2010-01-11
OFFICIAL MINUTES
Approved by the Parks and Recreation Board
1 PARKS AND RECREATION BOARD MEETING:
2 Januarv 11, 2010
3
4 LOCATION: Southlake Town Hall - P Floor Training Room 3D
5 1400 Main Street
6 Southlake, Texas
7
8 Board Members Present: Chair John Slocum; Ken Goodman (left during meeting),
9 Vice Chair; Julie Landesberg, Secretary; Margaret Adams, Sherry Berman, Elaine Cox,
10 Kevin Smith, Bill Packer and Tina Wasserman
11
12 Board Members Absent: None
13
14 Staff Members Present: Chris Tribble, Director of Community Services; Kari Happold,
15 Deputy Director of Community Services, and Jonathan Scheu, Community Services
16 Intern
17
18 Guests: Mia Poorman, Roxy Tennis, LLP, Southlake Tennis Center management
19 contractor
20
21 REGULAR SESSION
22
23 Agenda Item No. 1. Call to Order - The meeting was called to order by Chair Slocum at
24 6:57 p.m. A quorum was present.
25
26 REPORTS
27
28 Agenda Item No. 2. Administrative Comments
29
30 Director Tribble presented the administrative comments.
31
32 A. Construction Report - A written report of current park projects was .
33 included in the meeting packet. The construction projects were reviewed
34 and staff responded to questions. The grand opening of Royal & Annie
35 Smith Park and Liberty at Sheltonwood Parks is tentatively set for March
36 26 at 10:30 a.m. Details will be forthcoming. Bicentennial Park ground
37 breaking will be held January 22, 2010.
38
39 B. Special Parks Board Meeting January 25, 2010 - A special meeting will be
40 held January 25 in the Executive Conference Room for the Board to
41 review and take action on the four facilities utilization agreements. Packets
42 will be delivered later this week. Board members were encouraged to
43 email Director Tribble or Chair Slocum with any questions.
44
45 C. Corps of Engineers Lease Update - The Corps of Engineers has been
46 notified of the City's interest in expanding the current lease agreement for
47 the remaining property of approximately 325 acres. The request has been
Minutes of the January 11, 2010 Parks and Recreation Board
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OFFICIAL MINUTES
Approved by the Parks and Recreation Board
I turned over to the real estate division and staff expects to be finalizing the
2 exact boundaries and will propose rolling the additional acreage into the
3 existing agreement and restart the term of the agreement for 25 or 50
4 years.
5
6 Staff briefed the Board also about the log cabin project, Requests for
7 Qualifications from firms for the Bob Jones Nature Center & Preserve Master
8 Plan and a multipurpose facility feasibility study, and the status of the Parks
9 Master Plan.
10
11 CONSENT AGENDA
12
13 Agenda Item No. 31, SPDC Matching Funds request from Roxy Tennis for $40,500 was
14 considered as a separate item.
15
16 Agenda Item No. 3A. Consent: Approval of the minutes from the December 2 2009
17 Parks and Recreation Board meeting - No changes were made.
18
19 Agenda Item No. 3B. Consent: Absence of Parks and Recreation Board members No
20 absences to consider for this meeting.
21
22 Agenda Item No. 3C. Consent: Recommendation to Planning & Zoning and City Council
23 to execute a Public Drainage Easement for Public Use on Johnson Park property to
24 allow access within the Park - The City needs a 15' Public Drainage Easement for
25 Public Use, adjacent to the sidewalk at Johnson Park. The City will be
26 obtaining/granting public easements from public property for public purposes (i.e., the
27 City needs to dedicate an easement to itself).
28
29 Agenda Item No. 3D Consent: Recommendation to approve Policies and Ordinance
30 Review Committee (P O R C) revisions to the Community Services Department
31 Program Registration Policy Refund Policy - A council-appointed Policies and
32 Ordinance Review Committee (P.O.R.C.) reviewed the Registration Policy and made
33 minor, housekeeping revisions.
