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Item 4A (2)lug CITY OF SOUTHLAKE TEXAS JOINT CITY COUNCIL, SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION BOARD MEETING AUGUST 1, 20111 LOCATION: Southlake Town Hall 1400 Main Street Rooms 3C & 3D Southlake, Texas 76092 PRESENT John Terrell Mayor Brandon Bledsoe Mayor Pro Tem Pamela Muller Deputy Mayor Pro Tem Southlake Parks Development, Vice - President Carolyn Morris City Council Southlake Parks Development Corporation, President Al Zito City Council Southlake Parks Development Corporation, Secretary Jeff Wang City Council Southlake Parks Development Corporation member John Slocum Parks and Recreation Board, Chair Southlake Parks Development Corporation member Elaine Cox Parks and Recreation Board Tina Wasserman Parks and Recreation Board Margaret Adams Parks and Recreation Board ABSENT Martin Schelling Council member Sherry Berman Parks and Recreation Board Southlake Parks Development Corporation member Gregg Formella Parks and Recreation Board STAFF PRESENT City Manager Shana Yelverton, Assistant City Manager /Director of Public Safety Jim Blagg, Assistant to the City Manager Alison Ortowski, Communication and Websites Manager Pilar Schank, Director of Community Services Chris Tribble, Deputy Director of Community Services Kari Happold, Assistant to the Community Services Director Candice Sanders, Director of Finance Sharen Jackson, Director of Planning and Development Services Ken Baker, and City Secretary Alicia Richardson. City of Southlake values: Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 1. CALL TO ORDER Mayor Terrell called the joint meeting of City Council, Southlake Parks Development Corporation and Parks and Recreation Board to order at 5:44 p.m. 2. DISCUSSION: CURRENT FINANCIAL ENVIRONMENT City Manager Shana Yelverton advised the outline for the meeting would include a review of the financial environment, implementation of the 2005 Parks Recreation & Open Space Master Plan, details related to projects identified for Capital Improvement Project (CIP) funding, and a project profile overview. Upon conclusion of the presentations, staff will review the results of the survey submitted by members of the Parks and Recreation Board, Southlake Parks Development Corporation and City Council. Currently, the City is operating under the Southlake 2025 plan and next fiscal year will transition to the Southlake 2030 plan after it has been adopted by Council. Staff seeks open discussion regarding the projects and the priority for each project. Tonight, staff is not seeking direction on funding to be allocated for projects, but rather a collective dialogue to create a project ranking list for FY 2012 Capital Improvement Program (CIP). Staff will come back to each respective board for additional direction. Staff is seeking direction from this meeting to move forward with the projects as they are ranked this evening. Finance Director Sharen Jackson provided a financial update on the Southlake Parks Development Corporation. Ms. Jackson reviewed the funding sources and budget structure for the Southlake Parks Development Corporation. While there are various funding sources, the Southlake Parks Development Corporation is a dedicated funding source for the parks system. Ms. Jackson reviewed the sales tax collection trend and project funding for the years 1994 through June 2011. Ms. Jackson informed Council and members of the Southlake Parks Development Corporation and Parks and Recreation Board the outstanding debt is $38,992,814 and the current fund balance is approximately $5.5 million. Assistant to the City Manager Alison Ortowski reviewed the Strategic Plan and the Master Plan Update. Ms. Ortowski explained how the two plans correlate with each other. The City utilizes the results of citizen surveys as a score card to correspond with the Strategic Plan. Ms. Ortowski advised the top results of the surveys have indicated that sidewalks, pathways, and trail remain a top priority; a multipurpose facility with various components is desired; and there remains some pressure for athletic fields. Ms. Ortowski advised there would be another survey in the fall of 2011. Director of Planning and Development Ken Baker provided an overview of the Southlake 2030 Plan and how it aligns with the Strategic Plan. Mr. Baker also reviewed the purpose and scope and the process for the Parks, Recreation, Open Space and Facilities Master Plan. JOINT CITY COUNCIL, SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION ADVISORY BOARD MEETING MINUTES, AUGUST 1, 2011 Page 2 of 6 3. DISCUSSION: 2005 PARK, RECREATION & OPEN SPACE MASTER PLAN IMPLEMENTATION AND DEVELOPMENT OF AN UPDATED MASTER PLAN AS A PART OF SOUTHLAKE 2030. Director of Community Services Chris Tribble outlined the 2011 to 2015 Capital Improvement Program projects identified in the 2005 Park Master Plan. Mr. Tribble provided an update on the status of each project. Mr. Tribble also provided an update on the citywide pathway improvements. The sidewalk project along FM 1709 is a Texas Department of Transportation Project that will include most missing sidewalk segments along both sides of FM 1709 (from the western city limit to the eastern city limit). This would not include sidewalks that are built with the construction of deceleration lanes. The cost for this Texas Department of Transportation project is $1.7 million. 