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1999-09-27 City of Southlake, Texas SOUTHLAKE PARKS DEVELOPMENT CORPORATION: September 27, 1999 LOCATION: City Hall, Council Chambers 667 North Carroll Avenue, Southlake, Texas REGULAR SESSION 5:30 P.M.: 1. Call to order. 2. Executive Session: Pursuant to Open Meetings Act, Chapter 551 of the Texas Government Code, Section 551.072, land acquisition. 3. Reconvene: Action necessary on items discussed in executive session 4. PUBLIC FORUM CONSENT AGENDA: All items listed below are considered to be routine by the Southlake Parks Development Corporation Board and will be enacted with one motion. There will be no separate discussion of items unless a Board member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. 5. Consent: A. Approval of the regular SPDC meeting minutes for August 23, 1999. REGULAR AGENDA: 6. Consider: A. Request from Northeast Tarrant Tennis (NETT) for matching grant funding. B. Request from Southlake Equestrian Association (SEA) for matching grant funding. C. Award of contract to Sprinkle and Sprout for irrigation at Bicentennial Park, Phase II. 7. Discussion: A. Financial/Budget Report. B. Status Report of SPDC Projects. City of Southlake, Texas Southlake Parks Development Corporation Meeting Agenda for September 27, 1999 Page 2 8. Adjournment CERTIFICATE I hereby certify that the above agenda was posted on the Official Bulletin Boards at City Hall, 667 North Carroll Avenue, and 1725 E. Southlake Boulevard, Southlake, Texas, on Friday, September 24, 1999 at 5:00 p.m. pursuant to the Texas Government Code, Chapter 551. ®°I .x a vJ Sandra L. LeGrand a' % City Secretary 0•"••...,•,,,,,,• a~,~,,Jf/FpPt44it1 If you plan to attend this meeting and have a disability that requires special needs, please advise the City Secretary 48 hours in advance at 481-5581, extension 704, and reasonable accommodations will be made to assist you. M : \ W D-FILES\SPDC \AGENDAS \99-09-27. DOC \kb SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING September 27, 1999 MINUTES Board Members Present: President Ronnie Kendall; Members: Sherry Berman, Debra Edmondson, Norm Lyons, Rex Potter, Rick Stacy, and Cara White. Staff Present: Director of Community Services Kevin Hugman, Park Planning and Construction Superintendent Ben Henry, Deputy Director of Community Services Steve Polasek, Assistant Finance Director Lynn Martinson, Finance Director Sharen Elam, 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 5:35 p.m. Agenda Item No. 4. PUBLIC FORUM. There were no comments from the audience during Public Forum. CONSENT AGENDA. -i No. 5A. Approval of the regular SPDC meeting minutes for August 23, 1999. Board member Cara White recommended one grammatical correction. Motion was made to approve the regular SPDC meeting minutes for August 23, 1999 as corrected. Motion: White Second: Berman Ayes: Berman, Kendall, Lyons, Potter, White Nays: none Approved: 5-0 Agenda Item No. 6C. Award of contract to Sprinkle and Sprout for irrigation at Bicentennial Park Phase II. Director Kevin Hugman stated that since the budget was limited to $70,000 for both irrigation and landscaping, staff advertised for bids on irrigation only in order to see what options would be left for landscaping after awarding the irrigation bid. He commented that staff recommends awarding the bid to the low bidder, Sprinkle and Sprout, in the amount of $44,376.00. Board member White asked if this was a normal and reasonable bid. Park Planning and Construction Superintendent Ben Henry commented that he believed it was. Ben Henry explained to the Board the pre-bid process noting that it is a normal process to invite bidders to meet and discuss in detail the scope of work expected. Minutes of SPDC Meeting, September 27, 1999 Page 1 of 4 Board member Potter expressed his concerns that the landscape portion of this project might be short -44nged since the cost for irrigation was so high. Ben Henry said that staff intends to complete the ject as presented to the Board at its last meeting. The largest expense in the landscaping was the cost of the trees, but there might be other options, such as using trees from the tree farm. Motion was made to approve award of contract to Sprinkle and Sprout for irrigation at Bicentennial Park Phase II. Motion: White Second: Berman Ayes: Berman, Edmondson, Kendall, Lyons, Potter, Stacy, White Nays: none Approved: 7-0 Agenda Item No. 6A. Request from Northeast Tarrant Tennis (NETT) for matching grant funds. Director Kevin Hugman stated that SPDC considered this request at the August 23, 1999 meeting and approved matching grant funding with the stipulation that donor signage be limited to a plaque inside the tennis pro shop. Lynn Jumper with NETT was present to requested that this stipulation be reconsidered by SPDC. Lynn Jumper commented that she has been working with staff on alternative signage for donor recognition and asked that the Board reconsider placing signage directly at the tennis courts for )rs of $1,000 or more. She believes that a donation in this amount deserves