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2011-01-10 . 4 CITY OF SOUTHLAKE PARKS AND RECREATION BOARD MEETING: JANUARY 10, 2011 LOCATION: 1400 Main Street, Southlake, Texas Council Chambers in Town Hall Parks and Recreation Board Members present: Chairman John Slocum, Vice - Chairman Tina Wasserman, Secretary Julie Landesberg and Board Members Margaret Adams, Sherry Berman, Elaine Cox, Gregg Formella and Randy Williamson. Parks and Recreation Board Members absent: Kevin Smith Staff present: Director of Community Services Chris Tribble, Deputy Director of Community Services Kari Happold, Assistant to the Director Candice Sanders and Recreation Superintendent Steve Moore Guest present: Mike McClanahan, past president of the Southlake Baseball Association Agenda Item No. 1. Call to order. The meeting was called to order by Chairman Slocum at 7:01 p.m. Agenda Item No. 2. Administrative Comments. A. Construction Management Report — The January Construction Management Report was distributed in the meeting packet. Director Tribble responded to questions concerning an incomplete sidewalk on Carroll Avenue between Dove Road and Estes Park; the Bicentennial Park Concessions Fund; North Park bid status; installation of drinking fountains in parks; the Carroll Avenue Trail south of Dove Road; and budget funds for median enhancements. B. Safety Town Update — Director Tribble provided a brief update on the project. City Council will discuss the project status at an upcoming meeting to provide direction on how to proceed. C. Recreation Quarterly Report — Deputy Director Kari Happold presented the quarterly report about city- managed and contract programs, youth sports and events participation as she and Recreation Superintendent Steve Moore answered questions from the Board. The Board and staff discussed how more participants could be attracted to City programs. The Board asked that the lacrosse portion of the report clarify the high school and the youth numbers. The Board talked about local athletic groups, such as The Upwards Basketball Program and Higher Goals, and asked about marketing opportunities for the City to promote Southlake's programs for those participants Parks and Recreation Board Meeting Minutes, January 10, 2011 Page 1 of 4 that have reached the maximum allowable participation age /grade for those groups. D. Matching Funds Policy Revisions Update — Director Tribble provided a brief update on the process to review and revise the SPDC Matching Funds Policy. A matching funds work group, including Park Board member Elaine Cox, SPDC member Deborah Frazier and a City Council appointee, will work with staff to review and update the Policy which will be presented for Park Board and SPDC recommendation prior to City Council action. E. Southlake 2030 Plan Update — Director Tribble gave an update on the timeline of Parks and Recreation related elements of the comprehensive Plan. Staff expects this Plan to become more active later in the year as the Planning Department completes components of the 2030 Plan such as the current Land Use Plan. Staff tentatively expects to begin review of the Parks Open Space Master Plan mid - summer. F. Southlake Tailgate Event — Director Tribble provided an overview of activities scheduled for the February 5, 2011 Southlake Tailgate event during the last agenda item. G. Non - agenda item — Tennis Center Agreement — City Council extended the operations agreement with the Poormans' for one year and will be working with staff on any changes or modifications through April 2012. CONSENT AGENDA: Consent agenda items are considered to be routine by the Board and are enacted with one motion. Chairman Slocum read the consent agenda items into the record. Agenda Item No. 3A. Consent: Approve minutes from the Joint City Council /SPDC /Parks and Recreation Board meeting November 2, 2010 — Chairman Slocum requested the language be revised on Page 4, Item III (6) to read: The City Attorney could be consulted regarding who can request an in -kind service contribution on behalf of a City organization. Agenda Item No. 3A. Consent: Approve minutes from the regular Parks and Recreation Board meeting November 8, 2010 -- There were no corrections to these minutes. Agenda Item No. 3A. Consent: Absence of Parks and Recreation Board Members -- There were no