2009-06-08
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 7/13/09
1
2 PARKS AND RECREATION BOARD MEETING:
3 June 8, 2009
4
5 LOCATION: Southlake Town Hall - Executive Conference Room
6 1400 Main Street
7 Southlake, Texas
8
9 Board Members Present: Ken Goodman, Vice Chair; Emily Galpin, Secretary; Sherry
10 Berman, Julie Landesberg Margaret Adams and Bill Packer
11
12 Board Members Absent: Chair John Slocum, Elaine Cox and Purvi Parakh
13
14 Staff Members Present: Chris Tribble, Director of Community Services, Alison
15 Orlowski, Acting Director of Community Services and Kerry McGeath, Deputy Director
16 of Community Services
17
18 Guests: None
19
20 REGULAR SESSION
21
22 Agenda Item No. 1. Call to Order - The meeting was called to order by Vice Chair
23 Goodman at 7:02 p.m. A quorum was present.
24
25 REPORTS
26
27 Agenda Item No. 2. Administrative Comments
28
29 Director Tribble presented the administrative comments.
30
31 A. Construction Report - A written report of current park projects was
32 included in the meeting packet. The construction projects were reviewed
33 and staff responded to questions regarding Liberty Park at Sheltonwood,
34 Royal & Annie Smith Park, the Continental Storage project, Bicentennial
35 Park design project and the remodeling of the Evans house.
36
37 B. Park and Recreation Board Retreat Update - The Park Retreat is
38 scheduled for September 25-26. Details will be provided at a later time.
39
40 C. Special Parks Board and SPDC Joint Meeting on June 16, 2009 - A joint
41 SPDC/Parks Board meeting is scheduled June 16 at 4:30 p.m. in Town
42 Hall, Room 3A to consider a professional services contract with Schrickel,
43 Rollins and Associates, Inc. for the engineering and design of north multi-
44 purpose fields and related improvements.
45
46 D. Non-agenda item: Park Board meeting time - Staff asked the Board to
47 think about the current meeting time and whether they want to consider a
48 change.
Minutes of the June 8, 2009 Parks and Recreation Board
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c.
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 7/13/09
1
2 CONSENT AGENDA
3
4 Agenda Item No 3A Consent: Approval of the minutes from the May 11, 2009
5 Southlake Parks and Recreation Board meeting - There were no corrections to the
6 minutes.
7
8 Agenda Item No 3B Consent: Absence of Parks and Recreation Board members. -
9 Park Board agreed to excuse the absence of Margaret Adams and Bill Packer from the
10 May 11, 2009 meeting.
11
12 A motion was made to approve the Consent Agenda as presented.
13 Motion: Landesberg
14 Second: Berman
15 Ayes: Adams, Berman, Galpin, Goodman, Landesberg
16 Nays: None
17 Abstention: Packer
18 Vote: 5-0-1
19 Motion carried.
20
21 REGULAR AGENDA
22
23 Agenda Item No. 4. Public Forum - No one was present to address the Board during
24 Public Forum.
25
26 Agenda Item No 5A Consider: Recommendation to approve a Community Services
27 Agreement with Bob Jones Nature Center organization
28
29 Director Tribble presented the renewal Agreement with Bob Jones Nature Center
30 organization, which will continue the educational and recreational programs relating to
31 nature to the public. The agreement has been reviewed and approved by the Bob Jones
32 Nature Center Board. Minor changes have been made to the document from last year's
33 agreement. Language was revised to refine the process for contracting and scheduling
34 of additional programs and activities. The role of the City and organization regarding
35 maintenance and security issues of the facility and surrounding property was
36 strengthened. The roles of the nature center coordinator, who is employed by the City
37 and the executive director, who is provided by BJNC Board were also defined. The
38 Nature Center will, to the extent resources allow, provide volunteers, education
39 materials, nature programs and activities and other programs. The City, in addition to
40 the approved operating allowances included in the FY 2009 budget, will provide a
41 regular full-time, professional nature center coordinator, parks maintenance staff, and
42 part-time recreation aide assistance to operate the Bob Jones Nature Center and
43 Preserve. The Nature Center will operate in accordance with an Operating Plan as
44 approved by the Director of Community Services and Bob Jones Nature Center Board
45 of Directors. The term of the Agreement is for one year and will expire December 31,
46 2009. No direct funding is requested.
47
48 The Board briefly discussed provisions of the agreement regarding revenue distribution.
Minutes of the June 8, 2009 Parks and Recreation Board
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OFFICIAL MINUTES
Approved by the Parks and Recreation Board 7/13/09
1
2 A motion was made to recommend approval of the Community Services Agreement
3 with Bob Jones Nature Center organization.
