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1998-09-28 City of Southlake, Texas SOUTHLAKE PARKS DEVELOPMENT CORPORATION JOINT MEETING WITH PARKS AND RECREATION BOARD September 28, 1998, 7:00 p.m. MINUTES SPDC Board Members Present: President Scott Martin; Members: Ralph Evans, Robin Jones, Ronnie Kendall, Norm Lyons, and Bethann Scratchard SPDC Board Members Absent: Rick Stacy Parks and Recreation Board Members Present: Chairman Vicki Johnson; Members: James Glover, Richard Anderson (7:10 p.m.), Chris Miltenberger, Bobby Rawls, Sherry Berman. Parks and Recreation Board Members Absent: Cara White, Lisa Stokdyk Staff Present: City Manager Curtis E. Hawk, Assistant City Manager Shana Yelverton, Interim Director of Parks and Recreation Kevin Hugman, Park Planning and Construction Superintendent Ben Henry, Director of Finance Lou Ann Heath, and Secretary to the City Manager Kim Bush. Agenda Item No. 1, Call to order. The meeting was called to order by President Scott Martin at 7:03 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 7:03 p.m. SPDC returned to open session at 8:20 p.m. Agenda Item No. 3. Reconvene. There was no action necessary as a result of the Executive Session. Agenda Item No. 4. Consider. Development of five-year Parks Capital Improvement Plan. Interim Parks and Recreation Director Kevin Hugman presented the five-year Parks Capital Improvement Plan (CIP) which includes land acquisition and park facility construction. Mr. Hugman explained in detail the following components of the plan: JOINT SPDC AND PARK BOARD MEETING Page 1 of 5 • Projects planned in the adopted FY 1997-98 SPDC budget that have not yet been contracted for are now programmed into the FY 1998-99 or FY 1999-00 budget years. • Park projects prioritized by the Park Board in April 1998 and again in September 1998 (attached hereto as part of the minutes) have been programmed into the 5-year plan based on the relative priority given to each by the Park Board. • Allocations for land acquisition based on the Land Acquisition Plan (attached hereto as part of the minutes). • Park development including: Neighborhood Parks - Koalaty, Noble Oaks, and Lonesome Dove; Community Parks - Royal and Annie Smith and the need for a southeast and southwest community park; Teen Center; Community / Recreation Center; the continuation of construction on Bob Jones and Bicentennial parks; and linear parks and trails - signs, Continental Phase 1 and 2; loop trail from Bicentennial to Durham/CJHS, Fox Hollow equestrian trail, and ISTEA grant - Cottonbelt trail. • Also included in each year of the CIP are reserve funds for the "matching grant" program at $100,000 and for special projects at $50,000 (such as the renovation of the Senior Activity Center). • Also listed on the plan are Joint Use Projects. Mr. Hugman pointed out that the recommendation by the Park Board for practice fields was noted under this line item recognizing that there are a number of places to work in practice fields with the schools and churches. Mr. Hugman commented that staff has taken everything that was on the Park Board priority list and fit it into the five-year plan. Mr. Hugman explained that the purpose of tonight's meeting is to get input from SPDC and Park Board members on the ultimate priorities of the boards for SPDC funding over the five-year period. Director of Finance Lou Ann Heath asked the Board members to note that on line 14 (total revenue/other sources) at the end of the five-year plan compared to total estimated expenditures for the plan. Because of the estimated overage in expenditures, staff is seeking direction from the Board members on where to adjust the plan. Ms. Heath pointed out an error for FY1998-99 on line 117 (Design Contract for MESA) should read zero (0) not $120,000. SPDC Board President Martin questioned staff on whether they thought we would get through all the projects identified for matching grant funds in FY1998-99. Park Planning and Construction Superintendent Ben Henry commented that staff's initiative was that if the City spent up to 50% early on (within the first two years) then we could go out for additional Parks and Wildlife grants. Staff and members of the Boards discussed allocating $2,000,000 as a lump sum amount for land and removing the individual amounts listed for the southwest park (line 26), Bicentennial Park - adjacent tracts (line 31), and the teen center site (line 37). Further discussions were held on the cost of constructing a teen center currently budgeted in the five-year plan at $1,000,000. Member Robin Jones recommended allocating another $400,000 - $500,000 for Phase II in order to complete the JOINT SPDC AND PARK BOARD MEETING Page 2 of 5 center i.e., with equipment, etc. Ronnie Kendall commented that there were not enough funds for a southeast park, a southwest park, and land for a teen center, therefore something would have to go. Ms. Heath commented that for FY 1998-99, considering the $2,000,000 for land and the $450,000 transfer (to liquidate the outstanding notes on Bob Jones Park), the budget is $92,000 short. Ralph Evans commented that he believes we need to purchase land as quickly as possible, but he considers the Teen Center as one of the most important things the City needs to do. Further discussions were held on where items could be shifted. The roofing for the in-line hockey court was considered to be one of the items that needed to be completed. Ms. Kendall commented that in-line hockey will actually make money due to use fees that would be collected. Assistant City Manager Shana Yelverton commented that staff realizes that the figures allocated for each item may not be precise, but