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1999-04-26 SPDC Meeting City of Southlake, Texas JOINT MEETING - SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION BOARD: April 26, 1999 LOCATION: City Hall, Council Chambers 667 North Carroll Avenue, Southlake, Texas REGULAR SESSION 6:30 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 REGULAR AGENDA: 4. Discussion: CIP Status Report 5. 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 Thursday, April 22, 1999 at 6:00 p.m. pursuant to the Texas Government Code, Chapter 551. 4 Sandra L. LeGrand City Secretary O''~Iffi3e"pgilEl`o 'tiY4. 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:\WD-FILES\SPDC\AGENDAS\99-04-26 Joint Mtg.DOC\kb JOINT SOUTHLAKE PARKS DEVELOPMENT CORPORATION/PARKS AND RECREATION BOARD MEETING April 26, 1999 MINUTES SPDC Board Members Present: President Scott Martin; Members: Ralph Evans, Robin Jones, Ronnie Kendall, Norm Lyons, and Bethann Scratchard. SPDC Board Member Absent: Rick Stacy Parks and Recreation Board Members Present: Chairman Vicki Johnson; Members: Richard Anderson, Chris Miltenberger, Bobby Rawls, and Cara White Park Board Members Absent: James Glover, Sherry Berman, and Lisa Stokdyk Staff Present: Assistant City Manager Shana Yelverton, Director of Community Services Kevin Hugman, Deputy Director of Community Services Steve Polasek, Park Planning and Construction Superintendent Ben Henry, Administrative Assistant John Eaglen, and Chief Accountant Lynn Martinson. Agenda Item No. 1, Call to order. The meeting was called to order by SPDC President Scott Martin at 7:20 p.m. Agenda Item No. 2, Executive Session. No executive session was necessary. Agenda Item No. 4. CIP Status Report. SPDC President Scott Martin brought the members up-to-date on land acquisitions and opened up discussion on the specifics of the CIP. Mr. Martin informed members that SPDC and staff have been working with the City's financial advisor on ways to leverage $500,000 per year that is transferred from the General Fund to the SPDC fund. The Board has been using these funds to build projects or to supplement other forms of revenue. It was decided that the best way to do this was through new debt. Mr. Martin discussed with the staff the need to update line item 14 Bond Proceeds (on the CIP) with the actual amount expected as provided by the financial advisor. Ms. Yelverton commented that staff will be working through changes to the CIP with the financial advisors this week. CIP items of discussion included the following: • Staff to visit with Softball association to find out what their needs are JOINT SPDC/PARKS MEETING MINUTES APRIL 26, 1999 PAGE 1 OF 2 • Reexamine joint use of fields with CISD for softball • Reorganize fields at Bob Jones park for additional softball playing fields • Discuss with ISDs to find more space for fields • Staff to prepare a spreadsheet showing when parks will be coming on line including facilities • Staff to prepare timeline of plans/progress towards goals and needs • Equestrian needs to be included when master planning trails (Park Board working with City of Flower Mound to apply for grant monies to connect the trails around Grapevine Lake) • Number one priority with all members is to purchase land over programs when possible • Next Southlake In Review to include article concerning SPDC land purchases • Staff to prepare land acquisition summary for Park Board Agenda Item No. 5. Adjournment_ The next joint meeting with SPDC and Park and Recreation will be in September if necessary. Motion was made and carried to adjourn the meeting at.8:25 p.m. Southlake Parks Development Corp. Parks and Recreation Board ATTEST: Shana Yelverton Assistant City Manager JOINT SPDC/PARKS MEETING MINUTES APRIL 26, 1999 PAGE 2 OF 2 City of Southlake, Texas SOUTHLAKE PARKS DEVELOPMENT CORPORATION: April 26, 1999 LOCATION: City Hall, Council Chambers 667 North Carroll Avenue, Southlake, Texas REGULAR SESSION 6:00 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 March 26 and the Special SPDC meeting for April 6, 1999. B. Approval of request from Southlake Community Playgrounds, Inc., for additional $5,000 in matching grant funds. REGULAR AGENDA: 6. Consider: No other items for consideration. 