gree Lighting Ceremony 6.3op.m.
RSVP: (817) 748-8016 or email
Aticia Richardson:
richardson@c Lsouthlake. tx.us
Lby Monday, November 12
SOUTHLAKE
TEXAS