2007-12-04 SPDC PacketMEMORANDUM
November 20, 2007
TO: SPDC Board of Directors
FROM: Steve Polasek, Director of Community Services
SUBJECT: Agenda Item Comments and Other Items of Interest for Southlake
Parks Development Corporation Regular Meeting — Tuesday,
December 4, 2007
Agenda Item No. 2A. Executive Session: There are no items for this meeting.
Agenda Item No. 4. PUBLIC FORUM: This is the public's opportunity to address
the Corporation about non -agenda items. During this proceeding it is important
that the Corporation not deliberate (discuss among yourselves) or take action on
any item brought up at this time. The Corporation's options during this topic are
1) to listen, 2) ask questions and respond to the presenter only, 3) request staff
to look into the issue and report back to the Corporation or 4) request that the
Chair put the item on a future agenda for the Corporation to discuss or consider.
3. Agenda Item No 5 Administrative Comments: There are no Administrative
Comments for this meeting.
4. Agenda Item No 6A Consent: Approval of the minutes from the November 6,
2007 Southlake Parks Development Corporation regular meeting. If you have
corrections to the meeting minutes, please let Deputy City Secretary Tara Brooks
know in advance or make it part of the motion for consideration. Tara can be
reached via e-mail at tbrooksCa)ci.southlake.tx.us or by calling her at (817) 748-
8015.
5.
Southlake Beautiful KSB is requesting SPDC Matching Funds in the amount of
$2,250 for the purchase of two decorative metal umbrellas. The umbrellas,
manufactured by landscapeforms®, would be placed on existing concrete tables
located at the Liberty Gardens area of Bicentennial Park, and will match the color
of the existing gazebo. The umbrellas will provide additional shade for park
patrons who wish to enjoy the garden area. The Parks Board reviewed and
recommended approval (6-0) at their November 12, 2007 meeting and City
Council will consider immediately following SPDC at their December 4, 2007
meeting.
SPDC Board of Directors
Board Meeting — Tuesday, December 4, 2007
Page 2
6. Agenda Item No 6C. Consent: Recommend approval of an SPDC Matching
Funds request in the amount of $5 000 from the Southlake Historical Society for
the addition of a stone fireplace and chimney to the log cabin - The Southlake
Historical Society donated the logs of an historical cabin to the City this past May
to be restored on the hill in Bicentennial Park. City staff, working with the
Southlake Historical Society, began exploring experts on building log cabins that
could use period tools and historically accurate materials. Bill Marquis whom is
one of the pre-eminent log cabin restorers in Texas and resides in the North
Texas area is especially well versed in log cabins constructed in the Cross
timbers ecosystem. Mr. Marquis has reconstructed numerous log cabins and
other structures including work for local communities such as the cities of
Farmers Branch (cabin), Euless (log cabin and barn) and Colleyville (barn). The
City Council approved at their November 6, 2007 meeting a personal services
agreement with Mr. Marquis to reconstruct the log cabin.
Once reconstructed, the cabin itself will be approximately fifteen by fifteen feet
with a front porch extending the length of the house and approximately three
windows. Mr. Marquis will also construct the foundation for the cabin and apply
the necessary fire retardant. A rock fireplace with chimney ($10,000) is not
included in the initial construction; however, the Southlake Historical Society is
seeking an SPDC Matching Funds request in order to add this element to the
cabin and further lend to the authenticity and aesthetics of the structure. Fiscal
Year 2007-08 SPDC Matching Funds in the amount of $200,000 are budgeted
and $7,338 has been allocated to date. If approved in the amount of $5,000, an
unencumbered balance of $182,662 would remain ($178,162 assuming approval
of KSB matching funds request).
The Parks Board reviewed and recommended approval (6-0) of the matching
funds requests at their November 12, 2007 meeting and City Council will
consider immediately following SPDC at their December 4, 2007 meeting.
7. Agenda Item No. 7. Consider: There are no consider items for this agenda.
8. Agenda Item No. 8. Discussion: There are no discussion items for this agenda.
9. Other items included in your packet for your information:
• SPDC CIP Projects Status Report
• Sales Tax Report (distributed at meeting)
As always, we appreciate your commitment and service to the City. If you have any
questions regarding the agenda or materials, please feel free to contact me at (817)
748-8018.
