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Item 7ECity of Southlake, Texas MEMORANDUM November 11, 2003 TO: Billy Campbell, City Manager FROM: Malcolm Jackson, Director of Community Services (xt. 1527) SUBJECT: Approval of the proposed SPDC Capital Improvement Plan and fiscal year 2003 -04 Budget Action Requested: City Council review and approval of the proposed SPDC Capital Improvement Plan and fiscal year 2003 -04 budget. Background Information: Since its inception in November of 1992, the majority of park projects have been funded through the 1 /2-cent sales tax administered by the Southlake Parks Development Corporation. Utilizing the results from the previous year's staff CIP Technical Committee project review, prior year Parks Board recommendation and SPDC approval, the Council adoption of the City's CIP on February 18, 2003, input from the Parks Board at their July 14, 2003 meeting, and SPDC approval (4 -1) at their August 28, 2003 meeting, the proposed SPDC Capital Improvements Plan carries forward with the direction provided to staff. It contains the proposed funding amounts for the four out - years as well as a breakdown of projects in the current -year CIP (projects funded in the upcoming fiscal year). Financial Considerations: The CIP projects not funded in the current year are placed in the next available fiscal year by priority for the remaining four years, with consideration of available funding by project year. Projects with no available funding are represented on the CIP for future planning purposes. Citizen Input/ Board Review: SPDC reviewed and approved (4 -1) the Capital Improvement Plan and fiscal year 2003 -04 Budget with the following changes: For the proposed FY 05 -06 budget amend the neighborhood parks line item to $950,000, add $400,000 to the line item for lacrosse, and add $200,000 to Matching Funds. The Parks Board, at their July 14, 2003 meeting, recommended in their motion to approve (5 -0) the proposed FY2003 -04 SPDC Capital Improvement Plan with consideration given to prioritizing and moving up projects which allow all citizens more access to park facilities. Examples include lighting in Adventure Alley, signage to point to picnic areas and identification of where picnic tables are versus fishing pier, connections for trails, pavilions and shade pavilions for picnic areas, sand volleyball or potential for adult athletics Billy Campbell, City Manager November 11, 2003 Page 2 in Bob Jones Park, and pushing farther out $600,000 for lacrosse and diverting funds to other areas. City Council approved the current 5 -year SPDC CIP on February 18, 2003. All of those projects are again listed and subject to review and approval. Legal Review: Not Applicable. Alternatives: Approval of the proposed SPDC Capital Improvement Plan and fiscal year 2003 -04 budget as desired. Supporting Documents: Supporting documents include the following: • Proposed 5 -Year CIP with FY 2003 -04 Capital Project Budget. • Currently adopted 5 -Year CIP with FY 2002 -03 Capital Projects Budget. • SPDC minutes from August 27, 2003. • Parks Board minutes from July 14, 2003. • Approved CIP Spreadsheet for SPDC Fund including project scores. Staff Recommendation: City Council review and approval of the proposed SPDC Capital Improvement Plan and fiscal year 2003 -04 budget. rruN users arvi. Let l]ILQI 1111{1rVVCrI1C31[�i rinii tLlr CVV`� Actual as of Estimate to _ Proposed Froposed Proposed Proposed 618 012 0 0 3 Complete Total Budgeted °'rat +• >Ia == FY2002103 FY 7002103 FY 2002f03 FY 2402f63 ;7s, , . FY 2004M6 FY 2005/06 Fr 2006fO7 FY 701;710e 171,RB5 $ 3,971,065 $ 98,176 5 13.176 $ 421.666 5 239,616 Carry Famara satanca „ $ 3,171,065 $ 3, lnlerest earnings e $ 41,143 $ 25,040 - $ 66,143 $ 125,000 $ 25,000 $ 100.000 $ 125,OQR $ 125,000 nnu Oper Fund Transfer ° M"Iax`°eML $ - $ - $ - "" p $ 50,000 $ - $ - $ - Grort Procaods n .ffi« ° M MH i e $ - $ - $ Donations+Matching �°"`° ,�° - $ 7,808 $ 7,848 S 100,000 °a ° t ° � $ 100,000 $ 200,000 S 100,000 $ 100,000 SOnd Proceeds �q �: $ - $ �� ` ° °`P $ 4.000.000 - __� Total Proceeds t �%ate° �e $ 4$,951 $ 25,000 $ 73,951 5 225,000 F "g; " $ 175,000 $4,300,000 $ 225,000 $ 225,000 Total Available Funde ° $ 3,220,016 $ 25,040 $ 3,245,015 $ 3,386,065 $ 273.176 $ 4,31$,17$ $ $46,858 $ 464,315 ,11 t8t, Expenditures is - PT KN Vie° Miscepaneous Annual Projects �k � ° ° W rdnda ? ; d $o i Matching Racal Year 02-05 °' $ 6,404 e `c w�. S.