4. DISCUSSION: PROJECT PROFILES Mr. Tribble provided an abbreviated profile for the following projects: • Multipurpose facility • Bicentennial Park Phase II o Miracle Field— approached by representatives of Miracle League DFW to bring the program to Southlake • Southlake Parks Development Corporation Matching Funds • Liberty Park at Sheltonwood Phase II • Kirkwood /Sabre Linear Park • Bob Jones Nature Center and Preserve Development (formerly known as Farhat Property Development) • Bicentennial Park Phase III • Chesapeake Park Improvements • Coker Hike /Bike Trailhead Mayor Terrell recessed the meeting at 7:05 p.m. Mayor Terrell reconvened the meeting at 7:19 p.m. 5. DISCUSSION: CAPITAL IMPROVEMENT PROJECT PRIORITIES (FY 2012- 2016) Mr. Baker reviewed the proposed capital improvement projects identified for Fiscal Years 2012 through 2016. • Multipurpose Community Facility • Bicentennial Park Phase II • Southlake Parks Development Corporation Matching Funds • Liberty Park at Sheltonwood Phase II • Kirkwood /Sabre Linear Park • Bob Jones Nature Center and Preserve Development (formerly known as Farhat Property Development) JOINT CITY COUNCIL, SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION ADVISORY BOARD MEETING MINUTES, AUGUST 1, 2011 Page 3 of 6 • Bicentennial Park Phase III • Chesapeake Park Improvements • Coker Hike /Bike Trailhead Mr. Baker illustrated how the priority changed for certain projects from 2010 to 2011. A recent survey of Council and members of Southlake Parks Development Corporation and Parks and Recreation Board allowed participants to include projects not identified in the survey. The comments included: safety town, volleyball courts, senior center expansion and football fields. Mr. Baker asked the group to review the list of projects to determine if all projects should remain on the priority list to be ranked or identify which projects could be removed from the list. The group discussed each project and the funding ($8 million) allocated for capital improvement program projects in 2012. During the discussion, the group inquired about projects that received a higher ranking, but a different project was funded in place of the higher ranking project. Ms. Jackson informed the group there is an occasion when sufficient funds are not available for the higher ranking project. In these instances, if funding is available, a project on the list is completed. The group also discussed volleyball courts. Mr. Tribble advised there is $30,000 in the Capital Improvement Program, but the amount is not enough to construct a sand volleyball court. The group discussed the possibility and advantages of utilizing school sand volleyball courts. City Manager Shana Yelverton reminded the group of the funding ($8 million) allocated for 2012. If the group is interested in the Bicentennial project, there would be no funds for the remaining projects. JOINT CITY COUNCIL, SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION ADVISORY BOARD MEETING MINUTES, AUGUST 1, 2011 Page 4 of 6 2010 Ranking 2011 Ranking 1 Multipurpose Community Facility Bicentennial Park Phase II 2 Bicentennial Park Phase II Multipurpose Community Facility 3 Southlake Parks Development Corporation Matching Funds Southlake Parks Development Corporation Matching Funds 4 Liberty Park at Sheltonwood Phase II Bicentennial Park Phase III 5 Kirkwood /Sabre Linear Park Bob Jones Nature Center and Preserve Development 6 Bob Jones Nature Center and Preserve Development Liberty Park at Sheltonwood Phase II 7 Bicentennial Park Phase III Kirkwood /Sabre Linear Park 8 1 Chesapeake Park Improvements I Chesapeake Park Improvements 9 1 Coker Hike /Bike Trailhead I Coker Hike /Bike Trailhead A recent survey of Council and members of Southlake Parks Development Corporation and Parks and Recreation Board allowed participants to include projects not identified in the survey. The comments included: safety town, volleyball courts, senior center expansion and football fields. Mr. Baker asked the group to review the list of projects to determine if all projects should remain on the priority list to be ranked or identify which projects could be removed from the list. The group discussed