SP
SPDC Board of Directors
Board Meeting — Tuesday, December 4, 2007
Page 3
STAFF CONTACT INFORMATION:
Steve Polasek, Director of Community Services, (817) 748-8018
Chris Tribble, Deputy Director of Community Services (817) 748-8021
Sharen Jackson, Director of Finance, (817) 748-8042
City of Southlake
SOUTHLAKE PARKS DEVELOPMENT CORPORATION
MEETING
December 4, 2007
4:00 - 4:30 p.m.
LOCATION: Southlake Town Hall
City Council Chambers
1400 Main Street
Southlake, Texas
REGULAR SESSION:
1. Call to order.
2. Executive Session: Pursuant to the Open Meetings Act, Chapter 551 of the
Texas Govemment Code, Section 551.071, consultation with attorney, Section
551.072, deliberation regarding real property, and/or Section 551,073,
deliberation regarding prospective gift, Executive Session may be held for the
Southlake Parks Development Corporation to seek advise from the City Attorney
as to the posted subject matter of this Southlake Parks Development Corporation
meeting.
3. Reconvene: Action necessary on item discussed in Executive Session.
4. PUBLIC FORUM
5. ADMINISTRATIVE COMMENTS - There are no items for this agenda.
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.
6. Consent:
A. Approval of the minutes from the November 6, 2007 Southlake Parks
Development Corporation regular meeting.
B. Recommend approval of an SPDC Matching Funds request in the amount
of $2,250 from Keep Southlake Beautiful for the purchase and installation
of shade umbrella structures at Liberty Garden in Bicentennial Park.
C. Recommend approval of an SPDC Matching Funds request in the amount
of $5,060 from the Southlake Historical Society for the addition of a stone
fireplace and chimney to the log cabin
SPDC Meeting
Meeting Date — December 4, 2007
Page 2 of 3
REGULAR AGENDA:
Consider: There are no items this agenda.
8. Discussion: No items this agenda.
9. Adjournment.
CERTIFICATE
I hereby certify that the above agenda was posted on the Official Bulletin Boards at
Town Hall, 1400 Main Street, on Friday, November 30, 2007 by 5:00 p.m. pursuant to
the Texas Government Code, Chapter 551.
Lori Payne, TR C
City Secretary
If you plan to attend this Afeg4i � p�'have a disability that requires special needs,
please advise the City Secretary's Office 48 hours in advance at (817) 748-8016, and
reasonable accommodations will be made to assist you.
SPDC Meeting
Meeting Date - December 4, 2007
Page 3 of 3
EXECUTIVE SESSION
Southlake Parks Development Corporation Board
SECTION 551.071_ CONSULTATION WITH ATTORNEY
The Southlake Parks Development Corporation Board may conduct a private
consultation with its attorney when the Board seeks the advise of its attorney
concerning any item on this agenda, about pending and contemplated litigations, or a
settlement offer, or on a matter in which the duty of the attorney to the Southlake Parks
Development Board under the Texas Disciplinary Rules of Professional Conduct of the
State Board of Texas clearly conflicts with Chapter 551.
SECTION 551.072 DELIBERATION REGARDING REAL PROPERTY
The Southlake Parks Development Corporation Board may conduct a closed meeting to
deliberate the purchase, exchange, lease or value of real property.
SECTION 551.073 DELIBERATION REGARDING PROSPECTIVE GIFT
The Southlake Parks Development Corporation Board may conduct a closed meeting to
deliberate a negotiated contract for a prospective gift or donation to the City.
A FINAL ACTION, DECISION, OR VOTE ON A MATTER DELIBERATED IN A
CLOSED MEETING MAY ONLY BE MADE IN OPEN SESSION.
a _ . ' _ :. • Z7�Ti1�i�r7�T:71�]'.7i��C�7.�i�l��1.[cit•.[•Ir/�irily�Z��T1
LOCATION: 1400 Main Street, Southlake, Texas
Council Chambers in Town Hall
Board Members present: President Carolyn Morris, Vice -President Sherry Berman,
Secretary Virginia M. Muzyka, and Board Members Gregory Jones and Vernon Stansell.
