2015-01-12 Parks Board PacketCITY OF
SOUTHLAKE
MEMORANDUM
January 8, 2015
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, January 12, 2015 at 6:00 p.m.
Please note the meeting will be held in the Town Hall Council Chambers
and will begin promptly at 6:00 p.m.
Please advise staff if you will not be able to attend this meeting
(Icari3enter(aD-ci.southlake.tx.us or 817.748.8184). Thank you.
1. Agenda Item No. 1. Call to Order
2. Agenda Item No. 2. Consent
A. Approve minutes from the regular Parks and Recreation Board
meeting held November 10, 2014. Please make any corrections to
the minutes part of the motion for consideration.
B. Absence of Parks and Recreation Board Members — The Board will
consider the absence of Mitch Hill from the November 10, 2014
Park Board meeting. A copy of the Attendance Report is in your
packet.
3. Agenda Item No. 3. Consider - No items this agenda.
4. Agenda Item No. 4. 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.
5. Agenda Item No. 5. Discussion
A. Southlake Youth Athletic Associations Report Follow-up — Your
packet contains a revised report for Southlake Carroll Lacrosse
participation statistics as requested at the November Park Board
meeting. Please contact staff with any questions or comments.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — January 12, 2015
Page 2 of 2
B. Park Use Policy — This Fiscal Year staff will be working on revisions
to several sections of the Park Use Policy. Director Tribble will
kickoff this process with a brief presentation to the Board. There are
no packet items for this item.
C. Construction Management Report -- The Community Services
Department Construction Management Report is included with your
packet. Please contact Director Tribble with any questions.
OTHER ITEMS OF INTEREST
6. City Council Action — The following park and recreation -related action
items were considered by City Council at the November and December
2014 Council meetings.
• Authorized staff to purchase a rotary mower from Professional Turf
Products
Approved contract with Crowley Sports Officials for sports
officiating and scorekeeping services
Approved SPDC matching funds request from Bob Jones Nature
Center organization for a pollinator garden at the center (Park Board
approved 10/13/14)
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/iist.aspx.
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)
Cassie Tucker, Assistant to the Director, 817-748-8036, (ctucker(c�ci.southlake.tx.us)
Candice Edmondson, Deputy Director of Community Services, 817-748-8311;
cedmondson@ci. southlake. tx. us
Kate Meacham, Deputy Director of Community Services, 817-748-8018, kmeacham(cDci.southlake.tx.us
Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184;(Caroenter(d�ci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
Monday, January 12, 2015
6:00 p.m.
LOCATION: Southlake Town Hall
Council Chambers
1400 Main Street
Southlake, Texas 76092
REGULAR AGENDA:
1. Call to order
2. Consent
A. Approve minutes from the regular Parks and Recreation Board meeting
held November 10, 2014
B. Absence of Parks and Recreation Board members
3. Consider
A. No items this agenda.
4. 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.)
5. Discussion
A. Southlake Youth Athletic Associations Report Follow-up
B. Park Use Policy
C. Construction Management Report
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 — January 12, 2015
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, January 9, 2015 by 6:00 p.m.
pursuant to Chapter 551 of the Texas Government Code.
o``
Lori Payne, TE
City Secretary
If you plan to attend this public"fnp,9,tin>#j� eve a disability that requires special needs, please advise the City
Secretary 48 hours in advance at 817 9ua:g6 6 reasonable accommodations will be made to assist you.
City ofSouthlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence 1 Teamwork
CITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING: NOVEMBER 10, 2014
LOCATION: Southlake Town Hall
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 France Scharli and Board Member Jeff Medici, Lori
Palmer and Paul Venesky
PARKS AND RECREATION BOARD MEMBERS ABSENT: Mitch Hill
STAFF PRESENT: Director of Community Services Chris Tribble, Deputy Director Candice
Edmondson, Deputy Director Kate Meacham, Recreation Superintendent Steve Moore and
Recreation Coordinator Ashley Newhart
1. CALL TO ORDER
Chairman Wasserman called the meeting of the Parks and Recreation Board to order at
6:02 p.m.
2. CONSENT AGENDA
Consent Agenda items are considered to be routine by the Board and are enacted with
one motion.
2A. APPROVAL OF THE MINUTES FROM THE OCTOBER 13, 2014 REGULAR PARKS AND
RECREATION BOARD MEETING.
