2015-03-23 Parks Board PacketCITY OF
SOUTHLAKE
MEMORANDUM
March 19, 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, March 23, 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 February 9, 2015. 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 February 9, 2015 Park
Board meeting. A copy of the Attendance Report is in your packet.
3. Agenda Item No. 3. Consider -- There are no items for this meeting.
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. The Marg Southlake Phase 1 Operations Update — Staff will
provide a presentation outlining the proposed rental fees, alcohol
and catering processes and hours of operation for the facility. There
are no packet documents for this item.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — March 23, 2015
Page 2 of 2
B. 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 February 2015 Council
meetings.
• Approved additional services with O'Donnell Landscape Services
for Town Square Landscape Enhancements in an amount not to
exceed $200,000
Authorized City Manager to approve a contract to bury overhead
utility lines adjacent to The Marq-Southlake with Tri-County Electric
for an amount not to exceed $162,000
• Granted a variance to the Lighting Ordinance No 693, as amended
for Field No. 9 at Bicentennial Park
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.cityofsouthlake.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(o)ci.southlake.tx.us)
Cassie Tucker, Assistant to the Director, 817-748-8036, (ctuckeraci.southlake.tx.us)
Candice Edmondson, Deputy Director of Community Services, 817-748-8311;
cedmondson(a)ci. southlake. tx. us
Kate Meacham, Deputy Director of Community Services, 817-748-8018, kmeacham(o).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
LOCATION:
REGULAR AGENDA:
Call to order
Consent
PARKS AND RECREATION BOARD MEETING
Monday, March 23, 2015
6:00 p.m.
Southlake Town Hall
Council Chambers
1400 Main Street
Southlake, Texas 76092
A. Approve minutes from the regular Parks and Recreation Board meeting held
February 9, 2015
B. Absence of Parks and Recreation Board members
3. Consider — There are no items for this meeting.
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. The Marq Southlake Phase 1 Operations Update
B. Construction Management Report
6. Adjournment
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, March 20, 2015 by 6:00 p.m. pursuant to
Chapter 551 of the Texas Gon[+m oo ftllie.
Lori Payne, TRMC U u f"k
City Secretary - r
If you plan to attend this public fnpetJR0 VM -IhaX* a disability that requires special needs, please advise
the City Secretary 48 hours in adbenB ;�, 0748.8016 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: FEBRUARY 9, 2015
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 and Lori
Palmer and Paul Venesky
PARKS AND RECREATION BOARD MEMBERS ABSENT: Mitch Hill
STAFF PRESENT: Director of Community Services Chris Tribble, Deputy Director Kate
Meacham and Recreation Superintendent Steve Moore
1. CALL TO ORDER
Chairman 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.
2A. APPROVAL OF THE MINUTES FROM THE JANUARY 12, 2015 REGULAR PARKS AND
RECREATION BOARD MEETING.
There were no corrections to the January 12, 2015 Park Board meeting minutes.
213. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS
The Board considered the absence of Park Board member Paul Venesky from the
January 12, 2015 meeting.
APPROVED
A motion was made to approve the Consent Agenda as presented including approval of
the minutes of the January 12, 2015 regular meeting and absence of board member
Venesky.
Motion:
Patton
Second:
Medici
Ayes:
Medici, Palmer, Patton, Scharli, Wasserman
Nays:
None
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A - 1
Minutes of the February 9, 2015 Parks Board Meeting
Page 2 of 3
Abstain: Venesky (absent 1/12/15 meeting)
Vote: 5-0-1
Motion Carried.
3. CONSIDER
3A. RECOMMENDATION TO CITY MANAGER ON REQUEST FOR A VARIANCE TO
ALLOW ALCOHOL TO BE SOLD AT THE CITY OF SOUTHLAKE'S COUNTRY IN
THE SQUARE EVENT TO BE HELD ON APRIL 18, 2015 IN SOUTHLAKE TOWN
SQUARE AT RUSTIN AND FAMILY PARKS
Director of Community Services Chris Tribble presented the item and was available to
answer questions from the Board.
APPROVED
A motion was made to recommend the City Manager approve the request for a variance
to allow alcohol to be sold at the Country in the Square event to be held in Town Square
in Rustin and Family parks on April 18, 2015.
Motion:
Patton
Second:
Medici
Ayes:
Medici, Palmer, Patton, Scharli, Wasserman and Venesky
Nays:
None
Abstain:
None
Vote:
6-0
Motion Carried.
