2017-08-03 Parks Board PacketCi 11, Cif
SOUTHLAKE
MEMORANDUM
July 31, 2017
TO: Parks and Recreation Board Members
FROM: Chris Tribble, Director of Community Services
SUBJECT: Agenda Item Comments for the Parks and Recreation Board
Meeting — Thursday, August 3, 2017 at 6:30 p.m.
The regular Park Board meeting will begin immediately at 6:30 p.m., or
immediately following the Joint SPDC/Park Board meeting. Please note the
will be held at Town
Please advise staff if you are not able to attend this meeting
(Icarpenter(c�ci.southlake.tx.us or 817.748.8184). Thank you.
N *ell] W_1 zW_1W 4 0117_1
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 June 12, 2017. 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 Lori Palmer from the June 12, 2017
meeting. The July 10, 2017 Park Board meeting was canceled. 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 4. Consider
A. Election of Officers for the Parks and Recreation Board — The
purpose of this item is to elect from the Board a chairman, vice
chairman and secretary to serve a one-year term for the Park Board.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — August 3, 2017 at 6:30 p.m., or immediately following Joint SPDC/Park Meeting
Page 2 of 2
Your packet memo contains a description of the duties for each
officer position.
B. Recommendation on Fiscal Year 2018 Parks and Recreation
General Fund Operating Budget — Staff will provide an update to the
Board on the proposed budget and initiatives for FY 2018. No
packet documents.
OTHER ITEMS OF INTEREST
5. City Council Action — The following parks and recreation -related action
items were considered by City Council at the May 16, June 6, and June 20,
2017 meetings.
• Approved Site Plan for pavilion, and the purchase and
installation of a pavilion at the Bob Jones Nature Center &
Preserve from InSite Amenities, through the BuyBoard
Cooperative Purchasing Contract, for an amount not to exceed
of $95,000.
• Approved a Community Events Participation Agreement with
Southlake Chamber of Commerce for the 2017 Oktoberfest
event
• Approved lease agreement for holiday decorations and
installation services with Christmas By Zenith for Southlake
Town Hall and public areas in Town Square in an amount not to
exceed $58,250
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/1ist.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(a�ci.southlake.tx.us)
Cassie Tucker, Assistant to the Director, 817-748-8036, jctucker(c_ci.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(a-)ci.southlake.tx.us)
Linda Carpenter -Elgin, Administrative Secretary, 817-748-8184;(Carpenter(aDci.southlake.tx.us)
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
CITY OF
SOUTHLAKE
PARKS AND RECREATION BOARD MEETING
Thursday, August 3, 2017
6:30 p.m.
(Immediately Following the Joint SPDC/PB Meeting)
LOCATION: Southlake Town Hall
1400 Main Street, V Floor Rooms 3C/3D
Southlake, Texas 76092
REGULAR SESSION:
1. Call to Order
2. Consent
A. Approve minutes from the regular Parks and Recreation Board meeting held June
12, 2017
B. Absence of Parks and Recreation Board members
3. Public Forum
4. Consider
A. Election of Officers for the Parks and Recreation Board
B. Recommendation on Fiscal Year 2018 Parks and Recreation General
Fund Operating Budget
5. 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 Frio�s� 2017 by 6:00 p.m. pursuant to
Chapter 551 of the Texas Government CodA65P`,, UOT62.-
Carol Ann Borges, TRMCd
Interim City Secretary
If you plan to attend this public meeting and have a disa'tlNtty4fQ1vWires special needs, please advise the City
Secretary48 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: JUNE 12, 2017
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,
and Vice Chair Frances Scharli; and Board Members Mitch Hill, Mike Pazera, Miguel Salinas,
Paul Venesky
PARKS AND RECREATION BOARD MEMBERS ABSENT: Parks Board Secretary Lori
Palmer
STAFF PRESENT: Director of Community Services Chris Tribble; Deputy Directors of
Community Services Kate Meacham and Candice Edmondson
REGULAR AGENDA
1. CALL TO ORDER
Chairman Wasserman called the regular meeting of the Parks and Recreation Board to
order at 6:06 p.m.
