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2014-02-10 Parks Board PacketCITY OF SOUTHLAKE MEMORANDUM February 6, 2014 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 10, 2014 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 January 13, 2014. 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 is no action required by Park Board on this item as all members were present at the January 13, 2014 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 Public Forum, the Board will not discuss or take action on any item brought up at this time. 4. Agenda Item No. 4. Consider: Recommendation on request received from Four Peaks-RM, Inc, and JTS Holdings to receive credit for the excess open space included within the proposed Remington Estates development.- Remington Estates is a proposed Residential Planned Unit Development "R-PUD" that has been proposed by Four Peaks-RM, Inc. and JTS Holdings. The proposed development consists of 23 residential lots on 13.43 acres located at 395, 405 and 413 Shady Lane. The developer has elected to pay a park dedication fee ($69,000) to satisfy the park dedication requirement for the development in lieu of dedicating park land. In addition, an RPUD development requires the contribution of 10% open space. The developer is contributing 22+% open space, and has requested credit for the excess 1.7 acres of open space beyond their RPUD open space requirement. The City Council has established the value of one (1) acre of land in the City at $120,000 as a basis for City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — February 10, 2014 Page 2 of 2 valuation of fees required for park dedication. Based on this land value, the developer requests consideration of a $204,000 credit to be used to satisfy the development's $69,000 park dedication requirement, and leaving a $135,000 credit that may be applied to a future park project to be developed by the same developer. The Developer will be in attendance to present their request and answer any questions from the Board. 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: Community Recreation Center Update — Director Tribble will provide an update on the CRC project and present the completed Schematic Design. OTHER ITEMS OF INTEREST 7. City Council Action — The following park and recreation -related action items were considered by City Council at the January 21 and February 4, 2014 meetings. Approved Facilities Utilization Agreement with Southlake Girls Softball Association (Parks Board recommended approval (5-0) October 14, 2013) City Council agendas are posted on the City's webpage 6pm the Friday preceding the City Council meeting. You may sign up to receive a copy of the agenda at "Notify Me" tab at.http://www.citvofsouthlake.com/1ist.aspx. 8. Next Park Board Meeting — The regularly scheduled March 10t" Park Board meeting has been moved to Monday, March 17, 2014 due to Spring Break, March 10-14. 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(a�ci.southlake.tx.us) Vacant, Assistant to the Director, 817-748-8036,( (a)ci.southlake.tx.us) Candice Edmondson, Deputy Director of Community Services, 817-748-8311; csanders(a�ci.southlake.tx.us Vacant, Deputy Director of Community Services, 817-748-8018, ( (a�ci.southlake.tx.us Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184;(Iarpenter(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, February 10, 2014 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 13, 2014 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. Recommendation on request received from Four Peaks-RM, Inc., and JTS Holdings to receive credit for the excess open space included within the proposed Remington Estates development. 5. Discussion: A. Construction Management Report B. Community Recreation Center Update 6. Adjournment A quorum of the City Council may be present at this meeting. City of Southlake Values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork Parks and Recreation Board Meeting Date — February 10, 2014 Page 2 of 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, February 7, 2014 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 13, 2014 LOCATION: Southlake Town Hall — City Council Chambers 1400 Main Street Southlake, Texas TIME: 6:00 p.m. PARKS AND RECREATION BOARD MEMBERS PRESENT: Chairman Tina Wasserman, Vice Chairman Chad Patton, Secretary Sherry Berman and Board Members Gregg Formella, Lori Palmer, Jeff Medici and Frances Scharli PARKS AND RECREATION BOARD MEMBERS ABSENT: None STAFF PRESENT: Director Chris Tribble 1. CALL TO ORDER Chair Wasserman called the meeting of the Parks and Recreation Board to order at 6:01 p.m. 2. CONSENT AGENDA Consent Agenda items are considered to be routine by the Board and are enacted with one motion. Chairman Wasserman read the consent agenda items into the record. 