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1999-10-25 SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING October 25, 1999 MINUTES Board Members Present: President Ronnie Kendall; Members: Norm Lyons, Rex Potter, Rick Stacy, and Cara White. Board Members Absent: Sherry Berman and Debra Edmondson Staff Present: Director of Community Services Kevin Hugman, Park Planning and Construction Superintendent Ben Henry, Administrative Assistant John Eaglen, and Secretary to the City Manager Kim Bush. Agenda Item No. 1, Call to order. The meeting was called to order by President Ronnie Kendall at 6:05 p.m. Agenda Item No. 2, Executive Session. President Kendall announced that the Board would be going into Executive Session pursuant to the Open Meetings Act, Chapter 551 of the Texas Government Code, Section 551.072, land acquisition. SPDC adjourned for Executive Session at 6:05 p.m. SPDC returned to open session at 6:30 p.m. Agenda Item No. 3. Reconvene. There was no action necessary as a result of the Executive Session. Agenda Item No. 4. PUBLIC FORUM. There were no comments during the Public Forum. CONSENT AGENDA. Item No. 5A. Approval of the regular SPDC meeting minutes and the Joint Meeting of SPDC and Parks and Recreation Board for September 27, 1999. No questions or changes from Board members. Item No. 5B. Revisions to the Proiect and Community Matching Funds Policy. 'resident Kendall requested that the policy be clearer on the issue concerning the petitioner having the money on hand. Director of Community Services Kevin Hugman suggested that staff could be more specific in paragraph 8 by stating that "...the petitioner is not required to have funding on hand, however, petitioner must complete the fund raising within.... " Mayor Stacy commented that the policy should state that SPDC will match the amount raised at the end of the six-month. Ms. Kendall also requested that Section V be clarified in regard to the City Council involvement. Motion was made to approve consent agenda item Nos. 5A and 5B with clarifications as stated by President Kendall. Motion: White Second: Stacy Ayes: Kendall, Lyons, Potter, Stacy, White Nays: none Approved: 5-0 (Mayor Stacy had to leave the meeting for another appointment.) Agenda Item No. 6A. Five-Year Parks Capital Improvements Plan, including FY 1999-00 Capital Improvements budget. 'resident Kendall suggested that since all Board members were not present tonight perhaps this item could be discussed but then be tabled to a special meeting when all the Board members could be present. It was suggested that a special meeting be held November 1, 1999 at 6:00 p.m. Director Hugman stated that staff incorporated the Parks and Recreation Board recommended projects into the CIP in order of priority. (See Capital Improvements Plan handout for FY 1999-00 - FY2003-04 included with the minutes as attachment A.) Director Hugman also handed out a list of the Capital Projects showing revenues and balances brought forward (see attachment B). Mr. Hugman stated that figures used were based on current assumptions for SPDC revenues, which includes a bond issuance FY 2001 for $4.4 million and then another bond issuance in FY 2003. It also assumes operating transfer in of $500,000 per year and a $500,000 grant through Texas Parks and Wildlife in FY2003 for a Community Center. Board member Potter suggested that Director Hugman explain in writing the basis for each of the revenue assumptions. Director Hugman explained that the priority list changed with the addition of two game fields and lighting of fields 4, 5, and 10 at Bicentennial Park rather than putting in game fields at Koalaty Park. Mr. Hugman explained that this was a request from the Southlake Baseball Association because the SBA felt that having game fields at two separate locations would require that parents go from one park to the other. Director Hugman commented that the amount budgeted for Koalaty Park, Phase I was reduced to $250,000 with improvement plans to include a trail, irrigation of existing practice fields, plant more trees, picnic areas, and additional parking area. Mr. Hugman said that Koalaty 'ark, Phase II, was also changed to $250,000 for additional improvements which includes those things staff has looked at doing on Carroll Elementary property - practice fields. SPDC Meeting Minutes, October 25, 1999 Page 2 of 5 Director Hugman informed the Board that for Smith Park, staff is recommending employing a consultant or architect to design the park since it is a larger park. Mr. Hugman stated that the ?lorence Elementary property would also figure into the Smith Park planning for joint utilization. Staff estimates $10,000 in planning and $165,000 for developing the first components of the park i.e., trail, demolition and cleanup, etc. Board member Potter asked about financial assistance to CISD for the construction of the natatorium. He commented that CISD is considering cutting some components of the natatorium that was presented and approved by the voters in the CISD's last bond election. Director Hugman commented that staff has visited with CISD about the natatorium, as well as JUC having discussed the natatorium, but there has been no financial commitment made by the City. Director Hugman stated that if financial assistance was provided for the construction of the natatorium, then the City could look at some type of lease agreement for joint use of the facility. He stated that CISD staff was amenable to the idea of some type of lease agreement. Board member White commented that it was her understanding that CISD presented the idea of a natatorium as a multi-use facility - for senior citizens, general public, etc. President Kendall commented that JUC needs to come forward with a recommendation if this