staff wanted to provide to the Boards a feel for what you may or may not be able to accomplish through the establishment of priorities. Ms. Johnson commented that it is the consensus of the Park Board that the teen center is a high priority. Ms. Yelverton commented that the Park Board has brought forward their list of priorities, which staff has incorporated into the plan. The SPDC Board needs to look at those priorities and where they fall and decide if they have any issues they would like to discuss with the Park Board. If not, then staff will pursue with the priorities as submitted. Mr. Martin commented that the loop road at Bob Jones Park (line 158) is designated as medium priority on the Park Board list so the funds for that project could be moved from FY98-99 to FY99- 00. The Boards also discussed moving Koalaty Park Ph. 1 (line 52) and Noble Oaks Park Ph. 1 (line 57) from FY99-00 to FY2000-01. Mr. Martin suggested that funds for land acquisition could be dropped from $2.0 to $1.9 million and leave the other numbers the same. Ms. Jones agreed. A discussion was held on installing sun screens on Bicentennial park ballfields. Robin Jones commented that the Park Board expected the baseball/softball organizations to contribute funds for the screens and then have SPDC provide matching funds. Kevin Hugman commented that staff was planning to send letters out to the different organizations after approval of the matching funds to let them know it would be available. Ralph Evans commented that he had to leave the meeting and wanted to take a moment to thank the Park Board members for all they do for the City. He commented that he was very impressed with the plan they have done, and he appreciates all their efforts. Ms. Heath commented that for FY99-00 approximately $883,000 would be left to spend and currently the expenditures are at about $1.4 million. Ms. Heath questioned whether or not Royal and Annie Smith funds to needed to be moved to FY2000-01. It was suggested that it could be cut in half and phased in. Ms. Heath also suggested that the Teen Center could be phased in. Suggestions were made to cut the Nature Center back to $200,000 and then phase in the remaining funds needed. Mr. Martin agreed. Mr. Martin pointed out that the Community Center/Recreation Center is listed as low priority on the Park Board list, and he suggested that the funds allocated for this in FY99-00 be moved to the next year. JOINT SPDC AND PARK BOARD MEETING Page 3 of 5 Ms. Kendall commented that she was interested in knowing how the Park Board would feel about having the YMCA come in and handle programs that the City was not able to i.e., indoor swimming, after school care, another gymnasium, etc. Robin Jones commented that the Park Board had discussed in the past that they did not want the YMCA to come in and compete with what the parks department worked so hard to create. However, if they were to provide some things that the City could not afford to provide, then maybe we would be willing to sit down and talk to them. Ms. Kendall and Ms. Jones agreed that the YMCA could possibly provide a large part of the Community Center. Mr. Martin commented that he knows the Mayor, as well as himself, would be very supportive of some type of arrangement with the YMCA. Ms. Johnson and Ms. Berman expressed their concerns with the Tarrant County YMCA and the lack of quality facilities suitable for Southlake. Members suggested that the $200,000 allocated for FY99-00 be moved to FY2000-01 and the $3.0 million to FY2001-02. However, with the Teen Center Mr. Martin commented that you really could not phase in construction of the facility because it is a single facility. Ms. Heath commented that she would like to see if there are additional operating fund transfers that could be moved into the CIP. Ms. Heath stated that she could also have updated numbers run on the bond proceeds based on the most current sales tax estimates and present the numbers at a later SPDC meeting. Staff discussed with the Board members the option of locating the Teen Center at Bicentennial Park. Ms. Johnson noted that, as one of several members working on the Teen Center task force, she would be in favor of considering this option. Members agreed that this would be the quickest and most cost effective way to get the Teen Center built. Robin Jones and Vicki Johnson suggested reducing the $1.9 million suggested for land purchase to $1.5 million based on the Teen Center being located on property already owned at Bicentennial Park. Vicki Johnson commented that because there have been a lot of numbers discussed and moved around, she would like to see the CIP reworked and brought back for consideration in October. Several members had to leave the meeting including Norm Lyons, Sherry Berman, Bobby Rawls, Richard Anderson, and James Glover. Motion was made to table item #4, Development of five-year Parks Capital Improvement Plan until the new numbers are submitted to the Park Board and SPDC at their next regular meeting. Motion: Vicki Johnson Second: Bethann Scratchard Ayes: Johnson, Scratchard, Martin, Miltenberger, Jones, Kendall Nays: none Approved to table: 6-0 President Martin thanked the Park Board for coming and expressed his appreciation for the work they put into the plan. JOINT SPDC AND PARK BOARD MEETING Page 4 of 5 Agenda Item No. 5. Adjournment. There being no further business to discuss the meeting adjourned at 9:40 p.m. President Scott Martin Southlake Parks Development Corp. Chair Vicki Jo son Parks and Recreation Board ATTEST: Kim sh Sec tary to the City Manager M:\WD-FILES\SPDC\MINUTES\98-09-28 SPDC--Pk.DOC\kb JOINT SPDC AND PARK BOARD MEETING Page 5 of 5