There were no corrections to the October 13, 2014 Park Board meeting minutes.
2B. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS
The Board considered the absence of Park Board members Jeff Medici, Lori Palmer
and Paul Venesky from the October 13, 2014 meeting.
APPROVED
A motion was made to approve the Consent Agenda as presented including approval of
the minutes of the October 13, 2014 regular meeting and absences of board members
Medici, Palmer and Venesky.
Motion:
Patton
Second:
Scharli
Ayes:
Patton, Scharli, Wasserman
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A - 1
Minutes of the November 10, 2014 Parks Board Meeting
Page 2 of 3
Nays: None
Abstain: Medici, Palmer and Venesky (absent 10/13/14 meeting)
Vote: 3-0-3
Motion Carried.
3. REPORTS
3A. SOUTHLAKE HOME FOR THE HOLIDAYS TREE LIGHTING EVENT
Community Services Recreation Coordinator Ashley Newhart presented an overview of
the upcoming annual holiday tree lighting event in Southlake Town Square to be held
Saturday, November 22, 2014 and was available for questions.
3113. SOUTHLAKE TENNIS CENTER REPORT
Deputy Director Kate Meacham presented an overview of the spring and summer tennis
center participation statistics, programs and events information, and responded to
questions from the Board. Recreation Superintendent Steve Moore also addressed
Board questions. Positive feedback has been received from tennis center participants
on the new citizen satisfaction survey cards.
Roxy Tennis LLP General Manager Mia Gordon-Poorman, 220 Canyon Lake Drive,
Southlake, spoke about tennis center programs participation and the effect of the park
construction on parking and court use.
3C. SOUTHLAKE YOUTH ATHLETIC ASSOCIATIONS REPORT
Deputy Director Kate Meacham presented participation statistics by association for
soccer, softball, lacrosse and football programs and responded to questions from the
Board. Director Tribble also responded to Board questions.
Matt Deno, Southlake Carroll Lacrosse Association, 1403 McCrae Trail, Southlake,
explained participation fluctuations, changes in the association's method of accounting
of registrations, and responded to questions from the Board.
A new chart report of SCLA registration statistics may be presented at the December
Board meeting.
Staff was asked for a follow-up explanation, if available, on Grapevine Southlake Soccer
Association drop in registrations.
3D. PARKS & RECREATION REPORT
Deputy Director Kate Meacham presented a report on parks and recreation programs,
activities and services offered during the spring and summer and was available for
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-2
Minutes of the November 10, 2014 Parks Board Meeting
Page 3 of 3
questions. Director Chris Tribble and Recreation Superintendent Steve Moore also
responded to Board questions.
The Board is interested in receiving more detail concerning pavilion usage and facility
rentals in future Parks & Recreation Reports.
4. CONSIDER — There were no consider items for this meeting.
5. PUBLIC FORUM
Chairman Wasserman acknowledged public forum. There being no one to speak,
Chairman Wasserman moved to the next agenda item.
6. DISCUSSION:
6A. CONSTRUCTION MANAGEMENT REPORT
Director Tribble presented the monthly Construction Management Report and was
available to respond to questions from the Board.
7. ADJOURNEMENT
APPROVED
A motion was made to adjourn the meeting at 7:16 p.m.
Motion:
Medici
Second:
Palmer
Ayes:
Medici, Palmer, Patton, Scharli, Venesky and Wasserman
Nays:
None
Abstain:
None
Vote:
6-0
Tina Wasserman, Chairman
Parks & Recreation Board
Chris Tribble, Director
Community Services Dept.
