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2012-12-10 Parks Board PacketCITY OF SOUTHLAKE MEMORANDUM December 3, 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, December 10, 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. 2A. Consent: Approve minutes from the regular Parks and Recreation Board meeting held November 12, 2012. Please make any corrections to these minutes part of the motion for consideration. 2. Agenda Item No. 2B. Consent: Absence of Parks and Recreation Board Members — The Board will consider the absence of Chad Patton from the November 12, 2012 Park Board meeting. 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. Agenda Item No. 4A. Consider: Recommendation on Villa Park South Concept Plan — Hines, the Developer of Carillon, is preparing to move forward with the construction of another park as part of its overall park development plans. The park plan is consistent with the park concept previously reviewed and approved by the City Council as part of the current Carillon developer agreement. Per the request of the Parks and Recreation Board, the plan for Villa Park South, included in your packet, has been submitted for the Board's review and recommendation prior to construction. A representative of Hines will be in attendance at the meeting. Please contact me if you have questions regarding this item. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — December 10, 2012 Page 2 of 3 5. 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. 6. 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 and Parks Recreation & Open Space/Community Facilities Master Plan. No packet documents. 7. Agenda Item No. 5C. Discussion: Miracle Field Update — Standing agenda item. No packet documents. 8. Agenda Item No. 5D. Discussion: City Sponsorships — Staff will present an overview of the sponsorship program currently in development for the Board's review and feedback. No packet documents. OTHER ITEMS OF INTEREST 9. City Council Action — The following park -related action items were considered by City Council at the December 4, 2012 meeting. City Council canceled their November 20 meeting due to the holidays. • Approved the purchase of a wide area rotary mower for Bob Jones Park from Professional Turf Products through the Buy Board cooperative purchasing contract in the amount of $63,919. (12/04/12) • Approved Plan for Public Sculpture Program at McPherson Park (12/04/12) 10. December 10, 2012 Southlake 2030 PROS-CF Master Plan Meeting — A draft agenda for this meeting is included in your packet. 11. January Meetings — The following regular Parks Board and 2030 PROS- CF Master Plan meetings are scheduled for January. Monday, January 14 @ 5:00 p.m. 2030 PROS-CF Master Plan Meeting Monday, January 14 @ 6:30 p.m. Regular Parks Board Meeting City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — December 10, 2012 Page 3 of 3 Reminders and packets for above meetings will be distributed as the above meeting dates approach. 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, December 10, 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 November 12, 2012 B. Absence of Parks and Recreation Board members 3. Public Forum 4. Consider: A. Recommendation on Villa Park South Concept Plan 5. Discussion: A. Construction Management Report B. Southlake 2030 Plan Components Update 1. 2030 Mobility Plan 2. 2030 Parks, Recreation & Open Space/Community Facilities Master Plan C. Miracle Field Update D. City Sponsorships 6. Adjournment City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — December 10, 2012 at 6:30 p.m. Page 2 of 2 CERTIFICATE hereby certify that the above agenda was posted on the official bulletin boards at Town Hall, 1400 Main Street, Southlake, Texas, on Friday, December 7, 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: November 12, 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 and Deputy Director Kari Happold Agenda Item No. 1. Call to order. Chairman Slocum called the meeting of the Parks and Recreation Board to order at 7:03 p.m. Agenda Item No. 2. Boards and Commission Orientation — City Manager Shana Yelverton presented orientation material and distributed the Boards and Commissions Handbook to Parks and Recreation Board members. Board members were asked to complete necessary online training and to turn in the required forms included in the notebook to the Office of the City Secretary. Agenda Item No. 3. Consent A. Approve minutes from the regular Parks and Recreation Board meeting held September 10, 2012 — There were no corrections to the minutes. B. Absence of Parks and Recreation Board members — The Board considered the absence of Board member Patton from the September 10, 2012 meeting. A copy of the attendance log was distributed in the meeting packets. A motion was made to approve the consent agenda as presented. Motion: Cox Second: Formella 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 2A - 1 Minutes of the November 12, 2012 Parks Board Meeting Page 2 of 4 Agenda Item No. 4. Public Forum. No one was present during Public Forum to address the Board at this meeting. Agenda Item No. 5. Consider: There were no items for consideration at this meeting. Agenda Item 5. Discussion: A. Allocation of City Athletic Field Space — Director Tribble provided a presentation on the facilities utilization agreement (FUA) utilized by the City to manage field allocations with the various sports associations. The Board was asked to provide staff feedback of their expectations for the FUA going forward in light of recent developments and requests for fields by organized sports teams, clubs and organizations. Currently, the City and CISD handle specific field allocations on a season -by -season basis for all Southlake athletic associations based on the direction of the 2010 FUA Task Force and revised FUA approved by the Parks Board and City Council