°, $ 50 -400 $ 200,000 Fiscal Year 0304 $ $ $ $ F F, $ 200,000 $ 400.000 3 200,000 $ 200,000 Joint use - FY 03.04 g F $ $ $ $ _ S 20.004 $ 20,000 S 20.000 $ 20,000 Joi nt U se - FY 023 ,., $ 2,489 . °$;i °; s?1EI4 17,x89 $ 20 °� s° 3 ,400 z 5pedar Projects FY Oa -aa $ - $ S - $ - ` $ 34,000 $ 50,000 $ 50,000 $ 50,000 Speaal Projects FY 02 - 03 > $ 8,819 ;:: ;;; s e4i 3A.Q $ 49,519 $ 50,004 xa ------------------------------------ Boib Jones Park Bop Jonas De+lelopmen!"^° S 334.645 $ 644,512 $ 815,967 a completion of existing project ($634,560) <m, ar Well #2 [$171,455] ;• °aq R ' tn° - Irrigation (5120,000) aea y .. , a;` p Pipe rail fence extension {$60,000} Parking Lot0verlay ($100,0DD) IBM Phase 3 xff ? $ 500,000 finish loop road, trails, picnic areas t°g °` °eP Nature Center Imprvments a $ $ $ $ 10,000 a ° a xs U„ § Girls Softball Complex $ - ' ::� Q`4 $ $ s _ _ _____________o,aoa 1,389,404 gnpopq Bicentennial Park 9 " Bicenlennlal Park (Trall) _fit;8EiB Exe `RS „¢ Bicentennial Park west multi -use fields ° • °�t�442 site development west of Channel {$550,000} d 8 9 q t ': HE H drainage channel improvements ($170,900} H ca °��,„„„. g Oaks egress. parking, 0OD Y f a ° 8�8 a°8 dt a•4:. L rv°-- °'° Shady 9 P g• pave eaO lot (S355, ] i8gs a a 8g ;r : t< :° an aedi tionar parking ($200,000) g 129 i mi N g Y'. =gam,'. e° Eg BicenEen Par* Master Plan completion e """"��° °("Fgat (2] reor❑om I concession hidgs ($500,000) , g-, t8a s a:a ra8 i' �e,asata a>a. retaining wails ($50,000) Ballrralda2 realignment (S1o0,000) t � >a "s; eH a w� a &ve Sanu voileyba3l courts ($30,060) Lighl basketball worts {$64.000} a ° `° gep z Ras;z ka° $ 54,000 Appvd by SPDC : 08127103 SPDC -CIP 2004.08- appvd.xls Appvd by Council: xx W03 Proposed SPDC Capital Improvements Plan (CIP) 2004 -2006 Bicentennial Landscape Imprvmts ($100,000) White Chapel entrance road repair Tennis Center storage Skate Park Junior in -line hockey rink Nefs7hborhood Parks Smith Park Neighborhood park development FY a1- 02:(3150,000) irrigation improvements ($70,000) park signage ($50:000) trails ($30,000) FY 02-03:($150,000) Lonesome Dove park drainage lmprvmts (320,000) Lonesame Dove playground replacement ($50,000) Smith Park parking lot trails, picnic tahles, pavilions, eie_ Town Square Park - FM 1709 Town Square Park - North Carroll Trails Development Trail Signage Continental Trails`"" ongoing trail implementation (annual) - -" "-----____ __ ___ __ ___ __ __ __ __ ____ ___""--_---_-,"----- Rec Center Development Ree Center Planning Rec Center Construction i Center site development Joint Utilization Projects Natatorium ($1 ,125,0017} Lights -- CIS football field ($150:000) Grapevine! SL -- Meadowmere Park Miscetlaneii 'Parks Maintenance Facility Lacrosse Facility Land Acquisition Community park land (50 acres) Total Project Expenditures Reserve (4 % For fiscal years 03104 and 04fO5. fi % on alt outgoing Total Proceeds Less Total Commitments Actual as of Estimate to eta Proposed Proposed Proposed Proposed 613012003 Complete Total Budgeted iMijiftiii FY 2402103 FY 2002103 FY 2002103 FY 2002103 FY 21 FY 2005106 FY 2006107 FY 2007108 P nd $ 5a,o00 ---------------------------------------------------------------- $ 950,000 $ 14,680 $ 1 $ 123,331 $ 123,331 'i 2004- 68- appvd_xls Appvd by Council: xxfxxlt Carry Forward Balance Interest Oper Fund Grant 1 Donations! Bond I Proceeds Available Funds _Miscellaneous Annual Projects Matching Funds Fiscal Year01 -02 Fiscal Year 02 -03 Joint Use Sped al Projects FY 02 -03 Control -Link for sports ltg - Bicent. ($16,000) Bicentennial Park dumpster screens ($20,000) Bic Park - Wh Chapel entry improvmts ($191,c Bob Jones Development - completion of existing project ($634,560) Well #2, pond aeration ($181,407) FY 2002 -03 Irrigation ($120,000) Pipe rail fence extension ($80,000) Parking Lot Overlay ($100000) Phase 3 finish loop road, trails, picnic areas Nature Center lmprvments Girls Softball Complex -- - Bicentennial Park (Trail) Bicentennial Park west muili• use fields site development west of channel ($550,000) drainage cltannel improvements ($170,000) Shady Oaks egress, parking, pave east lot ($355,000) additional parking ($200,000) Bicentennial Park Master Plan completinn (2) restroom 1 concession 61dgs ($500,000) retaining walls ($50,000) Be field #2 realignment (5100,000) Sand volieyhall courts ($30,000) Light basketball courts ($54,000) SPDC Capital Improvements Plan (CIP) 2003 -2007 $ - $ 10,000 F . : . $ Actual as of Estimate to $ 100,482 $ $ 100,482 3 Proposed Proposed Proposed Proposed 8!3112002 complete Total Budgeted FY 2001102 FY 2001102 FY 2001102 FY 2401102 ', -AFY 20 103 FY 2003104 FY 2004105 FY 2005106 FY 2D06107 $ 5,168,682 $ 5,168,682 $ 5,168,682 ;3 298,390 $ 161,110 $ 162,010 $ 162,910 $ 2,512,710 $ 142,195 $ 35,000 $ 177,195 $ 125,000 $ . 