absences at the joint City Council /SPDC /Parks Board meeting held November 2, 2010 or the regular Parks Board meeting held November 8, 2010. And the December 13, 2010 Parks Board meeting was canceled. Motion was made to approve the Consent Agenda, including both sets of the minutes with amendment to the November 2, 2010 minutes on Page 4 to III (6), as noted by Chairman Slocum. Motion: Formella Second: Berman Parks and Recreation Board Meeting Minutes, January 10, 2011 Page 2 of 4 Ayes: Adams, Berman, Cox, Formella, Landesberg, Slocum, Wasserman and Williamson Nays: None Abstain: None Approved: 8 -0 Motion carried. REGULAR AGENDA: Agenda Item No. 4. Public Forum. There was no one present for Public Forum. Agenda Items No. 5A -5D, Consider: Recommendation for approval of Facilities Utilization Agreements with Grapevine Southlake Soccer Association, Southlake Baseball Association, Southlake Carroll Lacrosse Association, and Southlake Girl's Softball Association — Director Tribble presented the Facilities Utilization Agreements (FUA) with local sports associations to govern their use of City -owned fields and facilities. Each of the board members expressed their concerns about the agreements. Following the Board's lengthy discussion, the Board's consensus was to recommend changes to the proposed FUAs concerning the agreements term duration, maintenance fees and public use of fields. Mike McClanahan, past president, Southlake Baseball Association, 306 Quail Court, Southlake, was present in support of the Facilities Utilization Agreement with Southlake Baseball Association. Motion was made to recommend approval of the Facilities Utilization Agreements with the following recommended changes for Girls Softball, Baseball and Soccer associations' agreements: The changes will be the duration of the contract will be one (1) year with two (2) automatic one (1) year options requiring 30 day written notice by either party to renegotiate or change the existing contract. The second item will be maintenance fees associated with Select seasons will be increased to $24 for residents and $34 for non - residents. The third item will be that Gregg Formella will work with Chris Tribble to develop some language related to field availability. And, recommend approval of the Facilities Utilization Agreement for Lacrosse with the following recommended changes: The contract duration will be one (1) year with two (2) one (1) year options with 30 day written notice by either party if they desire to change something in the contract. And also field availability as negotiated and concluded with Greg Formella and Chris Tribble. Motion: Wasserman, assisted by Slocum Second: Berman Ayes: Adams, Berman, Cox, Formella, Landesberg, Slocum, Wasserman and Williamson Nays: None Abstain: None Approved: 8 -0 Motion carried. Agenda Item No. 5E. Consider: Recommendation to City Manager regarding request to allow alcohol at Frank Edgar Cornish, IV Park during the Southlake Tailgate event Saturday, Parks and Recreation Board Meeting Minutes, January 10, 2011 Page 3 of 4 • February 5, 2011 — Chairman Slocum presented the request for a variance to park regulations that prohibit the possession or consumption of alcoholic beverages in a City park for the Tailgate event in Frank Cornish Park February 5, 2011. The event meets the criteria for which a variance may be granted by the City Manager. TABC regulations have been met and a temporary permit for alcohol has been obtained. Participating vendors will add the City as an Additional Insured in the amount of $1 million for the event. The request was discussed by the Board. Motion was made to recommend approval as presented to grant a variance to allow alcohol at the Southlake Tailgate event February 5, 2011. Motion: Berman Second: Adams Ayes: Adams, Berman, Cox, Formella, Landesberg, Slocum, Wasserman and Williamson Nays: None Abstain: None Approved: 8 -0 Motion carried. Agenda Item No. 5. Adjournment. Motion was made to adjourn the meeting at 11:26 p.m. Motion: Cox Second: Wasserman Ayes: Adams, Berman, Cox, Formella, Landesberg, Slocum, Wasserman and Williamson Nays: None Abstain: None Approved: 8 -0 Motion carried. i Chairm n `.____Par and Recreation Board 1/661/' D ctor Community Services Department Parks and Recreation Board Meeting Minutes, January 10, 2011 Page 4 of 4