7. Discussion: A. Financial Report/Budget B. Status Report of SPDC Projects 8. Adjournment Southlake Parks Development Corporation Meeting Agenda for March 22, 1999 Page 2 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 Thursday, April 22, 1999 at 6:00 p.m. pursuant to the Texas Government Code, Chapter 551. Sandra L. LeGrand o l.. City Secretary j Bar~II~mI:►►► 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: \WD-FILES\SPDC\AGENDAS\99-04-26. DOC\kb SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING April 26, 1999 MINUTES Board Members Present: President Scott Martin; Members: Ralph Evans, Robin Jones, Ronnie Kendall, Norm Lyons, and Bethann Scratchard. Board Member Absent: Rick Stacy Staff Present: Assistant City Manager Shana Yelverton, Director of Community Services Kevin Hugman, Deputy Director of Community Services Steve Polasek, Park Planning and Construction Superintendent Ben Henry, Administrative Assistant John Eaglen, and Chief Accountant Lynn Martinson. Agenda Item No. 1, Call to order. The meeting was called to order by President Scott Martin at 6:22 p.m. Agenda Item No. 2, Executive Session. President Martin 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 6:22 p.m. SPDC returned to open session at 6:50 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. Jim Hartland, President of the Southlake - Grapevine Soccer Association, discussed with the Board the need for additional fields due to growth. Mr. Hartland also commented on the need for upgraded facilities, specifically with the concession stand, dugouts, changing and storage areas, shaded picnic areas, fenced in warm up areas, maintenance of drainage areas, etc. He stressed, however, that their number one concern was with the need for more fields. Board members and staff discussed that two more fields are planned in a future phase, the reorientation of field #2, and the safety issue with fence. Mr. Hugman stated that staff needed to revisit the plan. Board member Jones suggested that SGSA be involved in the master planning the next time it comes up. SPDC REGULAR MEETING MINUTES APRIL 26, 1999 PAGE 1 OF 3 CONSENT AGENDA. 5A. Approval of the regular SPDC meeting minutes for March 22 and the Special SPDC meeting for April 6, 1999. 5B. Approval of request from Southlake Community Playgrounds, Inc., for additional $5,000 in matching grant funds. Southlake Community Playgrounds, Inc. request for an additional $5,000.00 in matching funds to construct an additional 20' pavilion at Bicentennial Park bringing the total number of pavilions constructed with matching funds to four. The Park and Recreation Board unanimously recommended that SPDC approve the request at their Board meeting on April 12, 1999. Motion was made to approve consent agenda items #5A and #5B. Motion: Evans Second: Scratchard Ayes: Evans, Jones, Martin, Kendall, Lyons, Scratchard Nays: None Approved: 6-0 Agenda Item No. 7A. Financial Report/Budget. Assistant City Manager Shana Yelverton presented to the Board a corrected copy of the financial report (see attached to minutes). She stated that the numbers have not changed they have been put into specific slots to show how the land acquisition has been accounted for. Scott Martin asked for an updated copy of the sales tax report that will show the percentage of change for March. Agenda Item No. 7B. SPDC Status Report. Ronnie Kendall asked if the cost of the trail for Continental Phase 1 included the cost of the right-of- way. She commented that the amount seemed high. Kevin Hugman commented that the bid estimate came in less than what is shown, but the bid was for a straight trail without curvatures or drainage structures, and staff feels there will be some changes. Agenda Item No. 8. Adjournment. Scott Martin and Ralph Evans thanked the Board and expressed their appreciation for being able to serve in this capacity as City Council representatives. They commented that they feel the SPDC Board has made many accomplishments. Motion was made and carried to adjourn the meeting at 7:15 p.m. SPDC REGULAR MEETING MINUTES APRIL 26, 1999 PAGE 2 OF 3 President Scott Martin ATTEST: liana Yelverton Assistant City Manager SPDC REGULAR MEETING MINUTES APRIL 26, 1999 PAGE 3 OF 3 I JOINT SOUTHLAKE PARKS DEVELOPMENT CORPORATION/PARKS AND E. RECREATION BOARD MEETING Taw April 26, 1999 MINUTES SPDC Board Members Present: President Scott Martin; Members: Ralph Evans, Robin