15EQ6i0 $ 150,000 $ 150,000 3 125,000 $ 125,000 $ $ $ $ .. 'N_ $ 64,850 $ 12,550 $ 77,400 $ 100,000 p $ 100,000 $ 100,000 $ 100,000 $ 100,000 $ - $- $ $- $ - $- $ 4,000,000 S $ 207,045 $ 47,550 $ 254,595 $ 505,036 :. $ 250,000 $ 250,000 $ 4,225,000 $ 225,000 $ 5,375,727 $ 47,550 $ 5,423,277 $ 5,673,718 .F $ 411,110 $ 412,010 $ 4,387,910 $ 2,737,710 $ 15,210 $ $ 91,799 5 200,000 a $ 1,100 $ $ 1,100 $ 20,000 $ 25,815 $ $ 25,815 $ 50,000 $ 448,057 $ _: $ 449,057 $ 1,732 482 $ $ $ - $ 10,000 F . : . $ 15,840 700,000 $ 100,482 $ $ 100,482 3 99,748 $ - $ $ $ 30,000 , n.i '3g�a $ 200,000 $ 200,000 $ 200,000 $ 200,000 $ - $ - $ 20,000 $ 20,000 $ 35,000 $ 35,000 $ 50,000 $ 50,000 Appvd by SPDC : 09124102 SPpC-C1P 2003- 07- appvd.xjs Appvd by Council: 02118103 SPDC Capital Improvements Plan (CIP) 2003 -2007 Bicertennial Landscape Imprvmts ($100,000) White Chapel entrance road repair Terri is Center storage Skate Park Junior in -line hockey fink Nei hborhood Parks Smith Park Neighborhood park development FY 01- 02:($150,000) irrigation improvements (670. 000) park signage (550,000) traits ($30,000) FY 02- 03:($150,000) Lonesome Dove park drainage imprvmts ($20,000) Lonesome Dove playground replacement ($50,000) Smith Park parking lot traits, picnic tables, pavilions, etc. Trails Develo ment Trail Signage Continental Trails - ongoing trail implementation (annual) Actual as of ll male to C6'gC 8131/2002 complete Total Budg FY 2001102 FY 2001102 FY 7001102 FY 2001 W $ ----------------- "-'--""""--------------------- $ 50,000 $ $ 50,000 $ 50,000 $ 12,787 $ - $ 12,787 $ 150,000 Proposed Proposed Proposed Proposed I FY 2003104 FY 2004105 FY 2045!06 FY 2006107 Rae Center Planning Rae Center Construction Rec Center site development Joint Utilization Pro ects Natatorium Lights -CIS football field Grapevine 1 SL -- Meadowmere Park °------------------------------------- Miscellaneous Parks Maintenance Facility Town Square Park - 17001Grand Avenue Land Acquisition Community park land {50 acres) Total Project Exoenditures Reserve (6%) Total Proceeds Less Total Commitments I $ $ $ 540,000 $ - $ $ - $ 10,000 $ . ": "1.... $ $ 511 ` $ 58,097 $ 320,000 $ 150,000 $ - 0 $ 7,235 $ 7,235 $ 500,000 -'> $ $ $ 600,000 r .. --------------------- ______________---------------------------------------------------- 500,000 $ 500,000 $ 500,000 ;DOO $ 154,000 $ 150,000 $ 150,000 $ 652,675 $ 662,675 $ 340,000 $ 1,490,201 $ 634,686 $ 2,124,887 $ 5,462,230 $ 175,760 $ 3,298,390 $ 35,728 .. X . 698 $ 235,000 $ 235,000 $ 1,820,000 $ 270,400 r7,L6ll $ 14,100 $ 14,100 $ 55,200 $ 16,200 �s1 $ 162,010 $ 162,910 $ 2,512,710 $ 2,451,510 Appvd by SPDC : 09/24102 SPDC-CIP 2003- 07- appvdxls Appvd by Council: 02/18103 SPECIAL JOINT SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING and PARK AND RECREATION BOARD MEETING August 27, 2003 MINUTES Southlake Parks Development Corporation Board Members Present: President W. Ralph Evans, Vice - President Rex Potter; Members Sherry Berman; Tom Stephen, Andy Wambsganss, Cara White and Dorothy Wood. Southlake Parks Development Corporation Board Members Absent: None Park and Recreation Board Members Present: Frank Cornish, Emily Galpin, Mary Georgia, Dorothy Wood, Liz Durham, Cara White, Emily Cox Park and Recreation Board Members Absent: Bobby Rawls, Eric Blomquist Staff Present: Director of Community Services Malcolm Jackson, Deputy Director of Community Services Steve Polasek, Senior Planner Chris Carpenter, Recreation Supervisor Steve Moore and Deputy City Secretary Tara Brooks. Agenda Item No. 1, Call to order. The meeting was called to order by Vice President Rex Potter at 6.46 p.m. Agenda Item No. 2 and 3, Executive Session/Reconvene. No executive session was necessary. Agenda Item No. 4, Public Forum. Jim Lehane, Southlake Carroll Lacrosse Association (SCLA), requested support and assistance into converting the Crooked Lane facility into a full lacrosse facility. They are going to use as many ways as possible to raise money. Leslie Arnold, 922 Turnberry Lane, requested support to designate the Crooked Lane facility into a lacrosse facility. Kathy Bryan, 1003 Pine Meadow Court, head girl's