2013-02-11 Parks Board PacketCITY OF
SOUTHLAKE
MEMORANDUM
January 29, 2013
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, February 11, 2013 at 6:00 p.m.
The regular Parks Board meeting will begin at 6:00 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 January 14, 2013. 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 — There are no absences for consideration at this 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 the Southlake 2030
Parks, Recreation & Open Space / Community Facilities Master Plan —
The Parks, Recreation & Open Space / Community Facilities Master Plan
document provides recommendations for development of all City parks
and city staff guidance in planning and budgeting for FY 2014 Capital
Improvements Projects and in the future.
The master plan will be presented to Planning & Zoning Commission
February 21, 2013 (Public Hearing) and to City Council March 5, 2013 (1st
Reading) and March 19, 2013 (2nd Reading and Public Hearing) as
Ordinance No. 1060. Adoption of the proposed Parks, Recreation & Open
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — February 11, 2013
Page 2 of 3
Space / Community Facilities Master Plan is a key component of the
Southlake 2030 Plan. Staff will present a comprehensive review of the
goals, findings, summaries and recommendations proposed in the Master
Plan at the meeting. A copy of the proposed Plan is attached to this
memo.
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 — A presentation will
be made at the meeting. No packet documents.
OTHER ITEMS OF INTEREST
9. City Council Action — The following park -related action items were
considered by City Council at the January 15 and February 5, 2013
meetings.
• Ratified the purchase of property located at 570 East Dove
Road (adjacent to Liberty Park at Sheltonwood) (1/15/13)
• Approved Carillon Phase 3 Park Plan for Villa Park South
(2/5/13)
10. T.A.A.F. State Youth Basketball Tournament — A copy of the information
packet for the T.A.A.F. State Youth Basketball Tournament to be held
March 15-17, 2013 in Southlake and Grapevine facilities.
As always, we appreciate your commitment and service to the City.
Chris Tribble
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — February 11, 2013
Page 3 of 3
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, February 11, 2013
6:00 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 January 14, 2013
B. Absence of Parks and Recreation Board members
3. Public Forum
4. Consider:
A. Recommendation on the Southlake 2030 Parks, Recreation & Open
Space / Community Facilities Master 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 — February 11, 2013
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, February 8, 2013 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: January 14, 2013
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,
Lori Palmer and Chad Patton
Parks and Recreation Board Members absent: None
Staff present: Deputy Director Kari Happold and Assistant to the Director of Community
Services Candice Edmondson
Agenda Item No. 1. Call to order. Chairman Slocum called the meeting of the Parks and
Recreation Board to order at 6:32 p.m.
Agenda Item No. 2. Consent
A. Approve minutes from the regular Parks and Recreation Board meeting held
December 10, 2012 — Board member Formella requested minor corrections to the
minutes.
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 including the minutes of December
10, 2012 (including corrections by Mr. Formella).
Motion:
Cox
Second:
Wasserman
Ayes:
Berman, Cox, Formella, Palmer, Patton, Slocum and Wasserman
Nays:
None
Abstain:
None
Vote:
7-0
Motion Carried.
Mr. Formella offered corrections to the December 10, 2012 minutes during
consideration of the November 12, 2012 meeting minutes.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A - 1
Minutes of the January 14, 2013 Parks Board Meeting
Page 2 of 2
Agenda Item No. 3. Public Forum. No one was present to address the Board during Public
Forum.
Agenda Item No. 4A. Consider:
A. Recommendation on minutes from the regular Parks and Recreation Board
meeting held November 12, 2012 — Chair Slocum presented the revised minutes for
consideration.
A motion was made to approve the revised minutes from the November 12, 2012
meeting.
Motion:
Cox
Second:
Berman
Ayes:
Berman, Cox, Formella, Palmer, Patton, Slocum and Wasserman
Nays:
None
Abstain:
None
Vote:
7-0
Motion Carried.
Agenda Item 5. Discussion:
A. Construction Management Report — The Construction Management Report
included in the meeting packet was reviewed by Chair Slocum. It was mentioned
that the Rangers would like to participate in the groundbreaking activities.
B. Southlake 2030 Plan Components Update — Chair Slocum reviewed status of
the plan components of the City 2030 Plan.
C. Miracle Field Update — Chair Slocum presented an update on the Miracle
League activities.