Board Members absent: None.
Staff present: Assistant City Manager/Director of Public Safety Jim Blagg, Director of
Community Services Steve Polasek, Finance Director Sharen Jackson and Deputy City
Secretary Tara Brooks.
Agenda Item No. 1. Call to order.
The meeting was called to order by President Morris at 4:08 p.m.
Agenda Item No. 2. Executive Session / Agenda Item No. 3 Reconvene.
An executive session was not held.
Agenda Item No. 4. Public Forum.
No one spoke during the public forum.
Agenda Item No. 5. Administrative Comments.
There were no administrative comments.
CONSENT AGENDA:
A presentation was not made on this
item.
Agenda Item No. 6B. Recommend approval of an SPDC Matching Funds request in the
amount of $3 669 from the Oak Pointe HOA for the purchase and installation of a pond
aerator at Oak Pointe Park. A presentation was not made on this item.
Motion was made to approve the consent agenda.
Motion:
Jones
Second:
Muzyka
Ayes:
Muzyka, Berman, Jones, Stansell, Morris
Nays:
None
Approved:
5-0
Unofficial Southlake Parks Development Corporation meeting minutes, November 6, 2007
Page 1 of 2
6A-1
REGULAR AGENDA:
Agenda Item No 7A Recommend approval of a professional services contract with
total amount not to exceed $1,200,000. Director Polasek presented this item to the Board.
Terry Cheek, President of Schrickel, Rollins and Associates, Inc. was present to answer
questions.
The Board discussed this item.
Motion was made to recommend approval of a professional services contract with Schrickel,
Rollins and Associates, Inc. for the engineering and design of Phase I of Bicentennial Park in
the amount of $1,150,000 with a 4.3% ($50,000) contingency for a total amount not to exceed
$1,200,000, as presented.
Motion: Jones
Second: Berman
Ayes: Berman, Jones, Stansell, Muzyka, Morris
Nays: None
Approved: 5-0
Agenda Item No 7B Recommendation on disposition of DIPS North site. Director Polasek
presented this item to the Board. Assistant City Manager/Director Blagg answered questions
regarding the Crime Control and Prevention Board. Director Jackson answered questions
about the purchase options.
The Board discussed this item.
Motion was made to purchase the DPS North site with a payment of $43,750 per acre with
4.0% annual interest from the time of initial purchase through transfer of park and recreation
uses (approximately eight years).
Motion: Berman
Second: Jones
Ayes: Jones, Stansell, Muzyka, Berman, Morris
Nays: None
Approved: 5-0
Aaenda Item No. 9. Adjournment.
President Morris adjourned the meeting at 4:57 p.m.
Carolyn Morris
ATTEST: President
Tara Brooks
Deputy City Secretary
Unofficial Southlake Parks Development Corporation meeting minutes, November 6, 2007
Page 2 of 2
6A-2
City of Southlake, Texas
MEMORANDUM
November 20, 2007
TO: Southlake Parks Development Corporation
FROM: Steve Polasek, Director of Community Services
SUBJECT: Recommend approval of an SPDC Matching Funds request in the
amount of $2,250 from Keep Southlake Beautiful for the purchase
and installation of shade umbrella structures at Liberty Garden in
Bicentennial Park
Action Requested: SPDC review and recommendation of the SPDC Matching Funds
Request in the amount of $2,250 from Keep Southlake Beautiful for
the purchase of two decorative metal umbrellas for Liberty Gardens
in Bicentennial Park.
Background
Information: Keep Southlake Beautiful (KSB) is requesting SPDC Matching
Funds in the amount of $2,250 for the purchase of two decorative
metal umbrellas to be installed on the existing picnic tables located
in the Liberty Gardens area of Bicentennial Park. The umbrellas
(like those installed at Central Park) will match the color of the
existing gazebo.
Proposed project improvements include:
■ Purchase of two metal umbrellas from landscapeforms®
• Total Estimated Cost = $4,500
50% Matching Funds = $2,250
Staff will be available at your meeting to provide additional
information should you have questions.