is something that needs to be considered as a priority for funding through SPDC. Southlake Baseball Association, incoming president Jerry Kegley, commented that the driving force on requesting more game fields at Bicentennial Park is that they are out of room for their younger age groups - 5 through 8. He commented that the lights help extend scheduling of games. He stated that they suggested moving away from Koalaty Park because of noise issues with the surrounding leighborhood and the fact that they could never have lights at those fields. He said that SBA would be happy with this change. Director Hugman commented that SBA also discussed their desire to have an additional concession/restroom facility near the younger age group playing fields, however, staff felt this would be cost prohibitive. Mr. Kegley commented that currently there are 1500 people on game days using portable facilities because the existing restrooms are too far away from where the younger age groups are playing and it is not safe to have them leaving the area. Board member White commented that there has to be some compromises. She stated that the girls softball group does not have near enough fields and we need to look at their needs. Director Hugman stated that the $500,000 that has been earmarked for a softball complex would not be enough for a fully operational complex. He commented that originally staff looked at building practice fields first and then some time in the future convert those fields along with additional improvements to provide for a fully operational complex. He said that to build a game field softball complex at this time would cost more like $800,000 - lights, fencing, concession/restroom, parking, etc. Board member Potter asked why an in-line hockey cover would be considered more important by the Park Board than a girls softball complex. President Kendall explained that the cover would allow for an extended use of the hockey court. President Kendall informed the Board that she asked staff for more detailed information on the proposed improvements to Bob Jones Park. Director Hugman commented that the information is provided with Agenda Item 6B on page 7. Director Hugman commented that the information is 'imited because there has not been any design work to detail what cost might be involved. President Kendall commented that she can make a better decision on items that are listed individually such as a SPDC Meeting Minutes, October 25, 1999 Page 3 of 5 teen center study for $10,000 and bleachers for $25,000, however, when there is a huge amount of money lumped together for a variety of projects it makes it hard to decide what and when items can )e budgeted. Board member White commented that this was the same concern the Park Board expressed. Director Hugman commented that it would be difficult to break up the components of the project because several items were dependent upon others such as if the loop road is not built then the nature center would not be accessible. Presented Kendall suggested that the projects be broken down and then the items that need to be considered together be matched up but be listed individually. She stated that she understands that we do not have any choice on the matching grant projects. Director Hugman commented that staff will look at listing those items that are not associated with the grant and list those items which are stand alone items that do not affect other projects. Director Hugman asked the Board if there were projects listed that they would like to change or remove. Board member White commented that she thought the girls softball complex was needed more than an in-line hockey cover. Mr. Hugman informed the Board that if a softball complex is considered for some other location other than Bob Jones Park, because of concerns about lighting, the $800,000 estimated for the complex does not include the purchase of land at another location. President Kendall commented that she did not see many changes for what has been budgeted for FY99-00, but she does anticipate that there will be discussion and changes for FY2001. Ms. Kendall stated that the main discussions at the special meeting will probably include: Bob Jones Park improvements, in-line hockey cover, girls softball complex (options, how much land, etc.), and teen center timing. Board member White again stressed the need for the girls softball complex commenting that it has become a fast growing interest. Motion was made to table the Five-Year Capital Improvements Plan and the FY 1999-00 Capital Improvements budget until a special meeting on November 1, 1999 at 6:00 p.m. Motion: White Second: Potter Ayes: Kendall, Lyons, Potter, White Nays: none Approved to table: 4-0 Agenda Item No. 6B. Amendment #3 with Cheatham and Associates for architectural and engineering services relating to proposed improvement at Bob Jones Park. President Kendall commented that she spoke with staff and they have suggested that this item be considered as one package and not in segments in order to make it easier to bid out. Motion was made to table Amendment #3 with Cheatham and associates for architectural and engineering services relating to proposed improvement at Bob Jones park until the special meeting November 1, 1999 at 6:00 p.m. Motion: Potter Second: White Ayes: Kendall, Lyons, Potter, White Nays: none Approved to table: 4-0 SPDC Meeting Minutes, October 25, 1999 Page 4 of 5 Agenda Item No. 7A and 7B. Financial/Budget Report and Status Report of SPDC Projects. There was no discussion or questions concerning these items. Agenda Item No. 8. Adjournment. Motion was made and carried to adjourn the meeting at 7:35 p.m. President Ronnie Kendall ATTEST: Kim/Bush Secretary to the City Manager SPDC Meeting Minutes, October 25, 1999 Page 5 of 5