34
35 Agenda Item No. 3E. Consent: Recommendation to approve Policies and Ordinance
36 Review Committee (P.O R C) revisions to the Community Services Department Refund
37 Poltcv - P.0.R.C. reviewed the Policy and made minor revisions.
38
39 Agenda Item No. 3F. Consent: Recommendation to approve Policies and Ordinance
40 Review Committee (P.O R C) revisions to the Community Services Department
41 Donation Policy- P.O.R.C. reviewed the Policy and made minor revisions.
42
43 Agenda Item No. 3G. Consent., Recommendation to approve Policies and Ordinance
44 Review Committee (P O R C) revisions to the Community Services Department
45 Matching Funds Policv - P.O.R.C. reviewed the Policy and made minor revisions.
46
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OFFICIAL MINUTES
Approved by the Parks and Recreation Board
1 Agenda Item No. 3H. Consent: Recommendation to approve Policies and Ordinance
2 Review Committee (P.O.R C.)revisions to the Community Services Department Park
3 Use Policy - P.O.R.C. reviewed the Policy and made minor revisions.
4
5 A motion was made to accept the consent agenda items as presented.
6 Motion: Cox
7 Second: Adams
8 Ayes: Adams, Berman, Cox, Goodman, Landesberg, Packer, Slocum, Smith and
9 Wasserman
10 Nays: None
11 Abstention: None
12 Vote: 9-0
13 Motion carried.
14
15 Agenda Item No, 31. Consent: Recommendation on SPDC Matchinq Funds request
16 from Roxv Tennis, LLP. (Southlake Tennis Center) in the amount of $40 500 for the
17 construction of a sixth tennis court
18
19 Chair Slocum presented the request for matching funds for construction of a sixth tennis
20 court. The current design for Phase I improvements is for six tennis courts. The
21 additional court was planned to be funded utilizing matching funds (50% from City and
22 50% from Roxy Tennis). The Board discussed the request and responded to questions
23 about a possible grant from USTA, the design improvements of the tennis courts,
24 accessibility of two of the courts to public and possible tournament opportunities.
25
26 Mia Poorman, 220 Cannon Lake Drive, Southlake, Southlake Tennis Center Contract
27 Management, addressed the Board about the contract obligations to have available two
28 tennis courts for the public and how league requirements factor into the request. The
29 tennis center distributes promotional materials about Southlake in all of their
30 participant's packets.
31
32 A motion was made to recommend approval of the SPDC Matching Funds request from
33 Roxy Tennis (Southlake Tennis Center) in the amount of $40,500 for the construction of
34 a sixth tennis court.
35 Motion: Goodman
36 Second: Cox
37 Ayes: Adams, Berman, Cox, Goodman, Landesberg, Packer, Slocum, Smith and
38 Wasserman
39 Nays: None
40 Abstention: None
41 Vote: 9-0
42 Motion carried.
43
44 REGULAR AGENDA
45
46 Agenda Item No. 4. Public Forum - No one was present to address the Board during
47 Public Forum.
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OFFICIAL MINUTES
Approved by the Parks and Recreation Board
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2 Agenda Item No. 5. Consider - There were no items for this meeting.
3
4 Agenda Item No. 6A. Discussion: Park Board Work Group Updates
5
6 Chairman Slocum presented a brief update on the work groups.
7
8 Agenda Item No. 6B. Discussion: Parks and Recreation Board Goals
9
10 Chair Slocum presented a proposal of six Board goals for discussion.
11
12 Agenda Item No. 6C. Discussion: Parks and Recreation Board Retreat Notes
13
14 Deputy Director Happold presented an overview from all the notes taken of the Parks
15 Retreat held September 25-26, 2009 as she touched on each of the areas that was
16 covered during the two day retreat. From the Retreat, a new board member handbook is
17 being developed that will be presented to the Board at the next meeting.
18
19 Agenda Item No. 6D. Discussion: Youth Sports
20
21 Director Tribble clarified how city managed programs and the youth athletic association
22 programs operate and responded to Board questions as he presented information about
23 the facilities, schedules, maintenance of fields, registration, area of responsibilities and
24 many other issues. The Board will take formal action on the facilities utilization
25 agreements at a future meeting.
26
27 Staff is working to advertise the programs through email distribution to former program
28 participants.