Agenda Item 6. Adjournment: A motion was made to adjourn the meeting at 6:45 p.m.
Motion: Cox
Second: Palmer
Ayes:
Berman, Cox, Formella, Palmer, Patton, Slocum and Wasserman
Nays:
None
Abstain:
None
Vote:
7-0
Motion Carried. John Slocum
Chair, Parks & Recreation Board
Chris Tribble, Director Community Services Dept.
A recording of this meeting is available upon request from the Office of City Secretary and may be viewed at
www.citVofsouthiake.com /Video On Demand.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-2
CITY OF
SOUTHLAKE
MEMORANDUM
January 29, 2013
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: No action is required; all Park Board members were present
at the January 14, 2013 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: No action
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2B-1
Park and Recreation Board Attendance Report
Place
Name
1/14/13
2/11/13
3/11/13
4/8/13
5/13/13
6110/13
718/13
8/12/13
919/13
10/14/13
11/11/13
12/9113
Individual
Attendance
Rate
Hrs To
Date
AttendanceMeeting
Rate (includes
tt ,
2B-2
Average Monthly
Attendance Rate
2013 100%
Total 100%
YO
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
CITY OF
SOUTHLAKE
MEMORANDUM
February 7, 2013
To: Parks and Recreation Board
From: Chris Tribble, Director of Community Services
Subject: Recommendation on Parks, Recreation & Open Space / Community
Facilities Master Plan; a component of the Southlake 2030
Comprehensive Plan
Action
Requested: Park Board recommendation of approval on Parks, Recreation &
Open Space / Community Facilities Master Plan
Background
Information: The Parks, Recreation & Open Space / Community Facilities Master
Plan is a key component of the Southlake 2030 Plan, the City's
comprehensive plan. As such, it is critical that a relationship between
the Southlake 2030 Plan and the various plan elements be
established. The Parks, Recreation & Open Space / Community
Facilities Master Plan document provides recommendations for
development of all City parks and city staff guidance in planning and
budgeting for FY 2014 Capital Improvements Projects and in the
future.
The master plan will be presented to Planning & Zoning Commission
February 21, 2013 (Public Hearing) and to City Council March 5, 2013
(1st Reading) and March 19, 2013 (2nd Reading and Public Hearing)
as Ordinance No. 1060. Adoption of the proposed Parks, Recreation
& Open Space / Community Facilities Master Plan is a key
component of the Southlake 2030 Plan.
A comprehensive review of the goals, findings, summaries and
recommendations proposed in the Master Plan will be presented by
staff at the meeting. A copy of the proposed Plan is attached to this
memo.
Financial
Considerations: There are no financial considerations resulting from approval of the
master plan itself except customary fees for publication notice of
public hearing at City Council.
Strategic Link: The Parks, Recreation & Open Space / Community Facilities Master
Plan relates to the City's strategy map focus areas of Infrastructure,
Quality Development and Performance Management and Service
Delivery and meets the corporate objectives to Provide attractive and
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A - 1
Parks and Recreation Board
Meeting Date — February 11, 2013
Page 2 of 3
Citizen Input/
Board Review:
Legal Review:
unique spaces for enjoyment of personal interests and Invest to
provide and maintain high quality public assets.
Opportunities for public input and feedback specifically on the Parks,
Recreation & Open Space / Community Facilities master plan were
available at 2030 Parks, Recreation and Open Space / Community
Facilities Committee development meetings held:
September 12, 2011
October 10, 2011
November 1, 2011
November 14, 2011
December 12, 2011
January 9, 2012
February 13, 2012
March 7, 2012
April 9, 2012
May 14, 2012
June 11, 2012
August 13, 2012
August 23, 2012
October 8, 2012
October 30, 2012
November 12, 2012
December 10, 2012
January 31, 2013 City -Wide SPIN Meeting (Draft Plan
Presentation/Feedback)
Formal board approval of the Parks, Recreation & Open Space /
Community Facilities Master Plan also provides opportunities for
public input at the following meetings:
February 4, 2013
February 11, 2013
February 21, 2013
March 5, 2013
March 19, 2013
Not applicable
2030 Parks, Recreation & Open Space /
Community Facilities Committee
Parks & Recreation Board
Planning & Zoning Commission (Public
Hearing)
City Council Meeting (1st Reading)
City Council Meeting (2nd Reading and
Public Hearing)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-2
Parks and Recreation Board
Meeting Date — February 11, 2013
Page 3 of 3
Alternatives: Alternatives include:
Recommend approval of Master Plan as presented
Recommend approval of Master Plan as presented with
modifications as desired
• Recommend not to approve Master Plan
Attachments: (a) Parks, Recreation & Open Space / Community Facilities Master
Plan (The Master Plan is too large to send electronically;
a paper copy is attached to the memo in the paper packet)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-3
CITY or
SOUTHLAKE
Monthly Construction Report
Southlake Community Services
January 2013
.. rianneq ACTUal Aq USieu N N N N N N M t2 M M M M M
Project Complete Start Complete i .6 6.