An audio recording of this meeting is available upon request from the Office of City Secretary.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-3
CITY OF
SOUTHLAKE
MEMORANDUM
January 8, 2015
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 members consider the absence of Mitch Hill from the
November 10, 2014 Park Board 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 Hill from the
November 10, 2014 Park Board meeting.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2B-1
Park and Recreation Board Attendance Report
1
Jeff Medici
V
V
X
X
82%
11.5
2
Tina Wasserman
V
V
lo
V
_
11y
V
V
V
_
100%
14.25
3
Frances Scharli
V
V
v,
V
V
V
V
V
V
V
100%
14.25
4
Lori Palmer
V
V
v,
V
X
V
X
X
X
V
X
55 %
7.5
5
Mitch Hill
V
V
X
X
V
67 %
6.25
6
Chad Patton
V
V
X
V
X
_
82 %
12
7
Paul Venesky
X
X
X
V
V
50%
6.25
Sherry Berman
100%
4.75
Gregg Formella
V
X
V
V
80%
3
Meeting Attendance
Rate (includes
substitutions)
100%
100%
1 71%
100%
-
71 %
-
100%
71 %
43 %
57 %
86 %
86 %
-
Total Hrs Per Month
0.75
1 0.75 1.75
1
-
0.5
-
2
0.5
2
1 0.75
1 1.25
3
-
14.25
8112114 Park Park joint meeting with SPDC at 7:15pm, followed by regular meeting at 7:45pm
9127114 Community Recreation Center Groundbreaking event
2B-2
Average Monthly
Attendance Rate
2014 82 %
CITY OF
SOUTHLAKE
MEMORANDUM
January 5, 2015
Tire:04UNT Me,:�TT
FROM: Chris Tribble, Director of Community Services
SUBJECT: Southlake Carroll Lacrosse Association Update
Action Requested: Park Board review Southlake Carroll Lacrosse Association
statistical report
Background
Information: At the November Park Board meeting, staff was directed to
refine the participation statistics chart presented for
Southlake Carroll Lacrosse Association. Attached is a
revised chart to include the information the Board requested.
Please let us know if additional revisions are needed.
Financial
Considerations: None
Strategic Link: N/A
Citizen Input/
Board Review: Park Board received SCLA participation report November
10, 2014
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: Revised chart
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
5A - 1
450
400
350
300
c
a 250
U
41
inn
Southlake Carroll Lacrosse Association
418
HS Boys
384
49 HS Girls
343
34 45
Youth Boys
45 35
Youth Girls
35
264
263 214
180
38
72 83 90
38
m
N M
0
0
0
0 0
N
N
N
N N
4A
w
C
C
(�
Q
)
UO
E
N
Season
5A-2
CITY CW
SOUTHLAICE
• On Track
■ Attention Needed
► Project Jeopardy
✓ Substantially Complete
Monthly Construction Report
Southlake Community Services
January 2015
5C-1
Southlake Community Services Project Status Update
Manager: Tribble
Report Date: 12/26/14
spry cr
SOUTHLAKE
0
The Marq - Southlake (Phase 1)
7Scope/Object7ive--:
Phase1 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:
211199-598801-G0002
Start Date:
08/07/13
Total Project Budget:
$15,109,234
Ad'. Completion Date:
12/31/17
Total Project Commitments:
$14,621,778
100%
o
0
0
80%
Y
a
60%
E
0
40%
20%
15%
20%
0%
Design Bidding Approvals Construction Phase Total Spending
Scope
71Grading
taff reviewing retaining wall design and irrigation modifications.
is90% complete. Utilities are installed. Foundation piers ar90%
Get pricing from Tricounty Electric to bury electric lines
Scheduleomplete.
Began work on amphitheater foundation. Parking lot 20%
along Shady Oaks.
complete.
Cost
—
No issues at this time.
Resources
—
No issues at this time.
Technical
—
No issues at this time.
As Planned Area of Conce, ,, Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x
5C - 2
Southlake Community Services Project Status Update
Manager: Kao
Report Date: 12/26/14
spry cr
SOUTHLAKE
0
- - - Bicentennial Park (Phase 2)
Scope/Objective: Miracle field, 60/90 field, renovated shade structures, new concession, new maintenance building, new playground, boulevard
connection, parking, utilities, drainage, landscaping, and paths.
Account Code: 202599-598801-P0043
Start Date: 07/01/11
Total Project Budget:
$14,256,362
Ad'. Completion Date: 1 09/30/151
Total Project Commitments:
$14,254,278
100%
80%
a 60%
V 40%
0
20%
0%
60% 56%
Design Bidding Approvals
Construction Phase Total Spending
UpdateTrend J� Status
Scope
—
No issues at this time.
Schedule
—
Ballfield fencing 30% complete. Bleacher shade structures 80% complete.
Concession building 75% complete. Parks Office building 75% complete.
North precast concrete fence is 95% complete. Playground dragons 90%
complete. Installing brick retaining walls and planters. Exist ballfield
renovations 90% complete. Pathways 40% complete.
Cost
—
No issues at this time.
Resources
—
No issues at this time.
Technical
—
No issues at this time.
vs Planned
Critical Issue
Improving
5C-3
No change — Worsening ♦ Prj. Jeopardy x