more visible _ognition at the courts themselves. She assured the Board that she does not want the signage to be gaudy and fully expects it to have a first class appearance. Staff presented to the Board examples of court number signs that will be placed at each court and suggested that a small recognition "plate" could be included. Board member Stacy said that as a business owner, he would much rather see his name listed in the pro shop where he believed it would be seen by more people. Board member Potter expressed his concern that having a donor's sign at the court makes it appear that it was built by the donor and not the taxpayers of the community. Board member White commented that normally businesses are willing to make donations in exchange for the business they will receive from the organization. Lynn Jumper explained that their market does not generate this type of donations from businesses. She commented that they have a difficult time getting donations of products (tennis balls) much less cash. Board member Edmondson explained that when the KSB Waterscape project was done a plaque was erected at the site. This was a one-time solicitation for donations for the project. She asked whether there would be other projects coming up that NETT would solicit donations for. She also asked whether a one-time donation of $1,000 would allow for a permanent recognition sign. Ms. Jumper explained that she did not foresee another major solicitation of this kind, and that she would expect there would be a limitation on how long the recognition plaque would be in place. Board Minutes of SPDC Meeting, September 27, 1999 Page 2 of 4 member Berman commented that she would not have a problem with the recognition plaque being in -lace for a one-year period. r3oard members agreed that they did not have a problem with setting aside matching grant funds, and they did not want to discourage organizations from raising funds to provide needed items. Ms. Jumper stated that they would be willing to leave the decision about appropriate wording on the plaques to the City so that it does not appear that the facility was funded entirely through donor contributions. Board members discussed that most of the items listed should have been funded through the budget. President Kendall asked whether or not the Board should look at amending the budget. Director Hugman commented that some of the items have been purchased or can come out of the maintenance budget (water coolers, trees), but not all of the items have funding available. Board member Stacy suggested contacting Yard Art for the patio furniture to see if they would be interested in donating or providing at a reduced cost and then a plaque could be placed on the furniture designating that it was made possible by the donor. Board members agreed that they did not have any problem with recognition being given for specific items purchased. Motion was made to authorize donor signage at the courts for a $1,000.00 or more donation, for a three year period, and in addition have a fundraising mechanism distinguishing between $500 and below, $1,000 and below, and $2,500 and more to be displayed on one plaque in the pro shop, and verbiage for the signs will be subject to approval by the SPDC and Park and Recreation Board. ,ion: Stacy ;ond: Berman Ayes: Berman, Edmondson, Kendall, Lyons, Stacy Nays: Potter, White Approved: 5-2 Agenda Item No. 6B. Request from Southlake Equestrian Association (SEA) for matching grant funding. Director Kevin Hugman stated that the request from the Southlake Equestrian Association (SEA) is for matching grant funding in the amount of $10,000 for proposed equestrian facility improvements at Bob Jones Park. He stated that SEA was recently awarded a grant for $6,317 through Texas Parks and Wildlife, and SEA intends to raise the remaining $3,683 through individual donations and fund- raising events. The Park and Recreation Board recommended approval of the request at their September 13 meeting. SEA has no intention of requesting recognition signs. Motion was made to approve the request from Southlake Equestrian Association for matching grant funding in the amount of $10,000. Motion: Potter Second: Edmondson Ayes: Berman, Edmondson, Kendall, Lyons, Potter, Stacy, White S: none proved: 7-0 Minutes of SPDC Meeting, September 27, 1999 Page 3 of 4 `genda Item No. 7A Financial/Budget Report and No. 7B. Status Report of SPDC Projects. These items were not discussed. 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 6:35 p.m. SPDC returned to open session at 6:40 p.m. Agenda Item No. 3. Reconvene. Motion was made to authorize staff to proceed with purchase of nine lots in the West Beach Addition at a cost of $50,000. Motion: Potter Second: White Ayes: Berman, Edmondson, Kendall, Lyons, Potter, Stacy, White Flays: none )roved: 7-0 Agenda Item No. 8. Adjournment. Motion was made and carried to adjourn the meeting at 6:45 p.m. President Ronnie Kendall ATTEST: -1'~'-o' " 3 W ~ ~6 Kim ush Secr tary to the City Manager Minutes of SPDC Meeting, September 27, 1999 Page 4 of 4