2. RECOGNITION OF PARKS TEAM
The Park Board members complimented and praised members of the Parks Maintenance
Division for their hard work to maintain City parks and public areas. A plaque was presented in
honor of the Park Maintenance Division.
3. CONSENT AGENDA
Consent Agenda items are considered to be routine and are enacted with one motion by
the Board.
3A. APPROVAL OF THE MINUTES FROM THE MAY 8, 2017 REGULAR THE PARKS AND
RECREATION BOARD MEETING
3B. ABSENCE OF PARKS AND RECREATION BOARD MEMBERS
The Board considered the Consent Agenda including the Minutes of the May 8, 2017
meeting and absences. There were no changes or corrections to the Minutes or
absences to excuse.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M_d
Minutes of the June 12, 2017 Parks Board Meeting
Page 2 of 3
APPROVED
A motion was made to approve the Consent agenda as presented.
Motion:
Scharli
Second:
Hill
Ayes:
Hill, Pazera, Salinas, Scharli, Venesky and Wasserman
Nays:
None
Abstain:
None
Vote:
6-0
4. PUBLIC FORUM
Chairman Wasserman opened public forum. There being no one to speak, Chairman
Wasserman closed public forum.
5. CONSIDER
5A. RECOMMENDATION ON TOURNAMENT POLICY
Director Chris Tribble presented the revised Tournament Policy dated June 12, 2017
and clarified the "Additional Requirements" section in Exhibit A. Park Board member
Paul Venesky has several refinements to the revised Tournament Policy that will be
forwarded to staff to be incorporated into the document and emailed to the Board.
City Council may consider the proposed Policy at the June 20, 2017 meeting.
APPROVED
A motion was made to accept the Tournament Policy as presented, with the edits that
Parks Board member Paul Venesky will forward to staff.
Motion:
Scharli
Second:
Salinas
Ayes:
Hill, Pazera, Salinas, Scharli, Venesky and Wasserman
Nays:
None
Abstain:
None
Vote:
6-0
6. DISCUSSION
6A. PARKS & RECREATION UPDATE
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
0-1W
Minutes of the June 12, 2017 Parks Board Meeting
Page 3 of 3
Director Chris Tribble reviewed the Community Events Schedule and was available to
answer questions from the Board.
City staff received an email today from the president of the Southlake Baseball
Association thanking the City for their recent tournament at the City park. Park Board
chairman Wasserman thanked staff for going above and beyond to assist a friend
having a wedding at The Marq Southlake.
7. WORK SESSION
7A. REVIEW/REVISE CONCEPT PLANS AND RECOMMENDATIONS FOR PARKS AND
OPEN SPACE
The Southlake 2030 Parks, Recreation, Open Space/Community Facilities Master Plan
concept plans and recommendations for the Skate Park were presented and discussed.
The cities of Grand Prairie, Roanoke and McKinney will be contacted regarding their
skate parks and the findings will be presented at the September Park Board Work
Session.
The concept plan and recommendations for McPherson Park will be reviewed at a
future meeting.
8. ADJOURNMENT
APPROVED
A motion was made to adjourn the meeting at 7.27 p.m.
Motion:
Salinas
Second:
Pazera
Ayes:
Hill, Pazera, Salinas, Scharli, Venesky and Wasserman
Nays:
None
Abstain:
None
Vote:
6-0
Tina Wasserman, Chairman
Parks & Recreation Board
Chris Tribble, Director
Community Services Dept.