varsity coach, requested more fields for lacrosse. Barb Weinberger, Fundraising Director of SCLA, stated that she believes they are going to be able to raise funds for the matching funds. Blaine McGaffigan, 325 Burney Lane, senior at Carroll, explained the lacrosse program to the board. Kelli Riley, 1374 Woodbrook Lane, explained that a lacrosse field is vital to the success of SCLA. Agenda Item No. 5, Administrative Comments. There were no administrative comments. Agenda Item No. 6A. Election of Officers Vice - President Potter opened the floor up to nominations for President. Motion was made to name Rex Potter President of the Southlake Parks Development Corporation Board. Motion: Wood Second: Berman Ayes: Evans, Stephen, Wambsganss, Berman, Wood, Potter Nays: None Approved: 6 -0 (Cara White can not vote until she is sworn in on the Park and Recreation Board.) Motion was made to name Dorothy Wood Vice - President of the Southlake Parks Development Corporation Board. Motion: Berman Second: Wambsganss Ayes: Stephen, Wambsganss, Berman, Wood, Evans, Potter Nays: None Approved: 6 -0 The Board decided to name the Secretary at their next meeting. Agenda Item No. 6B, Approval of the minutes for the regular SPDC meetings held May 20, 2003 and August 5, 2003. Motion was made to approve the minutes from the SPDC meetings held May 20, 2003 and August 5, 2003. Motion: Stephen Second: Evans Ayes: Wambsganss, Berman, Wood, Evans, Stephen, Potter Nays: None Approved: 6 -0 Agenda Item No. 7A. Board Orientation Community Services Director Malcolm Jackson presented both boards with an orientation of the Community Services Department and its duties, the duties of both boards, the various parks located throughout the city and legal issues that both boards must be aware. President Rex Potter dismissed the Park and Recreation Board. Agenda Item 8A. Approval of proposed SPDC Capital Improvement Plan and Fiscal Year 2003- 04 Budget. Community Services Director Malcolm Jackson presented this item to the board. Utilizing results from the previous year's staff CIP Technical Committee project review, prior year Park Board recommendation and SPDC approval, the Council adoption of the City's CIP on February 18, 2003, and input from the Park Board at their recent July 14, 2003 meeting, the proposed SPDC Capital Improvements Plan carries forward with the general direction provided to staff The Park Board, at their July 14, 2003 meeting, recommended in their motion to approve (5 -0) the proposed FY2003 -04 SPDC Capital Improvement Plan with consideration given to prioritizing and moving up projects which allow all citizens more access to park facilities. Examples include lighting in Adventure Alley, signage to point to picnic areas, connections for trails, pavilions and shade pavilions for picnic areas, sand volleyball or potential for adult athletics at Bob Jones Park, and pushing further out $600,000 for lacrosse and diverting funds to other areas. President Potter asked where the extra $6,000 came from. Director Jackson said that in FY 05 -06 there will be enough money to sell bonds and that money will be part of the bond package. President Potter asked where the leftover money from current projects and sales tax revenues was applied. Board Member Stephen said that all of the budget money has been spent, but this figure is for future years when the city might be able to sell bonds. Director Jackson said leftover money has been applied to maintain a positive fund balance. The Board discussed different line items, the softball complex budget history and cost analysis for Bob Jones Park. Board member Wambsganss left the meeting during the discussion. Motion was made to approve the budget as submitted with the following changes: For the proposed FY 05 -06 budget amend the neighborhood parks to $950,000, add $400,000 to the line item for the lacrosse and move $200,000 to matching funds. Motion: Stephen Second: Evans Ayes: Berman, Evans, Stephen, Potter Nays: Wood Approved: 4 -1 Board member Wood said that she does not agree with matching funds and would rather put the money into the unfunded line item, does not agree with the $400,000 for lacrosse because it is not what the city wants, and would rather that money go to Bob Jones Park. Agenda Item No. 8B. Authorization to bid SPDC funded Bob Jones Park improvements as shown on the Revised Site Plan. Director of Community Services Malcolm Jackson presented this item to board. This proposal