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2013-08-12 Parks Board PacketCITY OF SOUTHLAKE MEMORANDUM August 8, 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, August 12, 2013 at 6:00 p.m. The regular meeting will begin at 6:00 p.m. in the Council Chambers. A light meal will be available prior to the meeting. Please advise staff if you will not be able to attend this meeting (Icarpenter(aD.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 May 13, 2013. Please make any corrections to these minutes part of the motion for consideration. 2. Aaenda Item No. 2B. Consent: Absence of Parks and Recreation Board Members — There is no action required by the Board for this item as all members were present at the May 13, 2013 meeting. There were no meetings held in June or July. 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 Public Forum, the Board will not discuss or take action on any item brought up at this time. 4. Agenda Item No. 4A. Consider: Election of Officers — The purpose of this item is to select from the Board a chairman, vice chair and secretary to serve a one-year term. Your packet memo contains a description of the duties for each officer position as provided in the Southlake City Code and Park Bylaws. 5. Aaenda Item No. 5A. Discussion: Update on Proposed FY 2014 Budaet Staff will provide and update to the Board on the proposed budget and initiatives for FY 2014. No packet documents. 6. Aaenda Item No. 5B. Discussion: Construction Manaaement Report — The Community Services Department Construction Management Report is included in your packet. Please contact me if you have any questions regarding the report. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — August 12, 2013 Page 2 of 2 7. Agenda Item No. 5C. Discussion: Athletic Tournaments Update — Staff will provide an update to the Board regarding athletic tournaments. No packet documents. 8. Agenda Item No. 5D. Discussion: Southlake 2030 Plan — Mobility Plan Update — This is a standing agenda item. Sherry Berman and Lori Palmer, Park Board representatives serving on the Mobility Plan Committee, may provide an update on the committee's progress. No packet documents. 9. Agenda Item No. 5E. Discussion: Community Recreation Center Update — Staff will provide an update related to the Community Recreation Center project. No packet documents. OTHER ITEMS OF INTEREST 11. City Council Action — The following park -related action items were considered by City Council at the August 6, 2013 meeting. Approved contract with Barker Rinker Seacat Architecture for design services for the Community Recreation Center 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(cD_ci.southlake.tx.us) Stacey Udoni, Assistant to the Director, 817-748-8036, sudoni(@ci.southlake.tx.us) Candice Edmondson, Deputy Director of Community Services, 817-748-8311; csanders(@ci.southlake.tx.us Kari Happold, Deputy Director of Community Services, 817-748-8018, (khappold(cDci.southlake.tx.us Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184;(Caraenter(a-)ci.southlake.tx.us) City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING Monday, August 12, 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 May 13, 2013 B. Absence of Parks and Recreation Board members 3. Public Forum (This is the Public's opportunity to address the Park Board about non -agenda items. During Public Forum, the Park Board will not discuss, consider or take action on any items presented. The Park Board respectfully asks anyone speaking during Public Forum to limit remarks to three minutes or less.) 4. Consider: A. Election of Parks and Recreation Board Officers 5. Discussion: A. Update on Proposed FY 2014 Budget B. Construction Management Report C. Athletic Tournaments Update D. Southlake 2030 — Mobility Plan Update E. Community Recreation Center Update 6. Adjournment City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — August 12, 2013 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, August 9, 2013 by 6:00 p.m. pursuant to Chapter 551 of the Texas Government Code. • % 4.� Alicia Richardson, TRMC�,'�'. City Secretary •., oo 11111�•5151��� 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: May 13, 2013 LOCATION: Southlake Town Hall — City Council Chambers 1400 Main Street Southlake, Texas TIME: 6:00 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: Director of Community Services Chris Tribble, Deputy Director Kari Happold and Assistant to the Director Stacey Udoni 1. CALL TO ORDER Chairman Slocum called the meeting of the Parks and Recreation Board to order at 6:18 p.m. 2. CONSENT AGENDA Consent Agenda items are considered to be routine by the Board and are enacted with one motion. Chairman Slocum read the consent agenda items into the record. 2A. APPROVAL OF THE MINUTES FROM THE APRIL 8, 2013 REGULAR SOUTHLAKE PARKS AND RECREATION BOARD MEETING. A correction was made to the minutes on Page 1 to show Board member Wasserman "seconded" the motion. 2B. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS Board members Berman and Formella were absent at the April 8, 2013 meeting. A copy of the attendance log was distributed in the meeting packets. APPROVED A motion was made to approve the Consent Agenda to accept the minutes and excuse the absences. Motion: Wasserman Second: Patton Ayes: Cox, Palmer, Patton, Slocum and Wasserman Nays: None Abstain: Berman and Formella (absent April 8, 2013 meeting) City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A - 1 Minutes of the May 13, 2013 Parks Board Meeting Page 2 of 5 Vote: 5-0-2 Motion Carried. 3. PUBLIC FORUM Chairman Slocum opened the public forum and asked for anyone wishing to speak to come forward. There being no one wishing to speak, Chairman Slocum closed the public forum. Agenda Item Number 5D was considered next, out of the regular agenda sequence. 5D. SOUTHLAKE UNITED CRICKET CLUB FIELD USAGE REQUEST Director of Community Services Chris Tribble introduced the request. Dr. Sandeep Gill,1208 Golden Gate Drive, Southlake, representing the Southlake United Cricket Club, was present and spoke in support of a request for field space year- round on Sundays possibly at Bob Jones Park for the cricket club as he responded to Board questions. The president and chairman of the North Texas Cricket Association (NTCA) were also present in the audience but did not address the Park Board. The Park Board will consider this item at the next meeting. 4. CONSIDER: 4A. RECOMMENDATION ON PROPOSED PARK DEDICATION FOR RIDGEVIEW II DEVELOPMENT Director of Community Services Chris Tribble presented the proposal. The park dedication requirements for the Ridgeview ll, a 41 residential lot subdivision located at 585-725 Davis Boulevard (FM 1938), requires 1.025 acres of park land or a payment of $123,000 in park dedication fees to satisfy the park dedication requirement To satisfy the park dedication requirements, the developer proposed providing 2.69 acres of private neighborhood park land to be maintained in perpetuity by the homeowners association, and installation of private park amenities (2 park benches and 2,630 LF of 5' wide concrete trail). A credit for future park development was also requested by the developer. Curtis Young, Sage Group and Tom Matthews, Four Peaks-RM, Inc., architect and developer for Ridgeview Il, were present. Mr. Young gave an overview of the entire project and explained the current proposal as he responded to questions regarding trails and features of the proposed park land. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-2 Minutes of the May 13, 2013 Parks Board Meeting Page 3 of 5 The Board discussed the proposal, suggesting the addition of a loop trail in the open space area would be a nice feature as trails remain a top priority on citizen surveys. The Board evaluated the 2.69 acres of park space proposed by the developer and concluded about 1.91 acres of open space to be viable park land. The Board determined to value the proposed park land of 2.69 acres, the two benches and 2,630 LF of trails, at $61,500 and grant the developer a maximum 50% credit ($61,500) against the required park dedication fee of $123,000. APPROVED A motion was made to recommend the acceptance of park dedication for Ridgeview II development of 2.69 acres of private park land, (2) park benches and 2,630 LF of 5' paved concrete trail at the value of $123,000, and payment of $61,500 in park dedication fees. Motion: Wasserman Second: Palmer Ayes: Cox, Formella, Palmer, Patton, Slocum and Wasserman Nays: Berman (Desired developer to provide more trails than %-mile proposed in Block C because trails are highly ranked on citizen surveys and consider it a missed opportunity not to request them; favored adding trail in the open space in Block B with connections at Lots 21122 or 23124.) Abstain: None Vote: 6-1 Motion Carried. 5. DISCUSSION: 5A. SOUTHLAKE YOUTH ATHLETIC ASSOCIATIONS Deputy Director of Community Services Kari Happold reviewed participation statistical reports for each of Southlake's youth athletic associations. Individual presentations were made by representatives from each sport association. Rob Winter Southlake Baseball Association (SBA), 1021 Merlow Drive, Southlake Kevin Cox Southlake Carroll Lacrosse Association (SCLA), 718 Edward Court, Southlake Adam Buczek Grapevine Southlake Soccer Association (GSSA), 1203 Kingbury Drive, Southlake and GSSA President Melissa Edwards David Spuria Southlake Girls Softball Association (SGSA), 1880 Randol Mill Drive, Southlake Mike Holiday Dragon Youth Football (DYF), 1760 Sleepy Hollow Court, Southlake Staff was directed to revise how Select and recreation league participants for softball league are listed in the reports. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-3 Minutes of the May 13, 2013 Parks Board Meeting Page 4 of 5 5B. PARKS AND RECREATION REPORT Deputy Director of Community Services Kari Happold and Recreation Superintendent Steve Moore presented a comprehensive report and responded to questions. Staff was asked to revisit the issue about non-Southlake residents participating in City - offered sports programs. 