29
30 Agenda Item No. 7. Adjournment
31
32 A motion was made to close the meeting at 9:11 p.m.
33 Motion: Cox
34 Second: Smith
35 Ayes: Adams, Berman, Cox, Landesberg, Packer, Slocum, Smith and
36 Wasserman
37 Nays: None
38 Abstention: None
39 Vote, 8-0
40 Motion carried.
41
42
43
44 John locum, Chair ris T le, Director, Community Services
'S
47 A rec ing of this meeting may be requested in the Office of the City Secretary.
48 Attachment: BJNC Organization January 2010 Board meeting Notes
Minutes of the January 11, 2010 Parks and Recreation Board
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BOB JONES NATURE CENTER ORGANIZATION
NOTES FOR ELAINE COX -JANUARY 2010 PARKS AND REC BOARD MEETING
CURRENT CLASSES:
-LIYING NATURALLY WITH MICHELLE SAGAR
TUESDAY MORNINGS AND AFTERNOONS
-YOUNG EXPLORERS WITH MONICA HUTCHINS
WEDNESDAYS AND THURSDAY MORNINGS, FRIDAY MORNINGS AND
AFTERNOONS
-INTRODUCTION TO PHOTOGRAPHY WITH BRUCE ROSENSTIEL
WEDNESDAYS AND SUNDAYS
-HOME SCHOOL WORKSHOPS WITH PATTY GRIFFIN
FRIDAYS
-CUB SCOUT WORKSHOPS WITH PATTY GRIFFIN
SATURDAYS -FORESTER BADGE, SATURDAY, JANUARY 16
SATURDAYS - GEOLOGIST BADGE, SATURDAY, JANUARY 23
-CUB SCOUT PROGRAMS WITH PATTY GRIFFIN
-GIRL SCOUT PROGRAMS WITH PATTY GRIFFIN
BJNCO PROGRAMS:
-CAMERA CLUB
REGULAR MEETINGS 3RD SATURDAY OF THE MONTH
CRITIQUE MEETINGS IST MONDAY OF THE MONTH
-COMPOSTING WORKSHOPS AND WORKDAYS
WORKDAY SUNDAY, JANUARY 10
WORKSHOPS SATURDAY, JANUARY 23
WEDNESDAY, MARCH 3
SATURDAY, APRIL 24
WEDNESDAY, MAY 5 j
-NATURE NOTES - ONCE A MONTH PRESENTATIONS WITH LOCAL EXPERT
SUNDAY, JANUARY 24
ECOLOGY OF THE CROSS TIMBERS - DR. RAY
CHANCELLOR
-SENIOR BREAKFASTS
FRIDAY, FEBRUARY 5 PALEONTOLOGY AND PANCAKES
FRIDAY, JUNE 4 SUMMER BLOOMS AND CINNAMON BUNS
GREAT BACKYARD BIRD COUNT FEBRUARY 13 TO FEBRUARY 15
BJNCO MEMBERS SATURDAY, FEBRUARY 6, 2010
DR. RAY CHANCELLOR - IDENTIFYING BIRDS
ADDITIONAL ACTIVITIES TO BE DETERMIINED
i
SMITHSONIAN EXHIBIT - (STILL IN NEGOTIATIONS)
"ROCK THE GREEN REVOLUTION" - APRIL AND MAY 2010
SECOND BIRTHDAY CELEBRATION APRIL 17
GIRL SCOUT `JOURNEYS" WORKSHOP APRIL 24
VOLUNTEERS
RECRUITING VOLUNTEERS FOR VARIOUS PROGRAMS AND PROJECTS
BJNCO SPONSOR OF THE YEAR
MARSHALL GRAIN & COMPANY
BOB JONES NATURE CENTER ORGANIZATION
BJNCO COMMITTEE MEETINGS
BJNCO BOARD MEETINGS 3RD WEDNESDAY OF THE MONTH
BJNCO EXECUTIVE COMMITTEE 2ND MONDAY OF THE MONTH
EDUCATION COMMITTEE 3RD TUESDAY OF THE MONTH
COMPOST COMMITTEE 3RD TUESDAY OF THE MONTH
GIFT SHOP COMMITTEE AS NEEDED; VOLUNTEERS TWICE A MONTH
MEMBERSHIP COMMITTEE ONCE A MONTH - DATE TBD
JANUARY 2010 BOARD MEETING
WELCOME NEW BOARD MEMBERS:
C.D. PEEBLES, BRUCE ROSENSTIEL, ANNE DYSON, DR. RAY CHANCELLOR,
MATTHEW CLOSE
DEVELOPMENT OF COMMITTEES
PRELIMINARY PLANS FOR 2010
RE-DEVELOP WEBSITE
INCREASE COMMITTEE INVOLVEMENT
ENHANCE PROGRAMS
INCREASE MEMBERSHIP IN THE ORGANIZATION
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Parks Board Meeting
Monday, January 11, 2010
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MAWP-FILES\FORMS\Sign In Sheet.doc