Financial
Considerations: Fiscal Year 2007-08 SPDC Matching Funds in the amount of
$200,000 is budgeted and $7,338 has been allocated to date. If
approved in the amount of $2,250, an unencumbered balance of
$188,162 would remain.
Financial Impact: Not applicable.
Citizen Input/
Board Review: Parks Board reviewed and recommended approval (6-0) at their
November 12, 2007 meeting and City Council will consider
immediately following SPDC at their December 4, 2007 meeting.
Legal Review: Not applicable
is -*w
SPDC
Meeting Date — December 4, 2007
Page 2
Alternatives: SPDC review and recommendation of SPDC Matching Funds
request from Keep Southlake Beautiful.
Supporting
Documents: Supporting documents include:
■ Matching Funds Request Form
Staff
Recommendation: SPDC review and recommendation of the SPDC Matching Funds
Request in the amount of $2,250 from Keep Southlake Beautiful for
the purchase of metal umbrellas for Liberty Gardens in Bicentennial
Park.
OW
SPDC
Meeting Date — December 4, 2007
Page 3
silty oT z>ouima Ke, I exec
PROJECT MATCHING FUNDS REQUEST FORM
PROJECT NAME: Purchase of Decorative Metal Umbrellas for Liberty Gardens
Contact Person:
Mailing Address:
Wendi Carlucci Keep Southlake Beautiful
P.O. Box 93147
City: Southlake
Night Phone:
Additional Contact Person:
PROJECT DESCRIPTION:
State: TX ZIP: 76092 Day Phone: 817-504-8488
Fax Number:
Day Phone:
Proposed project improvements include: the purchase of two decorative metal umbrellas (like
those at Central Park) to be installed on existing picnic tables in the Liberty Gardens area of
Bicentennial Park. Stone (beige) color to match that of the existing gazebo.
Proposed Start Date:
Projected Cost:
December 2007 Projected Completion Date: February 2008
$4,500 Funding Requested:
$2,250
SPDC
Meeting Date — December 4, 2007
Page 4
SPDC MATCHING FUNDS REQUEST
PURCHASE OF METAL UMBRELLAS
FOR THE LIBERTY GARDENS AREA OF BICENTENNIAL PARK
9710,
SPDC
Meeting Date — December 4, 2007
Page 5
C:3�
City of Southlake, Texas
MEMORANDUM
November 20, 2007
TO: Southlake Parks Development Corporation
FROM: Steve Polasek, Director of Community Services
SUBJECT: Recommend approval of an SPDC Matching Funds request in the
amount of $5,000 from the Southlake Historical Society for the
addition of a stone fireplace and chimney to the log cabin
Action Requested: Review and recommendation of the SPDC Matching Funds request
in the amount of $5,000 from the Southlake Historical Society for
the addition of a stone fireplace and chimney to the log cabin to be
reconstructed on the hill in Bicentennial Park.
Background
Information: The Southlake Historical Society donated the logs of an historical
cabin to the City this past May to be restored on the hill in
Bicentennial Park. As part of their consideration for donation it was
also stipulated that the cabin be restored as historically accurately
as possible, "with consideration to present day techniques that
promise the cabin structure will last for future generations."
Mr. Bill Marquis whom is one of the pre-eminent log cabin restorers
in Texas and resides in the North Texas area was recently awarded
by City Council a personal services contract to restore the log cabin
within Bicentennial Park. Once reconstructed, the cabin itself will be
approximately fifteen by fifteen feet with a front porch extending the
length of the house and approximately three windows. Mr. Marquis
will also construct the foundation for the cabin and apply the
necessary fire retardant.
A rock fireplace with chimney ($10,000) is not included in the initial
construction; however, the Southlake Historical Society is seeking
an SPDC Matching Funds request in order to add this element to
the cabin and further lend to the authenticity and aesthetics of the
structure.
Financial
Considerations: Fiscal Year 2007-08 SPDC Matching Funds in the amount of
$200,000 is budgeted and $7,338 has been allocated to date. If
approved in the amount of $5,000, an unencumbered balance of
$182,662 would remain ($178,162 assuming approval of KSB
matching funds request).