is primarily related to the construction of a Girls Softball Complex as shown in the Revised Site Plan, including fencing, sports lighting for six fields and concession facilities and related components. Director Jackson verified that the award of the bid would have to come before the board after the bid process. President Potter stated he would support only four fields and not the two extra practice fields. Motion was made to approve the authorization to bid SPDC funds for Bob Jones Park improvements as shown on the Revised Site Plan. Motion: Stephen Second: Evans Ayes: Evans, Stephen, Berman Nays: Wood, Potter Approved: 3 -2 Amda Item No. 9. Adiournment. Motion was made and carried to adjourn the meeting at 9:52 p.m. President Rex Potter ATTEST: Tara Brooks Deputy City Secretary Official Minutes*** July 14, 2003 Approved by the Parks and Recreation Board 8/14/03 Mr. Blomquist questioned the Temporary Labor (100/162/5106.00) line item amount of $132,882 for 2003 -04. Staff responded the amount was an input error and should be shown in the cell below. Ms. Wood asked if the $109,600 for Special Projects (100/162/5270.00) covered the expenses for fireworks and other city events? It does cover those events and other special events such as Holiday Lights, Movies in the Park, Harvest Fest. Ms. Georgia noted the utilities budget amounts were less than previously budgeted as a result of using the wells for irrigation in the parks. One well is in the process of being drilled at Koalaty Park this week; the other is already operational at Lonesome Dove Park. The City has elected to have the well at Lonesome Dove Park "witched." The contractor (or witcher) has identified a location where he assures and guarantees water will be found. The Park Board will be furnished the results of the "witching" process at their next meeting. The cost of drilling a well is approximately $10 per foot, plus set up and equipment costs. A motion was made to adopt the proposed Parks and Recreation budget 2003 -04 as presented by Mr. Jackson. Motion: Wood Second: Georgia Ayes: Blomquist, Cornish, Georgia, O'Connor, Rawls, and Wood Nays: None Abstention: None Vote: 6 -0 Motion carried. Agenda Item No. 5 -C. Proposed Fiscal Year 2003 -2004 SPDC Capital Improvement Plan Budget Deputy Director Polasek presented the proposed FY2003 -04 SPDC Capital Improvement Plan Budget for the Board to review and make recommendations to the City Council. Prior to adoption of the city's overall budget in September, all capital improvements related to the installation of city infrastructure and facilities are reviewed as part of the Capital Improvement Plan (CIP). The 5 -year SPDC CIP that is developed contains the funding sources for the four out years as well as a breakdown of projects in the current -year CIP (projects funded in the upcoming fiscal year). Staff utilized the results from the previous year's staff CIP Technical Committee project review, prior year Parks Board recommendation and SPDC approval, and the Council adoption of the City's CIP on February 18, 2003, to develop the proposed SPDC Capital Improvements Plan. Deputy Director Polasek noted the Plan carries forward projects currently budgeted in this fiscal year and follows the direction previously provided to staff The proposed SPDC project budget for fiscal year Official Minutes*** July 14, 2003 Approved by the Parks and Recreation Board 8/14/03 2003 -04 is $2,384,186, however, it is still preliminary in nature and subject to review by the Director of Finance. Deputy Director Polasek reviewed each year segment of the proposed budget and answered questions from the Board. A copy of the proposed 5 -year CIP with FY 2003 -04 CIP budget is attached to the minutes. Projects carried forward which are currently underway include — matching funds for Liberty Garden, joint use maintenance at Carroll Middle School gymnasium, special projects for Bicentennial Park dumpster screens and front entrance landscape improvements, Bob Jones Park improvements and softball facility, Nature Center improvements, neighborhood park improvements and trail signage. Projects planned for 2003 -04, which are carried annually include: matching funds program, special projects and joint use line items. The 2004 -05 budget year does not allow for any new projects at this time, so the standard line items are only the matching funds, special projects and joint use items. Based on conservative projections, the FY 2005 -06 proposed budget includes the following planned projects: matching funds program, special projects, joint use, neighborhood park development, Town Square Park development (FM 1709), Town Square Park development (North Carroll), on -going trail improvements, lacrosse facility improvements and land acquisition. Discussion: Ms. Wood asked for confirmation that the FY 05 -06 budget contains no funds for Bob Jones Park improvements, which she recalled was rated as the number one priority on the citizen survey. Deputy Director Polasek indicated that the information contained in the budget was based on the priority rankings that were generated by the Parks Board, CIP Technical Committee and SPDC last year. As part of that, approximately $1.7 million in development costs for Bob Jones Park is carried forward and is currently under design. That amount includes additional pipe -rail fencing, development of softball fields, irrigation, overlay of parking lots, trail connections, concession/restroom. Ms. Wood asked to receive a copy of the priority list from last year for Bob Jones Park improvements to compare with the proposed budget. She also requested a breakdown detail on the items shown under Phase 3 on the 2003- 07 CIP budget, and to see how the priority was changed from the continuation of improvements to Bob Jones Park to fund $600,000 for lacrosse facility and land acquisition of $900,000 above the additional improvements to Bob Jones Park. Deputy Director Polasek continued presentation of the 2006 -07 proposed budget. Items listed for this timeframe are relatively small, low- dollar, high- impact items. Those items include: matching funds program, special projects, join use, Bicentennial Park sand volleyball courts, Bicentennial Park basketball court lights and a Tennis Center storage facility. Official Minutes*** July 14, 2003 Approved by the Parks and Recreation Board 8/14/03 Discussion: Mr. O'Connor said there is a great need for lights at the Adventure Alley playground in Bicentennial Park and asked if Adventure Alley lighting had been considered in the budget. There has not been any funds allocated to date for lights in Adventure Alley, but the request will be investigated in the upcoming fiscal year. Mr. O'Connor also suggested that the sand volleyball court item be moved up on the priority list as well. $30,000 would cover the cost of lights and construction of the volleyball court. Ms. Georgia and Mr. Cornish agreed with Mr. O'Connor's suggestion about the volleyball courts. Ms. Georgia and Ms. Wood commented that although the citizen survey clearly showed the interest of the community is to have more organized team sports activities, it is important also to have facilities that address adult needs. There are 6,000 children in schools in Southlake, but the total population is 24,000. Ms. Wood suggested that the City look for facilities to benefit the "rest of the citizens, not just focusing on the 6,000 kids." She believes the City needs more parks — more facilities for the majority of Southlake citizens. Deputy Director Polasek said many of those needs will be addressed through the neighborhood parks development projects, with walking trails and other things to benefit all Southlake citizens. Ms. Wood expressed the need for trails and parks by stating that "we need to realize there are parks that are totally different than recreational facilities or sports facilities." She would like to see such facilities as family park centers where families can go and not be excluded because of an athletic association's prior committal with the City for use of the areas. Ms. Wood said she believes the City is failing to address the needs of the majority of its citizens and as a Park Board it is the Board's obligation to try to address the needs of all of the citizens. After reviewing the CIP Plan, Ms. Georgia said it appeared that items such as trails are being reserved for funding from bond programs. Ms. Georgia had similar reservations as Ms. Wood's because she had witnessed over the years as a Park Board member, that a lot of land has been dedicated by developers for trails, but the trails do not connect to other trails generally — they dead end with no connection to trails or thoroughfares. The trail system in general lacks connectivity. She illustrated her point by providing an example of the trail on Dove Road -- it does not cross over the bar ditch to meet the road; citizens must go through a bar ditch