2A. APPROVAL OF THE MINUTES FROM THE NOVEMBER 11, 2013 PARKS AND RECREATION BOARD MEETING. There were no corrections to the meeting minutes. 2B. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS Park Board members considered the absence of Board member Palmer from the November 11, 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 November 11, 2013 minutes and excuse the absence of Board member Palmer. Motion: Formella Second: Patton Ayes: Berman, Formella, Medici, Patton, Scharli and Wasserman Nays: None City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A - 1 Minutes of the January 13, 2014 Parks Board Meeting Page 2 of 4 Abstain: Palmer (abstained from accepting minutes due to her absence at 11/11/13 meeting) Vote: 6-0-1 Motion Carried. 3. PUBLIC FORUM Chair Wasserman opened the public forum and asked for anyone wishing to speak to come forward. There being no one wishing to speak, public forum was closed. 4. CONSIDER: Agenda Items 4A and 4B were presented together. 4A. RECOMMENDATION ON FACILITIES UTILIZATION AGREEMENT WITH SOUTHLAKE CRICKET ASSOCIATION Director Tribble summarized the facilities utilization agreement (FUA) with Southlake United Cricket Association. The agreement is for the use of the area west of the north soccer field at Bob Jones Park for a one-year with one, two-year renewal option. The FUA contains the same standard provisions and regulations as FUA's the City has in force with all other youth athletic associations. Southlake United Cricket will pay field maintenance fees of $24 per player, per season for residents and $34 per player, per season for non-residents. The Board discussed the FUA with Southlake United Cricket Association and Director Tribble responded to questions. Dr. Sandeep Gill, 1208 Golden Gate, Southlake, Texas addressed the Board regarding frequency of fly balls, eligibility and age requirements of participants. 4B. RECOMMENDATION ON MATCHING FUNDS REQUEST FROM SOUTHLAKE UNITED CRICKET ASSOCIATION FOR CONSTRUCTION OF CRICKET SPACE AT BOB JONES PARK Director Tribble presented the request for matching funds in the amount of $6,916 from Southlake United Cricket Association toward construction cost of the cricket space at Bob Jones Park north soccer field. Field modifications will be needed to accommodate both soccer and cricket needs. The cricket "pitch" area of the field will be constructed with a concrete base and synthetic turf to match existing grades. The total construction cost for the cricket project is estimated to be approximately $13,832. The Board discussed the matching funds request with Southlake United Cricket Association and Director Tribble responded to questions. APPROVED A motion was made to approve Agenda Item 4A, the facilities utilization agreement (FUA) with Southlake United Cricket Club, contingent upon approval of SPDC matching City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-2 Minutes of the January 13, 2014 Parks Board Meeting Page 3 of 4 funds (Item 4B) request from Southlake United Cricket to contribute to the construction cost of the cricket pitch at Bob Jones Park in the amount of $6,916. Motion: Patton Second: Palmer Ayes: Berman, Formella, Medici, Palmer, Patton, Scharli and Wasserman Nays: None Abstain: None Vote: 7-0 Motion Carried. 5. DISCUSSION: 5A. CONSTRUCTION MANAGEMENT REPORT The monthly Construction Management Report was included in the meeting packet. Director Tribble responded to questions about progress on the Community Recreation Center, Bicentennial Park Phase II and forthcoming improved website pages designed to inform citizens regarding Capital Improvement projects. Links to the websites will be distributed to the Board. 