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1998-02-16 SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING February 16, 1998 MINUTES Board Members Present: President David Yelton; Members: Robin Jones, Scott Martin, Rick Stacy, Bethann Scratchard, Ralph Evans, Pamela Muller Staff Present: Assistant City Manager Shana Yelverton, Park Planning and Construction Superintendent Ben Henry, Secretary to the City Manager Kim Bush, Acting Parks and Recreation Director Kevin Hugman. Agenda Item No. 1. Call to order. The meeting was called to order by Vice President Ralph Evans at 6:00 p.m. Mr. Evans noted that David Yelton was out of town and had indicated he may be late for the meeting. Agenda Item No. 2. Executive Session. Ms. Yelverton announced that there was not anything to report in executive session. Everything was progressing as before. Agenda Item No. 3. Reconvene. No executive session was held. CONSENT AGENDA. (David Yelton joined the meeting during discussion of this item at 6:10 p.m.) • Item No. 4. Approval of the January 19 meeting minutes. (Note: Rick Stacy and Robin Jones were not present at the January 19 meeting.) • Item No. 5. Award of contract to replace fences for Bicentennial Park Ballfields Nos. 4 and 5. • Item No. 6. Authorize the Mayor to enter into a lease agreement with the U.S. Army Corps of Engineers for land adjacent to Bob Jones Park. Mayor Stacy questioned staff on the number of letters sent to the Corps in opposition to the City leasing the property. Ben Henry commented that the Corps has received about 40 letters. Mr. Henry stated that he spoke with the Corps and most of the concerns were based on an outdated plan for the park. He said that once they were shown the current plan most people were satisfied. Bethann Scratchard commented that most of the people complaining were equestrian trail users. Ben Henry commented that after he explained to the equestrian users that the hard trails do not get within 200 MINUTES, SPDC MEETING, FEBRUARY 16, 1998, PAGE 1 OF 5 feet and that the City was not going to allow motorized vehicles on either of the trails, many of their concerns dissipated. Regarding Item No. 5, Scott Martin questioned staff about being able to salvage the fencing that was being replaced by the new fencing. Staff commented that the old fencing may not be worth anything. The fencing is not in good condition and is a very low quality gauge, four foot fence. Scott Martin commented that his thought was not to sell it, but that if the fence was in useable condition it could be used at another park temporarily as a protection to keep children from running out into the street. Acting Parks and Recreation Director Kevin Hugman commented that he would look into storing it out at the Public Works facility, if it was determined that the fencing was usable. Motion was made to approve Consent Agenda Items Nos. 4, 5, and 6. Motion: Stacy Second: Scratchard Ayes: Stacy, Scratchard, Evans, Yelton, Muller, Martin, Jones Nays: none Approved: 7-0 (At this point, Vice President Evans turned the meeting over to David Yelton.) ADDITIONAL INFORMATION REGARDING CONSENT AGENDA ITEMS (Information provided by staff in the SPDC packets) Item No. 5. The new fencing will replace the temporary fencing installed three years ago, and funds were approved in SPDC budget for this item. Although the low quote of $14,770 does not exceed the $15,000 state threshold for competitive bidding, staff wanted to proceed with SPDC approval in the event the actual installation costs run over $15,000. Parks Planning and Construction Superintendent Ben Henry has discussed the layout with Southlake Baseball Association President Jim Thomas and he is in agreement with staff. Staff recommends the acceptance of the quote from American National Fence for $14,770. Item No. 6. Part of the master plan for Bob Jones Park included the use of the adjacent Corps of Engineers land. The major points of the agreement are: (1) term of 25 years, commencing on January 20, 1998; (2) City will submit an annual Plan of Operation and Maintenance, including development and management of the leased property to the Corps; and, (3) structures may be built on the leased property with prior approval of the Corps District Engineer. The lease agreement with the Corps is one of the major steps in completing the requirements of the Texas Parks and Wildlife grant for Bob Jones Park. Agenda Item No. 7. Consider. Koalaty Park Master Plan. Ben Henry introduced the master plan for Koalaty Park at W. Continental Blvd. Mr. Henry commented that the Park Board voted to recommend approval with the following changes: MINUTES, SPDC MEETING, FEBRUARY 16, 1998, PAGE 2 OF 5 • the restroom facility be moved to the north; • a fence and/or gate be placed between the northwest and southwest fields to deter access from the west; • a natural barrier be installed on the west side to deter people from parking on Village Green Drive and walking to the fields; • an additional 25 parking spaces be included; • a berm be created on the south side of the school to deter people from entering the creek and possibly crossing into property owners' yards. Kevin Hugman commented that the plan is being brought forward now so that the Board would know what is being programmed. He commented that funding is not available to do this now, however, the plan is something the Board may want to keep in mind when making future funding decisions. Staff commented that they would bring back estimated costs to the Board so that they can have a better idea of where and when to budget for the improvements, and if necessary, the Board may decide to do the improvements in phases. Staff informed the Board that the existing fields are being