Financial Impact: Ongoing maintenance of the cabin and surrounding site is
anticipated at approximately $2,500 annually; however, more
6C-1
SPDC
Meeting Date — Tuesday, December 4, 2007
Page 2 of 3
detailed costs will be determined prior to completion of the
construction phase of the project.
Citizen Input/
Board Review: The Parks Board reviewed and recommended approval (6-0) at
their November 12, 2007 meeting and City Council will consider at
their December 4, 2007 meeting immediately following SPDC.
The City Council approved the personal services agreement with
Bill Marquis for the reconstruction of the log cabin at their
November 6, 2007 meeting.
The City Council approved $97,000 from the Hotel Occupancy Tax
to be allocated for the re -construction of the log cabin.
The City Council approved the donation of the logs to re -build the
cabin in May of 2007.
The City Council adoption on February 6, 2007 of the Bicentennial
Park Schematic Design designating the hill near the water tower as
being suitable for a historical interpretation site.
City Council designated on May 16, 2006 the hill at Bicentennial
Park as the location for placement of the log cabin.
Legal Review: Attorney reviewed approved personal services agreement.
Proposed fireplace and chimney would be added as an amendment
to the agreement.
Alternatives: SPDC review and recommendation.
Supporting
Documents: Supporting Documents include:
- SPDC Matching Funds Request Form from Southlake
Historical Society.
Staff
Recommendation: Review and recommendation to City Council of the SPDC Matching
Funds request in the amount of $5,000 from the Southlake
Historical Society for the addition of a stone fireplace and chimney
to the log cabin to be reconstructed on the hill in Bicentennial Park.
6C-2
City of Southlake, Texas
SPDC
Meeting Date — Tuesday, December 4, 2007
Page 3 of 3
PROJECT MATCHING FUNDS REQUEST FORM
PROJECT NAME: Addition of chimney and fireplace to the log cabin in Bicentennial Park
Contact Person: Anita Robeson, President, Southlake Historical Society
Mailing Address: 610 Bordeaux
City: Southlake State: TX ZIP: 76092 Day Phone: 817-896-4280
Night Phone:
Additional Contact Person:
PROJECT DESCRIPTION:
Fax Number:
Day Phone:
Proposed project improvements include: the purchase and installation of a stone
chimney/fireplace on the log cabin at Bicentennial Park. Proposed project will further
enhance the authenticity and aesthetics of the structure.
Proposed Start Date: December 2007 Projected Completion April2008
Date:
Projected Cost: $10,000 Funding Requested: $5,000
6C-3
SOUTHLAKE PARK DEVELOPMENT CORPORATION
Capital: Projects Status Report
December 2007
Liberty Garden Phase dd
Rtnti i¢• Curhinn and drains were added as a bed edae to prevent wash -out of
mulch onto brick pavers and sidewalks.
Girls Softball Complex — F.Y. 2004 — 2005
Status: Paving portion of project is complete with irrigation modifications and
landscaping to follow
Dog Park
Status: Complete.
Nature Center Improvements-
Status Construction underway and on schedule
Corps -of Engineer Walnut Grove Park s
Status: City Council awarded $44,950 in matching funds to Southlake
Mounted patrol, bringing total of available funds for trail restoration and
improvements to $94,950 plus 20% in -kind labor. Several areas have had projects
completed and a volunteer workday is scheduled for November 10th
Royal and Annie Smith Park - F:Y. 2005-06
Status: Scheduled for P & Z on November 8 . Construction documents are being
prepared. Scheduled to bid in Dec/Jan.
Liberty Park at Sheltonwood F.Y, 2003 — 2004
Status Scheduled for P & Z on November 8 . Construction documents are being
prepared. Scheduled to bid in Dec/Jan.
Page 1
Status: Complete.
Status: All prior projects completed.
SoutLlake Baseball Association —
Status: Construction completed on infields to fields #6. #8. and #9. This will
complete renovations to all game fields at Bicentennial Park. New infields will provide
improved playing surfaces, less rainouts, and reduced maintenance.
— Shade structure at playground re -installed and complete.
Soutblake Carroll Lacrosse
Status: Construction of new facility approved in FY 2005-06 SPDC CIP.
Page 2