to get back on the road to go around a corner where there is no other trail to get on school property to go through another bar ditch. She said that is a disappointment that citizens are being forced to ride on the roads because trails do not connect. Ms. Georgia suggested re- prioritizing some of the CIP expenditures to make the park system "friendlier," such as re- prioritizing the sand volleyball courts, adding lights to the playground. In addition to discussing the CIP budget at hand, several Park Board members shared the following comments related to operations of existing parks and areas for improvement. Official Minutes*** July 14, 2003 Approved by the Parks and Recreation Board 8/14/03 Mr. Blomquist asked how many picnic tables are found in the city parks. There are approximately 50; 21 or 22 are located in Bob Jones Park. Ms. Wood shared an experience she recently saw at the Bob Jones Park picnic table under the fishing pier pavilion where a family picnic was sharing the same table with a fisherman cleaning his fish. She believed the situation was not good for either of the park patrons. Ms. Wood expressed a need to keep fishermen from using the tables reserved for picnics to clean their fish. She said a decision must be made as to whether the pavilion located at the fishing pier is a fishing pier facility or a picnic pavilion area and a sign posted to aid patrons in that regard. Ms. Wood also said signage is needed at the day camp area in Bob Jones Park to enable citizens to find the picnic tables in that section. Ms. Wood said the fishing pier experience and the lack of adequate signage are two examples of why she would like to see the City start one project and complete it correctly and completely as opposed to a lot of "hodge - podge" — partial trails, partial "this and that projects." She would like to do just one project "great" then go on to another project. Ms. Wood believes the City is attempting too many things at one time and the projects are disjointed. Mr. Cornish offered that perhaps there was a shortage of picnic tables the day Ms. Wood visited Bob Jones Park and that is the reason the family chose to eat at the picnic table under the fishing pier pavilion. Once signage is in place designating the fishing pier, it may eliminate the seemingly contradictory uses of that table. Director Jackson said this discussion is the kind of input staff needs from the Park Board to refine their presentations to the City Council and SPDC. He commented that staff recognizes there are a number of things that can be changed and improved once these types of observations are made. It may be possible to provide the fishermen a specific area in which they can clean or store their bait that is appropriate. Staff is aware of the need for more covered picnic table areas. Some of these issues are being addressed. Park Board discussion returned to the SPDC CIP budget under consideration. Ms. Wood said the Board must set their priorities by way of funding and reiterated her position that there are 6,000 school children in Southlake; of which 300 girls play softball, maybe 200 kids play lacrosse, and with the additional soccer and baseball participants, there are only about 1,200 kids playing sports versus the 24,000 total population in Southlake. Director Jackson said the point was well taken and will be considered when the budget is refined that there are a limited number of overall students that are involved in athletics and there are still a large number of citizens with needs to be addressed. Official Minutes*** July 14, 2003 Approved by the Parks and Recreation Board 8/14/03 Mr. Blomquist had reservations about appropriating $600,000 for lacrosse facility improvements on top of the $2,000,000 for the facility originally, which will benefit only about 200 participants, when Phase 3 improvements at Bob Jones Park are needed. Ms. Georgia spoke about the lacrosse improvement allocation and commented that she supports lacrosse in that it is a great sport and she recognizes its importance, but agreed with Mr. Blomquist about spending $600,000. She said she expects to see more matching funds proposals from the Lacrosse Association over the years just as the City has had from the other athletic associations. Ms. Georgia would rather spend the $600,000 on picnic tables, pavilions, trail connections, signage, lights at Adventure Alley, sand volleyball courts, and things to develop and round out the City's overall