5113. GRANTS UPDATE Director Tribble provided an update on the grants process and responded to questions. Blais & Associates was hired in October 2013 to do grant research and management for items in the City's master plan. Trail grants and trail signage is currently being developed and pursued. Updates on the grant projects will be presented to the Board as needed. Park Board members were invited to attend the grand opening for the DPS North Training Facilities on January 14, 2014. Director Tribble reported Deputy Director Kari Happold has resigned and moved to Wyoming and assistant to the director Stacey Wojnicki resigned to move back to Chicago. �_1�aL�1�1:7�1�►�il���l APPROVED A motion was made to adjourn the meeting at 6.41 p.m. Motion: Patton Second: Scharli Ayes: Berman, Formella, Medici, Palmer, Patton, Scharli and Wasserman Nays: None City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2A-3 Minutes of the January 13, 2014 Parks Board Meeting Page 4 of 4 Abstain: None Vote: 7-0 Motion Carried. Tina Wasserman, 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-4 CITY OF SOUTHLAKE MEMORANDUM January 28, 2014 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 13, 2014 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 required City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 2B-1 Park and Recreation Board Attendance Report Place Name 1/13114 2/10114 3/10/14 4/14/14 5/12/14 6/9/14 7/14/14 8/11/14 918114 10/13/14 11/10/14 12/8/14 Individual Attendance Rate Hrs To pate ©ha______-_----- Chad Patton �ra______-_----- t t Rate substitutions)Meeting Attendance tt, Average Monthly Attendance Rate 2013 100% 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 �Um CITY OF SOUTHLAKE MEMORANDUM February 6, 2014 TO: Parks and Recreation Board FROM: Chris Tribble, Director of Community Services SUBJECT: Recommendation on request received from Four Peaks-RM, Inc., and JTS Holdings to receive credit for the excess open space included within the proposed Remington Estates development. Action Requested: Parks and Recreation Board review and recommendation on the request received from Four Peaks-RM, Inc., and JTS Holdings to receive credit for the excess open space included within the proposed Remington Estates development. Background Information: Remington Estates is a proposed Residential Planned Unit Development "R-PUD" that has been proposed for development by Four Peaks-RM, Inc. and JTS Holdings. The proposed development consists of twenty-three (23) residential dwelling units (lots) on 13.43 acres located at 395, 405 and 413 Shady Lane. In accordance with the Subdivision Ordinance, specifically Article Vll, Park and Recreation Dedication Requirements, the developer has elected to pay a park dedication fee to satisfy the park dedication requirements for the development in lieu of dedicating park land. The park dedication fee is determined by multiplying the number of residential dwelling units by $3,000. This proposed 23 unit residential development requires a fee payment option of $69,000. An RPUD development also requires the contribution of 10% open space within the development. The developer is contributing 22+% open space. Therefore, the developer is requesting credit for the excess 1.7 acres of open space beyond their RPUD open space requirement. The City Council has established the value of one (1) acre of land in the City at $120,000 as a basis for valuation of fees required for park dedication. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A - 1 Parks and Recreation Board Meeting Date — February 10, 2014 Page 2of2 Based on this land value, the developer requests consideration of a $204,000 credit to be used to satisfy the development's $69,000 park dedication requirement, and leaving a $135,000 credit that may be applied to a future park project to be developed by the same developer. Financial Considerations: As described above. Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Quality Development and meets the corporate objectives to Provide Attractive & Unique Spaces for Enjoyment of Personal Interests. Citizen Input/ Board Review: Park Board review and recommendation February 10, 2014. City Council will consider developer agreement at an upcoming meeting. Legal Review: Not Applicable Alternatives: Alternatives include: • Board recommendation to grant the credit requested by the developer • Board recommendation to deny the credit requested by the developer Supporting Documents: Supporting documents include the following: • Email from Developer dated January 6, 2014 • Vicinity Map • Location Map • Remington Estates rendering • Preliminary Plat Staff Recommendation: Park Board review and recommendation on the request received from Four Peaks-RM, Inc., and JTS Holdings to receive credit for the excess open space included within the proposed Remington Estates development. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4A-2 Ci.southlake.tx.us Mail - Remington Page 1 of 1 Remington 1 message Tom Matthews< tmatthews@fourpeaksdev.com> To: Chris Tribble <ctribble@ci.southlake.tx.us> Cc: jpete69228@aol.com Chris Tribble< ctribble@ci.southlake.tx.us> Mon, Jan 6, 2014 at 1:45 PM Here is the site plan for the proposed project. We do want to be on the upcoming park board meeting agenda to request credit for the excess open space we are providing. We are required to contribute 10% open space but are in fact contributing 22+%. Therefore, we are requesting credit for the excess 1.7 acres of open space we will provide with our plan. Please also understand that we will improve the open space with a walking path and native landscape. Thanks, tm Remington Estates - Rendered Site Plan rfs.pdf 3980K 4A-3 https://mail.google.com/mail/?ui=2&ik=dc 1408705e&view=pt&q=torn%20tmatthews%40fourpeaksdev.co... 2/6/2014 U ti� O -0G CO N O Vicinity Map Remington Estates 2910 jQL �- G I N 2 I 2620 I 2 6 26 I 2$32 2503 1 2� 1 2509 1 2613 2821 2711 j3S4 2300 ` 5H 114 W UP O � SD 330 IL z t' O - GlJ Cl 2fi00 2680 2720 o d c� 26,1I l . Land Use Plan Amendment c P'1 -009 S 0 100200 400 Feet MIM i ROLLING �► �m f� .� 64 Wl - A rA = 4• - I �� v.f4u-1 Ape Novo Lug, :11 ........... -------- me .................... I '0% fit,.. 91 Case No. ZA13-140 Plans and Support Information Preliminary Plat Attachment C Page 1 4A - 7 CITY OF SOUTHLAKE Iff Monthly Construction Report Southlake Community Services February 2014 Ci M O CM C7 M N a M O N a M O N C7 V O N Planned Actual Adjusted N M M M M M M M M M a omplete Start Com to a a N Project Title Budget Co Date Date O U. a y O # o li SPDC FUND PI • Community Recreation Center I Schematic Design is complete. Design Development is underway. $46,500,000 $1,780,940 12/31/17 08/07/13 12/31/17 Bicentennial Park Phase 2 lConstruction is underway. $13,876,363 $13,592,146 09/01/14 07/01/11 09/30/15 On Track ■ Attention Needed ► Project Jeopardy ✓ Substantially Complete 5A - 1 Southlake Community Services Project Status Update Manager: Edmondson Report Date: 02/06/14 CITY O' SOUTHLAKE 0 7 M - Community Recreation Center Scope/Objective: Phase 1 includes community events hall, multipurpose meeting and classrooms, senior center, and amphitheater. Phase 2 includes gymnasium, jog/walk track, weights & fitness components, indoor and outdoor performance training, indoor playground, aquatics, party rooms, multipurpose classrooms/meeting rooms, administrative offices, early learning, child watch, and locker rooms. Account Code: Start Date: 08/07/13 Completion Date: 12/31/17 Total Project Budget: 1$46,500,000 Total Project Commitments: 1$1,780,940 100% 80% d a 60% E AL 40% co y 0 20% a 0% 0% 0% 0% 0% Design Bidding Approvals Construction Phase Total Spending Scope — No issues at this time. Schedule _ Schematic Design is complete. Design Development is underway. Present SD update to CC, Park Board & SAC in February Cost — No issues at this time. Resources — No issues at this time. Technical No issues at this time. As Planned Area of Concern Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x 5A-2 Southlake Community Services Project Status Update Manager: Kao Report Date: 02/06/14 SOUTHLAKE 19 - Bicentennial Park Phase 2 7Account e/Objective: Miracle field, 60/90 field, renovated shade structures, new concession, new maintenance building, new playground, boulevard connection, parking, utilities, drainage, landscaping, and paths. Code: 202599-598801-P0043 Start Date: 07/01/11 Total Project Budget: $13,876,363 Ad'. Completion Date: 09/30/15 Total Project Commitments: $13,592,146 Y a E c0 e 100% 80% 60% 40% 20% ° ° 1% ° 0% Design Bidding Approvals Construction Phase Total Spending Prouect Risks SCO e UpdateStatus/ Planned Action Trend Status — No issues at this time. Schedule Several sections of park have been closed. Pond has been drained and fish relocated. Demolition of concrete is in progress. Asbestos abatement of — buildings is complete. The Lodge and several shade structures have been removed. Demolition of buildings and earthwork will begin in February. Cost — No issues at this time. Resources — No issues at this time. Technical — No issues at this time. Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x 5A-3