4. PUBLIC FORUM
Chairman Wasserman acknowledged public forum. There being no one to speak,
Chairman Wasserman continued to the next agenda item.
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5A. CONSTRUCTION MANAGEMENT REPORT
Director of Community Services Chris Tribble presented the monthly Construction
Management Report and was available to respond to questions about progress on
Bicentennial Park Phase II and The Marq-Southlake.
5B. PARTICIPATION STATISTICS REPORTING
Deputy Director Kate Meacham and Recreation Superintendent Steve Moore presented
a proposed Athletic Associations Dashboard Report and were available to answer
questions. The new report format will include these statistics: number of participants,
number of field usage hours, number of teams participating, demographics of
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2A-2
Minutes of the February 9, 2015 Parks Board Meeting
Page 3 of 3
participants, user fees collected by City, number of tournaments hosted, and variations
provided by specific Athletic Association.
Director of Community Services Chris Tribble reported on a recent tour of the Miracle
League field and invited board members to tour Bicentennial Park on February 13,
2015.
Due to Spring Break the regular scheduled Park Board meeting for March 9 will be
canceled and rescheduled. Staff will confirm the date of the rescheduled meeting next
week.
6. ADJOURNEMENT
APPROVED
A motion was made to adjourn the meeting at 6:43 p.m.
Motion:
Medici
Second:
Scharli
Ayes:
Medici, Palmer, Patton, Scharli, Wasserman and Venesky
Nays:
None
Abstain:
None
Vote:
6-0
Motion Carried.
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
March 19, 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
February 9, 2015 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
February 9, 2015 Park Board meeting.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2B-1
Park and Recreation Board Attendance Report
Place
Name
1/12/15
2/9/15
3/23/15
4/13/15
5/11/15
6/8/15
7/13/15
8110115
9/14/15
10/12/15
11/9/15
12/14/15
Individual
Attendance
Hrs To
Date
ate
Meeting Attendance
Rate (includes
Average Monthly
Attendance Rate
2015 86
In attendance
X
Not in attendance, no substitute
Substitute in attendance
•
Vacant position
Meeting Canceled
Meeting Canceled due to no quorum
Change in Representative
2B-2
Southlake Community Services Project Status Update
Manager: Tribble
Report Date: 03/19/15
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:
11/01/15
Total Project Commitments:
$14,621,778
d
a
E
00
a
100%
80%
60%
40%
20%
0%
o
_ o
0
T
Bidding Approvals
°
23 To
Construction Phase Total Spending
Design
Scope
—
TriCounty utilities burial approved by City Council 2/17/15, and are underway.
Schedule
—
Foundation for building 100% complete. Parking lot 60% complete. Utilities
100% complete. Steel structure being erected. Amphitheater foundation 80%
complete. Several delays due to weather.
Cost
—
No issues at this time.
Resources
—
No issues at this time.
Technical
—
I No issues at this time.
As Planned Area of Conce, ,, Critical Issue Improving ♦ No change — Worsening ♦ Prj. Jeopardy x
5B-1
CITY Or
SOUTHLAICE
Monthly Construction Report
Southlake Community Services
March 2015
riannea s�cruai iaatustea a s v
Project Complete Start Complete Q c a u
oiect T' ief Status Update udaet Commitments Date Date Date # m o R o � Q
Steel structure being erected. Amphitheater foundation 80 % complete.
complete. Parks Office building 90 % complete. Playground dragons 100
complete. Spray pad plumbing 100 % complete. Playground entry 70 % complete.
Exist ballfield renovations 90 % complete. Pathways 80 % complete. Parking 100
• On Track
Attention Needed
► Project Jeopardy
✓ Substantially Complete
5B-2
Southlake Community Services Project Status Update
Manager: Kao
Report Date: 03/19/15
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:
$14,334,000
Ad'. Completion Date:
05/02/151
Total Project Commitments:
$14,271,211
100%
° ° 1 an%
80%75%
0
0
a 60%
E
0 40%
In
0
-
20%
0%
Design Bidding Approvals Construction Phase Total Spending
SCO
_
Lighting variance for Field #9 Lighting replacement was approved by City
Council 2/17/15.
60/90 field 85% complete. Miracle Field 75% complete. Concession building
80% complete. Parks Office building 90% complete. Playground dragons
Grand Opening plans underway for an anticipated May 16
Schedule
—
100% complete. Spray pad plumbing 100% complete. Playground entry 70%
ribbon cutting ceremony.
complete. Exist ballfield renovations 90% complete. Pathways 80% complete,
Parking 100% 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
5B-3