facilities. Chairman Rawls left at this time; Vice Chairman Cornish presided during the remainder of the meeting. Deputy Director Polasek recapped comments received from the Park Board specific to the SPDC CIP budget: • Importance of investing monies into the neighborhood park development or park developments that include components such as trails, pavilions, fishing pier, small basketball court. • Move up on the priority list smaller items such as the sand volleyball court (relatively low cost, high impact items) • Re -look at the priority of the Bob Jones Park Phase 3 development — completion of the loop road, additional trails, picnic tables and other improvements • Development of the lacrosse facility is a lower priority than the other items mentioned A motion was made to approve the proposed FY2003 -2004 SPDC Capital Improvement Plan [Budget] with consideration given to prioritizing and moving up the following types of items to allow all of our citizens more access to park facilities. Examples include lighting in Adventure Alley, signage to point to picnic areas and identification of where picnic tables are versus fishing pier, connections for trails so they connect to roads and people don't walk across bar ditches, pavilions and shade pavilions for picnic areas, sand volleyball or potential for adult athletics in Bob Jones [Park] Phase 3, and actually pushing out the $600,000 for lacrosse, diverting funds to other areas. Motion: Georgia Second: Blomquist Ayes: Blomquist, Cornish, Georgia, O'Connor, and Wood Nays: None Abstention: None Vote: 5 -0 Motion carried. Official Minutes*** July 14, 2003 Approved by the Parks and Recreation Board 8/14/03 Agenda Item No. 5 -D. Proposed Fiscal Year 2003 -2004 Park Dedication Fee Fund Budget Deputy Director Polasek introduced the proposed FY2003 -04 Park Dedication Fee fund Budget for the Board to review and make recommendations to the City Council. A copy of the budget is attached to the minutes. Currently budgeted projects include: Liberty Garden ($40,000), Timarron infill trail ($38,000) and Bicentennial park entry road ($55,000). Deputy Director Polasek reviewed the following items for the FY 2003 -04 Park Dedication Fee fund: Capital Requests: • Bob Jones Park loop trail extension ($125, 000). Contingent upon receipt of Texas Parks and Wildlife Department (TPWD) grant which provides reimbursement of up to $100, 000 based on an 80% TPWD, 20% City match. • Lightning detection system ($30, 000). Early detection and warning system for atmospheric storm conditions in which lightning is projected. Proposed placement at Bob Jones, Bicentennial, and Texas School of Baseball park sites. • Park video camera system ($30, 000). Remote viewing of park facilities to minimize light usage and promote enhanced security via the Department of Public Safety. Continued research and analysis to occur prior to presentation to City Council with initial implementation scheduled for Bob Jones Park, to be followed by Bicentennial Park, followed by the Texas School of Baseball park site. Director Jackson provided more information about future needs and uses of the system. The system selected must be able to expand in the future, recognizing that $30, 000 will not cover the cost of the ultimate camera system for required for park coverage. The $30,000 will purchase a single camera at each of the three locations. One issue still to be resolved is identifying the technical capabilities the City has access to and recognizing that DPS will ultimately be moving their location. Director Jackson explained some funding issues depending upon the type of system purchased, such as a fiber optic system and satellite systems. • Bicentennial Park ball field concrete mow strip ($30,000). 12 " concrete mow strip to be poured along all ball field fence lines to increase mower efficiency and reduce staff time required for edging and trimming. Approved FY 2002-03 To FY 2006-07 tak Improvements Program by Fund Type B. 2007 I—B — k, j j 6 190 -- - - ---------------- � , T —1 - IQ -;zll 11 — 1111hi 12 1- 11 v :T I— .......... I.. F"I" 451 ,Ou 11 .1 4P AP0.VINE CM—RUET E—ULF I— . . . . . . . . . . - Sn El—TENNI-F—I—E.-M .-MLOL — 1-FT 01, 53.09 .1— � -1. • --M n.. I IIP Vw;F- I -- J006 --D PARK ❑EWE--T �14 G —G . .1 EME— . - 1— --- - p.; ... 51 J I., hl�h— m.. 1. ...... P i —DUISITIQ "Z.5 F. 10 iU'Pl 7-- — II.H.-El 11 RIC. 4�11 1-1 1-1 -1 d- F iF S, 5 Allu i9 l,e 44 T. pR- 411.031— 45. -11 I—El�, P. 26 I.