Jones, Ronnie Kendall, Norm Lyons, and Bethann Scratchard. SPDC Board Member Absent: Rick Stacy Parks and Recreation Board Members Present: Chairman Vicki Johnson; Members: Richard Anderson, Chris Miltenberger, Bobby Rawls, and Cara White Park Board Members Absent: James Glover, Sherry Berman, and Lisa Stokdyk Staff Present: Assistant City Manager Shana Yelverton, Director of Community Services Kevin Hugman, Deputy Director of Community Services Steve Polasek, Park Planning and Construction Superintendent Ben Henry, Administrative Assistant John Eaglen, and Chief Accountant Lynn Martinson. Agenda Item No. 1, Call to order. The meeting was called to order by SPDC President Scott Linsv Martin at 7:20 p.m. Agenda Item No. 2, Executive Session. No executive session was necessary. IIAgenda Item No. 4. CIP Status Report. SPDC President Scott Martin brought the members up-to-date on land acquisitions and opened up discussion on the specifics of the CIP. C Mr. Martin informed members that SPDC and staff have been working with the City's financial advisor on ways to leverage $500,000 per year that is transferred from the General Fund to the SPDC fund. The Board has been using these funds to build projects or to supplement other forms of revenue. It was decided that the best way to do this was through new debt. Mr. Martin discussed with the staff the need to update line item 14 Bond Proceeds (on the CIP) with C the actual amount expected as provided by the financial advisor. Ms. Yelverton commented that staff will be working through changes to the CIP with the financial advisors this week. CIP items of discussion included the following: chr, • Staff to visit with Softball association to find out what their needs are I JOINT SPDC/PARKS MEETING MINUTES APRIL 26, 1999 PAGE 1 OF 2 E C • Reexamine joint use of fields with CISD for softball • Reorganize fields at Bob Jones park for additional softball playing fields thw • Discuss with ISDs to find more space for fields • Staff to prepare a spreadsheet showing when parks will be coming on line including facilities • Staff to prepare timeline of plans/progress towards goals and needs • Equestrian needs to be included when master planning trails (Park Board working with City of Flower Mound to apply for grant monies to connect the trails around Grapevine Lake) • Number one priority with all members is to purchase land over programs when possible • Next Southlake In Review to include article concerning SPDC land purchases • Staff to prepare land acquisition summary for Park Board Agenda Item No. 5. Adjournment. The next joint meeting with SPDC and Park and Recreation will be in September if necessary. Motion was made and carried to adjourn the meeting at.8:25 p.m. C Southlake Parks Developme t Corp. C Parks and Recreation Board ATTEST: C izsurs,771pa.,/,/} Shana Yelve Assistant City Manager ti L JOINT SPDC/PARKS MEETING MINUTES APRIL 26, 1999 PAGE 2 OF 2 Lw CERTIFICATE AS TO NO-DEFAULT THE STATE OF TEXAS § § SOUTHLAKE PARKS DEVELOPMENT COUNTY OF TARRANT § CORPORATION I, the undersigned, being the officer of the Corporation having the primary responsibility for the financial affairs of the Southlake Parks Development Corporation, DO HEREBY CERTIFY that the Corporation is not now in default as to any covenant, obligation or agreement contained in the resolution authorizing the issuance of "Southlake Parks Development Corporation Refunding and Improvement Tax Revenue Bonds, Series 1997", dated August 1, 1997. WITNESS MY HAND AND THE SEAL OF THE SOUTHLAKE PARKS DEVELOPMENT CORPORATION, this April 30,1999. SOUTHLAKE PARKS DEVELOPMENT CORPORATION Curti , ecutive Director I (Corporation Seal) I I I I 770858.1 I City of Southlake, Texas JOINT MEETING - SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION BOARD: April 26, 1999 LOCATION: City Hall, Council Chambers 667 North Carroll Avenue, Southlake, Texas REGULAR SESSION 6:30 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 REGULAR AGENDA: 4. Discussion: CIP Status Report 4.., 5. 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 Thursday, April 22, 1999 at 6:00 p.m. pursuant to the Texas Government Code, Chapter 551. 47 s 1 f i„„ Sandra L. LeGrand City Secretary �����i®iePo** osS' 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:\WD-FILES\SPDC\AGENDAS\99-04-26 Joint Mtg.DOC\kb I