m Project Title Q v) O c li i Q. to
SPDC FUND
Bicentennial Park Phase 2 Staff with SRA are reviewing design for potential savings to keep project within $9,480,000 $1,234,000 09/01/14 07/01/11 09/01/14
budget.
CRIME
North DPS
• On Track
■ Attention Needed
► Project Jeopardy
✓ Substantially Complete
Apparatus bay walls complete. Steel framing and roof deck for firehouse installed. #REF! #REF! 12/06/13 #REF! #REF!
Installing HVAC ducts, conduits, and fire sprinklers. Firing range walls 80%
complete. Site utilities are 95% complete. Reviewing data room costs and
5A - 1
Southlake Community Services Project Status Update
Manager: Kao
Report Date: 02/07/13
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$9,480,000
Ad'. Completion Date:
09/01/14
Total Project Commitments:
1$1,234,000
100%
°
d
4)
E
coj
0
80%
60%
40%
20%
0% 0% 0%
0%
Design Bidding Approvals Construction Phase Total Spending
Project
Risks
Scope
UpdateiwilP Status/
Trend Status
♦ Reviewing scope to keep project within budget.
Schedule
♦ There is a potential project delay to re -design to stay within budget.
COSt
♦ Reviewing design to keep within budget. Held meeting with SRA to identify all
cost saving opportunities.
Resources
— No issues at this time.
Technical
No issues at this time.
ks Planned Area of Concern Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x
5A-2
KAmAmF
STATE YOUTH BASKETBALL
NostedBy
The City of Grapevine a The City of Southlake
GRAPEVINE
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CITY OF
OUTHLAKE.
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¢Q� ° 0 2013 TUF State BOYS & Girl's
N T. A. A. F a Youth Basketball
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Tournament
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DATES: March 15-17, 2013
DIVISIONS: Boys/Girls- 8, 10, 12, 14 & under, Divisions 1 & 2
Boys/Girls 16 & Under (Invitational Tournament)
AGE: Age is determined by the participant's age on September 1 of the current
school year (9/1/12)
ENTRY FEE: $190 per team, Division 1
$175 per team, Division 2
DEADLINE: Tuesday, March 5, 2013 at 12:00 pm (noon)
ENTRY PROCEDURE: City Guarantee Form —or— Entry form, entry fee and certified roster and
birth certificates are due by the deadline.
ENTRY LOCATION: Grapevine Community Activities Center
Attn: Athletics
1175 Municipal Way
Grapevine, TX 76051
Office 817.410.3470 Fax 817.410.3095
FORMAT/BRACKET: 3-game guarantee; pool play into single elimination bracket. Tournament
brackets available on-line Thursday, March 14 at 5:00pm. Brackets will be
posted at www.taafregion4.org
RULES: 2012-13 TAAF Youth Basketball Rules
ROSTERS: Rosters must be signed by your local Parks and Recreation TAAF
representative and turned in with registration
AWARDS: Individual medals: Champions & Runner -Up
Champion Team Award
Runner -Up Team Award
MANAGER'S
MEETING: Mandatory Coaches Meeting Friday, March 15, 5:00-6:00 pm at Dawson
Middle School. 400 South Kimball Ave SL, TX 76092. All teams must have a
representative present. If a team entered the tournament with a City
Guarantee form, all rosters/birth certificates and fees must be turned in at
this meeting.
GAME TIMES: Teams should be prepared to play on Friday, March 15 after the coaches
meeting based on the bracket.
UNIFORMS: Each team must provide their own set of uniforms with permanently fixed
numbers on the front and back per the TAAF Cavalcade.
www.taafregion4.org
EQUIPMENT: The official game ball will be provided. Teams must provide their own
warm-up balls
ADMISSION: Tournament Pass: Day Pass:
Adult $10 $6
Ages 6-12 $6 $4
Ages 5 & U Free Free
*Note: All teams will play both Saturday and Sunday with possible Fridaygames.