5C. CONSTRUCTION MANAGEMENT REPORT The monthly Construction Management Report included in the meeting packet was reviewed by Director Tribble as he responded to questions related to Bicentennial Park construction. 5E. SOUTHLAKE 2030 PLAN — MOBILITY PLAN UPDATE Park Board members Sherry Berman and Lori Palmer represent the Parks Board on the 2030 Mobility Plan component and advised the Board of the next meeting to be held May 29. 5F. PARKS AND RECREATION BOARD WORK GROUP UPDATE Chair Slocum advised the Board will be updated about changes that will be made to some of the Park Board work groups. 5G. THE MIRACLE LEAGUE OF SOUTHLAKE UPDATE Chair Slocum presented a final update on the Miracle League activities. Director Tribble introduced new Assistant to the Director Stacey Udoni. Staff and Park Board members expressed appreciation to outgoing Chair Slocum for his commitment and achievements while serving on the Park Board. 6. ADJOURNEMENT APPROVED A motion was made to adjourn the meeting at 9:34 p.m. Motion: Wasserman Second: Patton Ayes: Cox, Palmer, Patton, Slocum and Wasserman Nays: None Abstain: Berman and Formella (absent April 8, 2013 meeting) City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-4 Minutes of the May 13, 2013 Parks Board Meeting Page 5 of 5 Vote: 5-0-2 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 - 5 CITY OF SOUTHLAKE MEMORANDUM July 23, 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 May 13, 2013 meeting. There were no Park Board meetings in June or July. 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 o������ Name 1/14/13 2/11/13 3/11/13 4/8/13 5/13/13 6/24/13 7/8/13 8/12/13 9/9/13 10/14/13 11/11/13 12/9/13 Individual Attendance Rate Hrs To Date e�aaaaaaa����� t t France. Schadi t t o�ooaooaa����� t t h o .. -.. ooaooaa����� t t oGregg. Rate (includes substitutions)Meeting Attendance Jeff Medici and Frances Scharli appointed by CC to Park Board 6/18/13 to replace John Slocum and Elaine Cox, Average Monthly Attendance Rate 2013 93% Total 100°/u 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 June 19, 2013 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Election of Parks and Recreation Board Officers Action Requested: Election of Parks and Recreation Board chairman, vice- chairman and secretary. Background Information: The Southlake City Code and the Park and Recreation Bylaws address the process for selection of officers for the Parks and Recreation Board. Annually, following the City Council appointments of new Park and Recreation Board members, the Board shall select officers, including a Chair, Vice Chair and Secretary, to serve until the next annual election. On June 18, 2013, City Council approved Resolution No. 13- 029, appointing Jeff Medici and Frances Scharli and re- appointing Tina Wasserman to the Parks and Recreation Board. Any sitting member of the Board may be considered for the officer positions. The current Board members are: ■ Jeff Medici — Place 1 ■ Tina Wasserman — Place 2 (current Vice Chair) ■ Frances Scharli — Place 3 ■ Lori Palmer — Place 4 ■ Sherry Berman — Place 5 (current Secretary) ■ Chad Patton — Place 6 ■ Gregg Formella — Place 7 A copy of the Southlake City Code and Article II I of the Parks and Recreation Board Bylaws that contains a list of each of the officer's duties are attached for your information and review. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A - 1 Parks and Recreation Board Meeting Date — August 12, 2013 Page 2of3 Financial Considerations: None Strategic Link: N/A Citizen Input/ Board Review: N/A. Legal Review: N/A Alternatives: Any commentary as appropriate. Supporting Documents: Supporting documents include the following items: ■ Copy of Southlake City Code Section 12-78, Article III as amended by Ordinance No. 881 adopted October 5, 2004. ■ Article III of the Park and Recreation Bylaws Staff Recommendation: Election of Parks and Recreation Board Officers City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-2 Parks and Recreation Board Meeting Date — August 12, 2013 Page 3of3 Sec. 12-78. Meetings and by -lams. As soon as practicable after the annual appointment of new board members by the city council, the board shall select from the members a chair, vice chair, and secretary, each to serve until the next annual election. Should any of the above -referenced officer positions become vacant, the board shall hold a special election to fill such vacancv for the duration of the unexpired tenn. The board shall adapt by-laws to govern the holding of its meetings which, at a miniminn, shall encompass the following: City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-3 and time for such special meetings. Notice shall be given to the public in accordance with Chapter 551 of the Texas Government Code. Section 2.4 Ouorum. A simple majority of the entire Board shall constitute a quorum to conduct official business of the Board. Section 2.5 Conduct of Business. (a) At the meeting of the Board, matters pertaining to the business of the Board, as posted on the agenda, shall be considered in accordance with rules of procedure as from time to time prescribed by the Board. (b) At all meetings of the Board, the Chair shall