each project and the funding ($8 million) allocated for capital improvement program projects in 2012. During the discussion, the group inquired about projects that received a higher ranking, but a different project was funded in place of the higher ranking project. Ms. Jackson informed the group there is an occasion when sufficient funds are not available for the higher ranking project. In these instances, if funding is available, a project on the list is completed. The group also discussed volleyball courts. Mr. Tribble advised there is $30,000 in the Capital Improvement Program, but the amount is not enough to construct a sand volleyball court. The group discussed the possibility and advantages of utilizing school sand volleyball courts. City Manager Shana Yelverton reminded the group of the funding ($8 million) allocated for 2012. If the group is interested in the Bicentennial project, there would be no funds for the remaining projects. JOINT CITY COUNCIL, SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION ADVISORY BOARD MEETING MINUTES, AUGUST 1, 2011 Page 4 of 6 The consensus of the group is to allocate funding to complete Phase II of the Bicentennial Park project. The group discussed the need to identify top projects, but also to keep remaining or identified projects on the list. The group discussed the Southlake Parks Development matching funds. The discussion included the amount of funding allocated each year and the priority ranking on the capital improvement project list. The group agreed that since the budget will always include Southlake Parks Development matching funds it could be removed from the capital improvement project list. There was discussion about the amount to be allocated each year. Mr. Tribble informed the group that staff would get an idea of the amount to be identified by the requests coming in from the multiple groups /organization. This would assist the committee to determine a designated amount. Ms. Yelverton advised that staff would bring forward a dollar amount at the next budget meeting. After additional discussion, the consensus of the group was to remove the following from the capital improvement project list: Kirkwood /Sabre Linear Park, Chesapeake park improvements and Coker hike /bike trailhead. Mayor Terrell informed the group of the discussion Council had at their June Retreat to strengthen the relationship with the school district. The City and school district could gain great benefits by working together to serve the constituency. Mayor Terrell informed the group of the school district's plan to move from an existing building to a new facility. Mayor Terrell asked if there would be any interest to work with the school district to remodel their vacated building, which could serve as an extension of the city's multipurpose community facility. The consensus of the group was to talk to the school to see if an agreement can be arranged for the city to utilize the property being vacated by the school. This would allow for an interim solution for buildings or rooms leading to the construction of the multipurpose community facility. Ms. Yelverton received direction to allocate monies in the general fund that will be utilized for costs associated with buildings or rooms as an interim solution prior to construction of the multipurpose community facility. The group discussed the following projects that were proposed to be added to the capital improvement project list: safety town, senior facility, dog park (southern area of the city), football fields, and the Bob Jones Nature and Preserve Development. After additional discussion, the consensus of the group was to remove the following from the capital improvement project list: • Southlake Parks Development Corporation matching funds • Volleyball fields (discuss agreement with school district to utilize their fields) • Kirkwood /Sabre Linear Park • Chesapeake park improvements JOINT CITY COUNCIL, SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION ADVISORY BOARD MEETING MINUTES, AUGUST 1, 2011 Page 5 of 6 • Coker hike /bike trailhead The consensus of the group was to add the following to the capital improvement project list • Athletic football fields • Bob Jones Nature and Preserve Development • Safety town • Senior facility The group directed staff to include the discussion of the dog park in the Park, Recreation and Open Space Master Plan. Parks and Recreation Board Chair John Slocum presented the request of representatives Miracle League DFW to bring their program to Southlake. 6. ADJOURNMENT Mayor Terrell adjourned the meeting at 8:54 p.m. John Terrell Mayor Alicia Richardson, TRMC City Secretary JOINT CITY COUNCIL, SOUTHLAKE PARKS DEVELOPMENT CORPORATION AND PARKS AND RECREATION ADVISORY BOARD MEETING MINUTES, AUGUST 1, 2011 Page 6 of 6