4 Motion: Berman
5 Second: Adams
6 Ayes: Adams, Berman, Goodman, Landesberg and Packer
7 Nays: None
8 Abstention: Galpin
9 Vote: 5-0-1
10 Motion carried.
11
12 Agenda Item No 5B Consider: Recommendation on SPDC Matching Funds request
13 from Southlake Historical Society in the amount of $2,500 to purchase furnishings for
14 the historic log cabin
15
16 Director Tribble presented the matching funds request from Southlake Historical Society
17 for $2,500 ($5,000 total cost) to purchase basic log cabin furnishings, such as rope bed
18 and coverlet, a table and ladder-back chairs with rawhide-strip seats, wooden plates
19 and horn spoon, fireplace tools and pots, a six-board trunk, a flintlock rifle and powder
20 horn. To date, no funds have been spent or allocated for other projects out of the
21 $200,000 matching funds budget. An unencumbered balance of approximately
22 $195,000 would remain available in the Matching Funds budget.
23
24 The Board briefly discussed the request and asked questions about security of the
25 furnishings displayed in the log cabin. The furnishings will be stored in the Continental
26 Storage building except when displayed in the cabin for an event or activity.
27
28 Connie Cooley, Southlake Historical Society (SHS), 603 Vicksburg Court, Southlake, Tx
29 was present and spoke about SHS's desire to have the log cabin open to the public one
30 Saturday a month and open for various activities and class field trips as programmed.
31
32 A motion was made to recommend approval of SPDC Matching Funds request from the
33 Southlake Historical Society in the amount of $2,500 to purchase furnishings for the
34 historic log cabin.
35 Motion: Packer
36 Second: Landesberg
37 Ayes: Adams, Berman, Galpin, Goodman, Landesberg and Packer
38 Nays: None
39 Abstention: None
40 Vote: 6-0
41 Motion carried.
42
43 Agenda Item No 5C Consider: Recommendation on SPDC Matching Funds request
44 from the Bob Jones Nature Center organization in the amount of $550 for the purchase
45 of benches for the patio
46
47 Director Tribble presented the matching funds request from Bob Jones Nature Center
48 organization for $550 ($1,100 total cost) to purchase four benches for the nature center
Minutes of the June 8, 2009 Parks and Recreation Board
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OFFICIAL MINUTES
Approved by the Parks and Recreation Board 7/13/09
1 patio. The benches are made of 100% recycled plastic beverage bottles that have been
2 manufactured into maintenance free "Poly Lumber." The product is non-toxic, UV
3 resistant and comes with a lifetime warranty. The benches will replace the existing white
4 wood benches that were donated for temporary use. Matching Funds are available in
5 FY 2009 budget and an unencumbered balance of approximately $193,900 would
6 remain in the Matching Funds budget.
7
8 The item was discussed by the Board and staff responded to questions about product
9 durability and maintenance.
10
11 Emily Galpin, BJNC organization officer and Park Board member, 1481 Post Oak,
12 Southlake, spoke about the benches and input into the development of a master plan
13 for the nature center and preserve.
14
15 A motion was made to recommend the approval of SPDC Matching Funds request from
16 the Bob Jones Nature Center organization in the amount of $550 to purchase benches
17 for the nature center patio.
18 Motion: Packer
19 Second: Berman
20 Ayes: Adams, Berman, Goodman, Landesberg and Packer
21 Nays: None
22 Abstention: Galpin
23 Vote: 5-0-1
24 Motion carried.
25
26 Agenda Item No. 6A. Discussion: Advocacy List
27
28 The Board received in their packet an updated list of upcoming City events and
29 programs they may participate in as a Park Board advocate. Members may contact
30 Administrative Secretary Linda Carpenter-Elgin to sign up for the events.
31
32 Following the new appointments by City Council, the Board will be polled for their shirt
33 size to purchase tee shirts.
34
35 Agenda Item No. 6B. Discussion: Trail Signage
36
37 Park Board member Julie Landesberg led a discussion to explore solutions to some of
38 the trail violations taking place at Bob Jones Park, the nature center and Walnut Grove
39 trails. Some violations of trail rules are dogs being off leashes, bicycles, ATVs on trails
40 not designated for that use and horses on wet trails. Clear, prominent signage (ie.,
41 informational kiosks and GPS "You are Here" signs) including the trail regulations and
42 directional signs at specific trail access points and on the interior of the trails may
43 alleviate these and other problems. A recommendation for proposed signs and
44 placement positions will be forwarded to staff for consideration.
45
46 Agenda Item No. 7. Adjournment
47
48 A motion was made to close the meeting at 8:10 p.m.
Minutes of the June 8, 2009 Parks and Recreation Board
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c,
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 7/13/09
1 Motion: Berman
2 Second: Adams
3 Ayes: Adams, Berman, Galpin, Goodman, Landesberg and Packer
4 Nays: None
5 Abstention: None
6 Vote: 6-0
7 Motion carried.
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9
10
11/
1 Joh Slocum, Chair
13
14 ttest:
15
16
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19 Cris Tri e, Director of Community Services
20
21 A RECORDING OF THE MEETING IS AVAILABLE FOR REVIEW IN THE OFFICE OF THE CITY SECRETARY.
Minutes of the June 8, 2009 Parks and Recreation Board
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