used now for practice. Scott Martin questioned whether SPDC was going to endorse the Park Board changes to the master plan. Robin Jones commented that she agreed and supported the Park Board and the homeowners in the area with the changes proposed. She does not feel the homeowners are being unreasonable about their requests for these changes. Motion was made to approve the Koalaty Park Master Plan with the additional considerations as submitted by the Park Board. Motion: Stacy Second: Evans Evans questioned staff's concern with the location of the berm. Ben Henry explained that if the berm is located between the trail and the creek, it would raise some safety concerns by creating secluded areas that could pose a threat to trail users, especially children on foot or bicycles. Staff feels that there are alternate solutions that can be worked out with the residents. The Board suggested that we move forward and any issues associated with the berm including drainage, safety, etc., can be worked out later. Ayes: Stacy, Evans, Jones, Muller, Yelton, Martin, Scratchard Nays: none Approved: 7-0 Agenda Item No. 8. Discussion. Financial Report/Budget. Director of Finance Lou Ann Heath handed out an updated Financial Report/Budget to the Board. Ms. Heath noted that the report is as of February 16, 1998, and that the 37 acres the City purchased for Bob Jones Park has been included on line item #22. Ms. Heath also pointed out that Southlake's sales tax is up 5 % of what was budgeted for the month of January, and overall up 2.5 % for the MINUTES, SPDC MEETING, FEBRUARY 16, 1998, PAGE 3 OF 5 budget year. Also noted by Ms. Heath was the fact that the interest earnings are exceeding what had been anticipated. Ms. Heath asked the Board to note the additional cost for the CMS parking lot (line item 28) and that the deduction made for this expenditure was taken from the reserve for unanticipated projects (line item #27). Scott Martin questioned the engineering services on line item #87 and whether the $166,733 included the fees also listed on line item #108 for $45,000. Ms. Heath commented that this was an area she needed review with Director of Parks and Recreation Kim Lenoir. She stated that there were areas that involved the grant funds that needed to be described better. Mr. Martin also noted that more clarification was needed on line items 112-124. He commented that we needed to show the expenditure amounts as they relate to the grant. Members Stacy and Yelton commented that actual expenditures for the year have not amounted to more than the funds available projects are not done fast enough to have a negative impact on the budget. Yelton commented that we have the funding mechanism, and we need to concentrate more on moving projects forward. Stacy reiterated that we will have the opportunity to pursue additional funding in the near future as well. Mr. Yelton agreed with Mr. Martin that as we do a new budget, we would certainly want to line item all the grant projects and make sure they are included in a one to possibly as long as a three-year budget process. Mr. Martin stated that the solution to his concerns would be to change line item #11, TPW Grant Proceeds, from $500,000 to $250,000 to match the expenditures that we have within this budget document. Agenda Item No. 9. Discussion. Status Report of SPDC Projects. Kevin Hugman commented that an updated status report was included. In reference to questions Scott Martin had earlier, there are changes that need to be made to the report including: (1) land acquisition needs to reflect what is in the budget; (2) Phase I construction regarding drainage issues needs to reflect that this is referring to the slope for the pond; (3) regarding the matching funds for the pavilion at Adventure Alley, it is still shown, but it has not actually been approved or budgeted by SPDC; and, (4) amount shown for unanticipated projects needs to reflect what is in the budget. Ben Henry updated the Board on the progress at Bob Jones Park. He commented that Lauren Griffith Associates will be doing the topography with backup assistance from Cheatham and Associates. Scott Martin questioned planning of the Royal and Annie Smith park and whether or not it is a neighborhood park or a community park and how does that figure in with what we can and cannot do. Robin Jones commented that it is a community park by definition of the master plan because you do not have restrooms, lights, etc., in a neighborhood park. However, she commented that in discussions with Mr. Smith regarding limitations on the construction of the park, that his main concern was that ballfield type lights not be allowed in the park. She stated that Mr. Smith is willing to amend the contract or redefine what could be allowed. Ms. Jones commented that this is why the Park Board tabled the item until some of the issues could be worked out regarding what could be used in the park and what the surrounding neighbors would be comfortable with. She commented that plans called for tennis courts, but they would not be much use without lights. Assistant City Manager MINUTES, SPDC MEETING, FEBRUARY 16, 1998, PAGE 4 OF 5 Shana Yelverton stated that amending the Smith contract would require approval from the City Council. Mr. Stacy and Mr. Evans asked that staff move forward as quickly as possible. President Yelton asked Finance Director Lou Ann Heath if she could have financial consultant Jim Sabonis make a presentation to the Board regarding the Board's present and future bond program. Agenda Item No. 14. Adjournment. Motion was made and carried to adjourn the meeting at 7:20 p.m. l~ President David 9t"on ATTEST: Kim sh Exec tive Secretary MINUTES, SPDC MEETING, FEBRUARY 16, 1998, PAGE 5 OF 5