preside. In the absence of the Chair, the Vice Chair shall preside. In absence of both the Chair and Vice Chair, the secretary shall preside. (c) The Chair shall be a voting member of the Board. (d) Minutes of each Board meeting shall be filed with the City Secretary and made available to the City Council upon request. Section 2.6 Vacancies. Any vacancy occurring in the Board shall be filled by appointment by the City Council for the length of the unexpired term. Section 2.7 Committees of the Board. The Board, through a regular vote, may appoint two (2) or more committee or sub -committee members to serve as designated. Section 2.8 Compensation of Board Members Board members shall not receive any salary or compensation for their services. ARTICLE III OFFICERS Section 3.1 Officers and Terms of Office. (a) The officers of the Board shall be a Chair, Vice -Chair, and Secretary. As soon as practicable after the annual appointment of new board members by the City Council, the board shall select from the members a Chair, Vice Chair and Secretary, each to serve for one year. Should any of the above referenced officer's positions become vacant, the Board shall hold a special election to fill such vacancy for the duration of the unexpired term. (b) All officers shall be subject to removal from office at any time by a vote of a majority of the City Council. (c) Within sixty (60) days after appointment of new members, staff will establish, and new members will attend, an orientation meeting. Community Services — Parks and Recreation Board Bylaws Page 2 of 4 4A-4 Section 3.2 Powers of the Chair The Chair shall preside at all meetings of the Board and perform all duties incident to the office of Chair and such other duties as may be prescribed by the Board and the City Council. Section 3.3 Vice Chair. In the absence of the Chair or in the event of his/her inability or refusal to act, the Vice Chair shall perform the duties of the Chair, and when so acting shall have all the powers of and be subject to all the restrictions upon the Chair. The Vice Chair shall perform other duties as from time to time may be prescribed. Section 3.4 Secretary. The Secretary shall ensure that minutes of each Board meeting shall be filed with the City Secretary and in general shall perform all duties as from time to time may be assigned to him/her by the Chair or the Board. In absence of the Chair and Vice -Chair, or in the event of their inability or refusal to act, the Secretary shall perform the duties of the Chair, and when so acting shall have all the powers of and be subject to all the restrictions upon the Chair. In the absence of the Secretary, the Chair or acting Chair shall designate a member to perform the duties of the Secretary. ARTICLE IV BOARD DUTIES AND RESPONSIBILITIES Section 4.1 Duties and Responsibilities. The duties and responsibilities of the Park and Recreation Board shall be to: (a) Act in an advisory capacity to the City Council in all matters pertaining to parks and recreation including the development of long range capital improvements programs. (b) Cooperate with other City boards and commissions, other governmental agencies, civic groups, and citizens of the City in the advancement of sound park and recreation planning programming. (c) Recommend policies on recreation services and park improvements. (d) Recommend programs for development of recreational areas, facilities, programs and improved recreation services. (e) Recommend the adoption of standards for recreational areas, facilities, programs and their financial support. (f) Review an annual report of existing park and recreation programs and services. Community Services — Parks and Recreation Board Bylaws Page 3 of 4 4A - 5 CITY OF SOUTHLAKE 13 Monthly Construction Report Southlake Community Services August 2013 c1 M O CM CY M O a M O N a M O N Fy V O N Planned Actual Adjusted N M M M M M M M M M a omplete Start Com to a a rn Project Title Budget Co Date Date O n li a n n y O # o li SPDC FUND An Bicentennial Park Phase 2 Provided SRA final review comments by City staff. Bid set due in August. $10,643,649 $1,271,950 09/01/14 07/01/11 03/01/15 • On Track ■ Attention Needed ► Project Jeopardy ✓ Substantially Complete 5B-1 Southlake Community Services Project Status Update Manager: Kao Report Date: 08/08/13 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: 07/01/111 Total Project Budget: Isi0,643,649 Adi. Completion Date: 03/01/151 Total Proiect Commitments: 1$1.271,950 100% 93% 80% d a 60% E c°> 40% 0 20% ° 0% 0% 0% 0% Design Bidding Approvals Construction Phase Total Spending CO e - or"", will be finishing bid drawing set by mid -August. Schedule — Bidding planned for September. Bid in Sept. Anticipate construction to begin Oct. Most recent cost estimates received exceed previous budgets numbers for Dean Construction obtaining additional cost information. Cost — White Chapel Blvd entry feature and dragon at playground. Resources E — I No issues at this time. TeQnir-.n1 ISRA is finishing design details. 4s Planned Area of Concern Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x 5B-2