Item 4ACITY OF
SOUTHLAK,E
TEXAS
JOINT CITY COUNCIL, SOUTHLAKE PARKS DEVELOPMENT CORPORATION,
AND PARKS AND RECREATION BOARD WORK SESSION MINUTES
NOVEMBER 2, 2010
LOCATION: Southlake Town Hall
Council Chambers
1400 Main Street
Southlake, Texas 76092
(A board member may be listed more than once if he or she serves on multiple boards.)
City Council present Mayor Pro Tem Laura K. Hill, Deputy Mayor Pro Tem Brandon
Bledsoe, and Councilmembers Carolyn Morris, Pamela A. Muller, Jeff Wang and Al
Zito.
City Council absent Mayor John Terrell.
Parks and Recreation Board members present: Chairman John Slocum, Secretary
Julie Landesberg, and Board members Margaret Adams, Sherry Berman, Elaine Cox,
Gregg Formella, Kevin Smith, Tina Wasserman, and Randy Williamson.
Parks and Recreation Board members absent: None.
Southlake Parks Development Corporation Board members present President
Carolyn Morris, Secretary Pamela A. Muller, and Board Members Sherry Berman,
Deborah Frazier, John Slocum, Jeff Wang, and Al Zito.
Southlake Parks Development Corporation Board members absent: None.
Staff present City Manager Shana Yelverton, Assistant City Manager / Director of
Public Safety Jim Blagg, Community Relations Officer Pilar Schank, Director of
Community Services Chris Tribble, Deputy Director of Community Services Kari
Happold, Assistant to the Director Candice Sanders, Director of Finance Sharen
Jackson, Chief of Police Robert Finn, and City Secretary Lori Payne.
Agenda Item No. 1. Call to order Mayor Pro Tem Hill called to order the joint work
session at 4:05 p.m.
Agenda Item No. 2. Discussion: SPDC Matching Funds Policy. Director Tribble
discussed the meeting format and presented information on the Matching Fund Policy.
Joint City Council, Southlake Parks Development Corporation Board, and Parks and Recreation Board work session
— November 2, 2010
Page 1 of 3
The group had a general policy discussion which identified the following key issues:
• Call for projects /Formalize potential projects coming forward
• CIP projects vs. flexibility
• In -kind matching
• Additional time frame for consideration
• Provide a method of valuation for in -kind or have 3 rd party value
• When can an in -kind match be approved?
• Need to include a timeframe for when in -kind services can be matched
• Need to define who can ask a vendor to donate services?
• Matching for same service twice
• Shovel ready vs. anticipated projects
• Two meetings to consider SPDC Matching projects
• Keep built in flexibility
• Clarify that any match may or may not be matched $1 for $1
• Need to manage expectations of the applicant
• Do not want to discourage participation
• No consent agenda matching
• Remove Director of Community Services section
• City has right to ask for something to substantiate the in -kind services
• Conflict of interest language included
• Appoint one representative from Parks and Recreation Board, SPDC and City
Council
Parks and Recreation Board member Cox left the meeting at 4:41 p.m.
Agenda Item No. 3. Adjournment. There was no action taken at this meeting. Mayor Pro
Tem Hill adjourned the meeting at 5:24 p.m.
Laura K. Hill
Mayor Pro Tem
Carolyn Morris
Southlake Parks Development Corporation
President
John Slocum
Parks and Recreation Board President
Joint City Council, Southlake Parks Development Corporation Board, and Parks and Recreation Board work session
— November 2, 2010
Page 2 of 3
ATTEST:
Lori Payne
City Secretary
Joint City Council, Southlake Parks Development Corporation Board, and Parks and Recreation Board work session
— November 2, 2010
Page 3 of 3