PROTESTS: All protests must be filed by the end of the game. ONLY A COACH CAN FILE A
PROTEST. Judgment calls are not a basis for protests. You must notify the
officials and scorekeeper so that the protest is noted in the book. Please
complete a protest form and submit with $75 non-refundable fee (cash).
Protests will be reviewed by the Protest Committee and the ruling will be
final
TOURNAMENT COMMITTEE: Jaycob Kirkpatrick, Grapevine, 817-410-3472
ikirkpatrick@grapevinetexas.gov
Scott Hardeman, Grapevine, 817-410-3476
shardeman@grapevinetexas.gov
Junior Camacho , Southlake 817-748-8022
fcamacho@ci.southlake.tx.us
Ryan McGrail, Southlake 817-748-8024
rmcgrail@ci.southlake.tx.us
State Girls Commissioner:
David Swain, The Colony, 972-625-1106
david@tcpard.com
State Boys Commissioner:
Jay Williams, Texas City, 409-643-5987
illiams@texas-city-tx.org
,e16171191N/1►1Wff.11uld
LOCATIONS: Grapevine Middle School, 301 Pony Pkwy, Grapevine, 76051
Colleyville Middle School, 1100 Bogart Ave, Colleyville, 76034
Cross Timbers Middle School, 2301 Pool Rd, Grapevine, 76051
Grapevine High School, 3223 Mustang Dr, Grapevine, 76051
Faith Christian School (New Gym), 729 East Dallas Road, Grapevine, 76051
Heritage Middle School, 5300 Heritage Ave, Colleyville, 76034
Colleyville Heritage High School, 5401 Heritage Ave, Colleyville, 76034
SOUTHLAKE GAME
LOCATIONS: Carroll Senior High School, 1501 West Southlake Boulevard, Southlake, TX 76092
Carroll High School, 800 North White Chapel Boulevard, Southlake, TX 76092
Carroll Middle School, 1800 Kirkwood Boulevard, Southlake, TX 76092
C.I.S.D. Administration Gym, 1101 E. Dove Road, Southlake, TX 76092
Durham Intermediate School, 801 Shady Oaks Drive, Southlake, TX 76092
Dawson Middle School, 400 S. Kimball Ave, Southlake, TX 76092
Eubanks Intermediate School, 500 S. Kimball Ave, Southlake, TX 76092
2
www.taafregion4.org
*A�V E: 2013 TAAF
Youth Basketball
�y a 4 14;
State Tournament
VISIT
^�^ r
19 SOU L HLAKE
TEXAS,com
Information regarding dining and local attractions can be viewed on the following websites:
Grapevine — www.grapevinetexasusa.com
Southlake — www.visitsouthlaketexas.com
Preferred Hotels
Please mention, "State Youth Basketball Tournament" when booking reservation
Aarnott
HOTELS • RESORTS • SUITES
Marriot Solana
5 Village Circle
Westlake, TX 76262
(817)430-5000
$90 a room per night
Resii
ence
�arnott
Resident Inn Marriott
2020 State Hwy 26
Grapevine, TX 76051
(972)539-8989
$109 a room per night
Super 8 Grapevine
250 E Highway
Grapevine, TX 76052
(817)329-7222
$99 a room per night
***Free Breakfast, Free WiFi
and Free Fitness Center***
(;�b
Hilton
VFW LAKES
EXECUTIVE CONFERENCE CENTER
Hilton DFW Lakes
1800 Hwy 26 East
Grapevine, TX 76051
(817)481-8444
$109 a room per night
Hampton Inn Suites
Trophy Club
525 Plaza Drive
Trophy Club, TX 76262
(817)929-0177
$99 a room per night
***New Hotel Opened this Year***
Embassy Suites
Outdoor World
2401 Bass Pro Drive
Grapevine, TX 76051
(972)724-2600
$149 a room per night
3
www.taafregion4.org
Comfort Suites
1805 Enchanted Way
Grapevine, TX 76051
(972)471-1900
$104 a room per night
Hilton
Hilton Southlake
1400 Plaza Place
Southlake, TX 76092
(817)442-9900
$169 a room per night