A 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
Cily O
SOUTH LADE
MEMORANDUM
July 31, 2017
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 consideration to excuse the absence of Park Board
member Lori Palmer from the June 12, 2017 regular 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 Park Board members Lori
Palmer from the June 12, 2017 regular Park Board meeting.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
2B-1
Park and Recreation Board Attendance Report
2017
Place Name
1/9/17
2/13/17
3/13/17
4/10/17
5/8/17
6/12/17
7110117
8/3117
8/14117
9111117
10/9/17
11/13/17
12/11/17 Individual
Attendance Rate
Hrs To
Date
Paul VeneskyMeeting
11
Attendance
Rate (includes
5/8/17 Meeting included Work Session ref: PROS/CF Master Plan
6/26/17 Special Park Board Meeting
6/28/17 Joint City Council Meeting with Park Board, P&Z, Arts, Library
2016
1
Miguel Salinas
X
v,
1 1
X
Individual
75%
Hrs To
10.5
2
Tina Wasserman
v,
v,
,,
100%
16
3
Frances Scharli
100%
16
4
Lori Palmer
X
88%
13.5
5
Mitch Hill
X
88%
15.5
6
Mike Pazera
X
V
X
50%
2
7
Paul Venesky
j
X
X
X
V
X
50%
6.5
6
Chad Patton
X
0%
0
Meeting Attendance
Rate (includes
substitutions)
100%
83%
0%
0%
100%
83%
0%
57%
86%
1 71%
71%
1 0%
Total Hrs Per Month
1 1.5
1 2.5
1 0
1 0
1 2
1 2
1 0
5
1 1.5
1 0.5
1
1 0
1/11/16 Work Session held at 6pm, followed by regular meeting. 8/4/16 Joint CC/SPDC/Park Mtg, followed by Joint SPDC/Park Mtg and a regular Park Mtg.
6/21/16 City Council made appointments to Park Board.
N:w
Average Monthly
1 2017 1 95% 1
In attendance
x lNot in attendance, no substitute
r Substitute in attendance
Meeting Canceled
Meeting Canceled due to no quorum
-Change in Representative I
Average Monthly
Attendance Rate
In attendance
x
Not in attendance, no substitute
1
Substitute in attendance
•
Vacant position
Meeting Canceled
Meeting Canceled due to no quorum
CITY OF
SOUTH LAKE
MEMORANDUM
July 31, 2017
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 chair, vice -chair 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 one year until the next
annual election.
On June 20, 2017, City Council approved Resolution No. 17-
029, reappointing Miguel Salinas, Tina Wasserman and
Frances Scharli to the Parks and Recreation Board for terms
to expire June 2019. Any sitting member of the Board may
be considered for the officer positions. The current Board
members are:
■ Miguel Salinas — Place 1
■ Tina Wasserman — Place 2 (current Chair)
■ Frances Scharli — Place 3 (current Vice Chair)
■ Lori Palmer — Place 4 (current Secretary)
■ Mitch Hill — Place 5
■ Mike Pazera — Place 6
■ Paul Venesky — Place 7
A brief summary of each of the officer's duties is listed below
for your consideration.
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
E, F_d
Parks and Recreation Board
Meeting Date — August 3, 2017
Page 2of3
Chair
• Preside at all meetings of the Board
• Perform all duties incident to the office of Chair
• Perform other duties as may be prescribed by the Board
and the City Council
Vice Chair
• In absence of Chair or in event Chair not able to, or
refusal to act, Vice Chair shall preform duties of the Chair
• Preside at Board meeting in Chair's absence
• Perform other duties as prescribed
Secretary
• Ensure Minutes are filed with the City Secretary (Handled
by Department Secretary)
• In general, shall perform all duties assigned by the Chair
or the Board
• In absence of Chair and Vice Chair, or their inability or
refusal to act, shall perform duties of Chair
• Secretary assists Department Secretary by turning ON
audio recorder at meeting
Financial
Considerations: None
Strategic Link: N/A
Citizen Input/
Board Review: City Council approved June 20, 2017 of Resolution No. 17-
029, reappointing Miguel Salinas (Place 1), Tina Wasserman
(Place 2), and Frances Scharli (Place 3) to the Parks and
Recreation Board
Park Board consideration of officers August 3, 2017
Legal Review: N/A
Alternatives: Any commentary as appropriate.
Supporting
Documents: N/A
Staff
City of Southlake Values. -
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-2
Parks and Recreation Board
Meeting Date — August 3, 2017
Page 3 of 3
Recommendation: Park Board election of Parks and Recreation Board Chair,
Vice Chair and Secretary
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
4A-3