in 2011. Occasional requests by individuals and non -organized groups such as churches and businesses, that do not operate under an FUA with the City, to use unused field space are accommodated by staff depending upon space availability and the field maintenance schedules. Chairman Slocum asked for public comments on the item. Parks and Recreation Board member Gregg Formella recused himself from his position on the Board so he could address the Board in the capacity of a Southlake citizen. Gregg Formella, Southlake resident, spoke about his concerns regarding the intent and interpretation of the facility utilization agreement (FUA) language regarding the use of City fields by organizations other than those that have FUAs with the City. He mentioned the non-profit Saints Soccer team had difficulty getting field space. He also mentioned the City's FUA with Grapevine Southlake Soccer Association (GSSA) that allows GSSA priority to fields. Mr. Formella said he could not find any City document that says a non-profit organization without an FUA with the City is precluded from using unused field space or is required to dissolve in order to obtain field space. He said the field allocation problem the Saints had has been resolved since members of the team were able to obtain field space as individual citizens, which is allowed, whereas the Saints as a non- profit entity was denied. Mr. Formella suggested the field allocation language in the FUAs be resolved to reflect the intent of the policy and be documented in writing. Jon Snook, Southlake parent, spoke about the Saints situation and their desire for field space. He clarified the Saints have paid all fees and membership dues to GSSA and that they believed they were operating with GSSA. The Board suggested the Saints meet with GSSA to receive clarification on guidelines for membership. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-2 Minutes of the November 12, 2012 Parks Board Meeting Page 3 of 4 Park Board was asked to consider two (2) issues during their discussion: 1) Is it necessary at this time to revisit the FUAs for redundancies and issues to ensure FUA provisions reflect the intent of and actions by the FUA Task Force, previous Park Board and City Council? 2) Should other entities be included in FUA agreements and what impact additional agreements would have on City facilities and staff? The Board confirmed it would like to continue supporting requests for field space from individual citizens, church groups, businesses (non -organized) for occasional, informal pickup games, contingent upon availability of unused fields and staff constraints. They agreed the FUA language may need to be enhanced to better define this provision since the intent is not to allow organized practice. The Board agreed the FUAs should not be expanded to accommodate additional sports associations at this time. The field inventory is sufficient to support the current five associations' field space requirements if used efficiently. It was confirmed that the Saints organization has never requested to have, or operate under, an FUA arrangement with the City in all their years of existence. Mr. Snook had spoken during Public Forum at a 2010 Park Board meeting, requesting field access for Saints practice a couple of times a week for about two hours. The Board emphasized that any sports organization, club or team seeking field space, must join with an existing association that has an FUA with the City and suggested the Saints join with Grapevine Southlake Soccer Association or suggested they might seek field space from The Clariden School or CISD. Staff informed the Board about recent field rentals to individuals that when verified, were organized team groups not part of one of the existing FUA associations and is prohibited. Such incidents have been logged by staff. A suggestion was made to have on the field request form a section where the applicant must attest the rental is not for team or league purposes. The Board confirmed their support of staff's management of field requests and enforcement of the provisions in the FUA. Following the Board's discussion, staff was directed to put an item on the December Park Board meeting agenda to clarify the intent and language of the facilities utilization agreement to insure the policy is clear. Staff may meet with GSSA to better understand each situation. Parks and Recreation Board member Gregg Formella resumed his position as a member of the Parks and Recreation Board. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-3 Minutes of the November 12, 2012 Parks Board Meeting Page 4 of 4 B. Construction Management Report — The Construction Management Report was included in the meeting packet. This item was not discussed at this meeting. C. Southlake 2030 Plan Components Update — This item was not discussed. D. Miracle Field Update — This item was not discussed. E. City Sponsorships — Director Tribble provided an overview of each section of the Policy adopted by City Council on September 18, 2012. He reviewed the guidelines that were established in the Policy and responded to the Board's questions. The Park Board was asked to help identify opportunities for sponsorships and will discuss this further at their December meeting. Agenda Item 6. Adjournment: A motion was made to adjourn the meeting at 9:07 p.m. Motion: Cox Second: Palmer 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 2A-4 CITY OF SOUTHLAKE MEMORANDUM November 26, 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 November 12, 2012 meeting. 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 November 12, 2012 Park Board meeting. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2B- 1 Park and Recreation Board Attendance Report Place Name 1/9/12 2/13/12 3/7/12 4/9/12 5/14/12 Spring Break 6/11/12 7/9/12 8/13/12 9/12112 10/8/12 11/12/12 12/10/12 Individual Attendance Rate eTina Wassermanaa�a�a©aa�a� e ... � .. • Mama o .... o .... ooeoe0000eo� I . ' . Meeting Attendance Rate (includes substitutions) tt tl tl tl l Average Monthly Attendance Rate 2012 96% Total 1 96% In attendance X Not in attendance, no substitute 1 Substitute in attendance • Vacant position Meeting Canceled Meeting Canceled due to no quorum Change in Representative 2B-2 CITY OF SOUTHLAKE MEMORANDUM December 3, 2012 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation for approval of Carillon Villa Park South Plan Action Requested: Parks Board recommendation to approve the park plan for Villa Park South located within the Carillon development. Background Information: On August 9, 2010, the Parks and Recreation Board reviewed and recommended the acceptance of 50.15 acres of park land as proposed by the developer for the Carillon development. The developer has previously constructed the Enclave Park and Villa Park North as part of Phase IA of the Carillon development. The developer, Hines, has been working on the construction plans for Villa Park South, and is preparing to move forward with construction of the park as part of the Phase 3 development. At this time, and as per the request of the Parks and Recreation Board, the park plan has been submitted for your review and recommendation prior to Hines moving forward with construction of the park. Financial Considerations: Not applicable Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Quality Development and meets the corporate objective to Provide Attractive and Unique Spaces for Enjoyment of Personal Interests. Citizen Input/ Board Review: The park concepts have been previously reviewed and approved by the City Council as part of the current Carillon developer agreement. Legal Review: N/A 4A - 1 Parks and Recreation Board Meeting Date — December 10, 2012 Page 2 of 2 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: Supporting Documents include: • Carillon Parks Orientation Map • Villa Park South Plan Staff Recommendation: Parks Board recommendation to approve the plan for Carillon Villa Park South. Northwest Enclave Park Village Green LEGEND l PARKS Q OPEN SPACE l PRIVATE AMENITY CENTER CITY PA RTIC1PATION 13SOUTHLAKE 4A-2 Parks Orientation Map Villa Park North Amenity Center r ' Tree Preserve Neighborhood Park Villa Park South Park Dedication Park Costs Discussion 3 PARK MASTER PLAN JACOBS" Carillon -Villa Park South r 0 10 20 40 80 Southlake, T e x a s NOTE: This Ian is diagrammatic only and is intended to show p g Y November 30, 2012 potential configuration. This plan is only conceptual and is not based upon a detailed survey of existing site conditions such as property limits, subsurface conditions, limits of trees, topography, Drawing name: I:\PLA\024274_AVE\07_Landscape\Phase 3\300 Project Data\307 Other Data\PARK_XREF_recover.dwg utilities, easements, etc. November 30, 2012 Plotted on: Nov 30, 2012 - 4:04pm CITY or SOUTHLAKE Monthly Construction Report Southlake Community Services December 2012 v N O N a N O N a N O N a N O N v N O N v N O N v N O N v N O N N Planned Actual Adjusted N N N N N N M M M M M M Project Complete Start Complete c b a a ro Project Title Q y p p ii Q ' y SPDC FUND am Bicentennial Park Phase 2 City staff is reviewing 90% drawing set and providing comments to SRA to reduce $8,597,000 $1,234,000 09/01/14 07/01/11 09/01/14 cost and improve design. On Track ■ Attention Needed ► Project Jeopardy ✓ Substantially Complete 5A - 1 Southlake Community Services Project Status Update Manager: Kao Report Date: 12/05/12 CITY O' SOUTHLAKE 0 . - - Bicentennial Park Phase 2 Scope/Objective: Miracle field, renovated shade structures, new concession, new maintenance building, new playground, boulevard connection, parking, utilities, drainage, landscaping, and paths. Account Code: TBD Start Date: 07/01/11 Total Project Budget: 1$8,597,000 Ad'. Completion Date: 09/01/14 Total Project Commitments: 1$1,234,000 100% 80% a� a E c0 e 60% 40% 20% - 0% 0% 0% 0% Design Bidding Approvals Construction Phase Total Spending SCOpe _ Compiling comments on 90% drawing review set received from SRA. 90% Review scope design review meeting set for January. Schedule — No issues at this time. Cost _ Working through design to keep project within budget. Some additional costs anticipated for minor asbestos abatement in existing buildings. Continue drawing review and identify potential cost savings. Resources Dean Construction reviewing drawings and providing comments and costs. Technical Reviewing tree planting details and irrigation construction phasing. ks Planned Area of Concern Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x 5A-2 Southlak e 2030 Plan Elements • Vision, Goals & Objectives complete • Sector Plans & Land Use Plan complete Wayfinding Signage Plan Complete • Arts Master Plan Complete Economic and Tourism Plan Complete Water, Sewer & Storm Water Plan Complete • Parks, Recreation & Open Space Plan — On -going Community Facilities (80% complete) Mobility Plan Begin FY12 (10% complete) • Sustainability Plan Begin FY13 • Community Plan Begin FY 14 4 5B-1 CITY OF SOUTHLAKE TEXAS SOUTHLAKE 2030 PARKS, RECREATION & OPEN SPACE /COMMUNITY FACILITIES MASTER PLAN COMMITTEE December 10, 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: 1. Call to Order 2. Public Forum 3. Discussion: A. Parks/Community Facilities Needs Assessment Evaluation B. Review of Project Rankings C. Final Plan Recommendations D. Plan Format/Draft 4. Next Steps A. Future Meetings B. Timeline 5. Adjourn 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, December 7, 2012 by 6:00 p.m., pursuant to the Texas Government Code, Chapter 551. Alicia Richardson, TRMC City Secretary /f 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, and reasonable accommodations will be made to assist you. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork