2009-12-02 Parks Board Meeting9 CITY OF
SOUTHLA1,1✓
PARKS AND RECREATION BOARD MEETING
Wednesday, December 2, 2009
7:00 p.m.
LOCATION Southlake Town Hall — 3 rd Floor Training Room 3D
1400 Main Street
Southlake, Texas 76092
REGULAR SESSION
1. Call to order.
2. Executive Session Open Meetings Act, Chapter 551, Texas Government
Code, Sections 551.071, 551.072, 551.073. Refer to posted list attached
hereto and incorporated herein. Executive Session may be held for the
Parks and Recreation Board to seek advise from the City Attorney as to
the posted subject matter of this meeting.
1. Section 551.071: Consultation with attorne
a. Seek attorney consultation regarding the Parks and
Recreation Board's scope of responsibilities as an
advisory board to City Council.
3. Reconvene Action necessary on item discussed in Executive
Session.
REPORTS
4. Administrative Comments:
A. Construction Management Report
B. Summary of Youth Athletics
CONSENT AGENDA
5. Consent:
A. Approval of the minutes from the special Parks and Recreation
Board meeting October 6, 2009
B. Approval of the minutes from the regular Parks and Recreation
Board meeting October 12, 2009
City of Southlake Values:
Integrity ♦ Innovation 1 Accountability 1 Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date - December 2, 2009
Page 2 of 3
U. Absence of ar s and Recreation Board members
REGULAR AGENDA
6. Public Forum
7. Consider:
A. Recommendation to City Manager regarding request for a variance
to allow alcohol at the Southlake Tennis Center during a fundraising
event Saturday, May 1, 2010
B. Recommendation to revise park hours for city parks
8. Discussion:
A. Park Board Work Group Updates
9. Adjournment
Y
CERTIFICATE
I hereby certify that the above agenda was posted on the official bulletin boards
at Town Hall, 1400 Main Street, Southlake, Texas, on Wednesday, November
25, 2009 by5:00 p.m. pursuant to Chapter 551 of the Texas Government Code.
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Lori Payne, TROC
City Secretary b= a
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If you plan to attend this public beApg and h Tdisability that requires special needs, please
advise the City Secretary 48 ho6V in ftvart9 at x'17.748.8016 reasonable accommodations will
be made to assist you. *` %-.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Parks and Recreation Board
Meeting Date — December 2, 2009
Page 3 of 3
EXECUTIVE SESSION
Section 551.071: Consultation with attorne
The Parks Board may conduct a private consultation with its attorney when the Parks Board
seeks the advice of its attorney concerning any item on this agenda, about pending and
contemplated litigation, or a settlement offer, or on a matter in which the duty of the attorney to
the Parks Board under the Texas Disciplinary Rules of Professional Conduct of the State Board
of Texas clearly conflicts with Chapter 559. This includes the following pending and/or
contemplated litigation subjects:
Section 551.072: Deliberation renarding real propert
The Parks Board may conduct a closed meeting to deliberate the purchase, exchange, lease or
value of real property.
Section 551.073: Deliberation reciarding 12rospective alft or donation
The Parks Board may conduct a closed meeting to deliberate a negotiated contract for a
prospective gift or donation to the City.
City of Southlake Values:
Integrity ♦ Innovation 1 Accountability ♦ Commitment to Excellence ♦ Teamwork
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 1 /11 /10
1 PARKS AND RECREATION BOARD MEETING:
2 December 2, 2009
3
4 LOCATION: Southlake.Town Hall - 3rd Floor Training Room 3D
5 1400 Main Street
6 Southlake, Texas
7
8 Board Members Present: Chair John Slocum; Ken Goodman, Vice Chair; Julie
9 Landesberg, Secretary; Margaret Adams, Sherry Berman, Elaine Cox, Kevin Smith, Bill
10 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; Kerry McGeath, Deputy Director of Community
16 Services; and Steve Moore, Recreation Superintendent
17
18 Guests: E. Allen Taylor, City Attorney, TOASE; and Mia Poorman, Roxy Tennis, LLP,
19 Southlake Tennis Center management 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 7:03 p.m. A quorum was present.
25
26 The Board moved Agenda Item 7A up on the agenda, prior to Executive Session.
27
28 Agenda Item No. 7A. Consider: Recommendation to City Manager regarding request for
29 a variance to allow alcohol at the Southlake Tennis Center during a fundraising event
30 Saturday, May 1, 2010
31
32 Director Tribble presented the request from Roxy Tennis, LLP (Mia and Stephen
33 Poorman) to allow alcohol on city property (Southlake Tennis Center) during a
34 fundraising event to benefit the tennis center and charitable tennis related events May
35 1, 2010. The fundraising event, the 10th Anniversary Gala - "A Night Under the Stars,"
36 will celebrate the anniversary of the Southlake Tennis Center and raise funds for tennis
37 center improvements and support charitable tennis related events. The City Code,
38 Parks Rules and Regulations prohibit alcoholic beverages in City parks; however, the
39 City Manager may issue special permits or grant variances to the provisions of the
40 ordinance upon a recommendation by the Parks Board. If a variance is granted by the
41 City Manager, Roxy Tennis must also add the City of Southlake as an Additional
42 Insured in the amount of $1,000,000 for the date of the event and must obtain a
43 temporary permit from TABC in order to sell alcohol. This item was discussed by the
44 Board. They generally favored granting a variance to allow alcohol at the fundraiser May
45 1, 2010, but recommended that police officers be present at the event.
46
47 Mia Poorman, Southlake Tennis Center management contractor, provided details about
48 the fundraiser. It will be hosted as an adult-only, after-hours event on the tennis court
Minutes of the December 2, 2009 Parks and Recreation Board
Page 1 of 5
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 1/11/10
1 grounds to raise money for improvements to the facility and for charitable efforts. The
2 courts will be covered to prevent any damage. A professional caterer will comply with all
3 TABC requirements and carry the alcohol license for beer and wine. Approximately 150
4 people are expected to attend. A taxi service has been contracted should it be
5 necessary. Uniform DPS personnel will be hired to be on site during the activities.
6
7 A motion was made to recommend to the City Manager to grant the request for a
8 variance to allow alcohol at the Southlake Tennis Center during a fundraising event
9 Saturday, May 1, 2010, including that there is some sort of DPS presence, whether one
10 or two uniform officers.
11 Motion: Smith
12 Second: Packer
13 Ayes: Adams, Berman, Cox, Goodman, Landesberg, Packer, Slocum, Smith and
14 Wasserman
15 Nays: None
16 Abstention: None
17 Vote: 9-0
18 Motion carried.
19
20 EXECUTIVE SESSION
21
22 Agenda Item 2: Executive Session: Chairman Slocum announced Parks Board would
23 be going into Executive Session pursuant to the Texas Government Code Section
24 551.071, consultation with attorney regarding responsibilities as an advisory board to
25 City Council.
26
27 The Executive Session began at approximately 7:15 p.m. and ended at 8:07 p.m.
28 Chairman Slocum called the meeting back to order.
29
30 Agenda Item 3: Reconvene - No action was taken following executive session.
31
32 REPORTS
33
34 Agenda Item No. 2. Administrative Comments
35
36 Director Tribble presented the administrative comments.
37
38 A. Construction Report - A written report of current park projects was
39 included in the meeting packet. The construction projects were reviewed
40 and staff responded to questions. Staff responded to questions about the
41 roundabouts, tennis courts design, Dove Road Trail, Fretwell property
42 (closed on property last week), and North Park.
43
44 Parks Board member Bill Packer left the meeting at this time.
45
46 B. Summary of Youth Athletics - Information was dispensed about how
47 Southlake's youth sports associations and the City-managed athletic
48 programs form their teams, what programs are offered and residency
Minutes of the December 2, 2009 Parks and Recreation Board
Page 2 of 5
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 1 /11 /10
1 status information. Effort is being made to coordinate the timing of
2 enrollment of the city athletic programs, particularly basketball and girl's
3 volleyball, with the school district's programs. Any questions regarding the
4 athletic programs may be forwarded directly to Director Tribble or
5 Recreation Superintendent Moore to address.
6
7 CONSENT AGENDA
8
9 Agenda Item No. 3A. Consent: Approval of the minutes from the October 6, 2009 Parks
10 and Recreation Board meeting - No changes were made.
11
12 Agenda Item No. 3B. Consent: Approval of the minutes from the October 12, 2009
13 Parks and Recreation Board meeting - No changes were made.
14
15 Agenda Item No. 3C. Consent: Absence of Parks and Recreation Board members. The
16 Park Board considered the absences of Margaret Adams from the October 6 meeting
17 and Bill Packer and Sherry Berman from the meeting held October 12, 2009.
18
19 A motion was made to approve the minutes and absences in the consent agenda as
20 presented.
21 Motion: Goodman
22 Second: Cox
23 Ayes: Adams, Berman, Cox, Goodman, Landesberg, Slocum, Smith and
24 Wasserman
25 Nays: None
26 Abstention: None
27 Vote: 8-0
28 Motion carried.
29
30 REGULAR AGENDA
31
32 Agenda Item No. 4. Public Forum - No one was present to address the Board during
33 Public Forum.
34
35 Agenda Item No. 7B. Consider: Recommendation to revise park hours for city parks -
36
37 Chair Slocum presented the revisions to the park hours for City of Southlake parks for a
38 recommendation to City Council. At their October 12, 2009 meeting, the Board
39 proposed hours for Town Square parks (Rustin/Family, Cornish and McPherson) to be
40 6:00 a.m. - 11:00 p.m., Sunday-Thursday and 6:00 a.m. - 12:00 a.m., Friday-Saturday,
41 which also parallels the hours for curfew for youth under 17 year old. They also
42 proposed hours for Bicentennial Park, Bob Jones Park and the Southlake Sports
43 Complex should be 6:00 a.m. - 11:00 p.m. The Board also recommended that Summit
44 Park (next to the Brownstones in Town Square) should be classified as a Neighborhood
45 Park with the hours of Dawn-to-Dusk like all other Neighborhood Parks in Southlake.
46 The Board briefly discussed the propose revisions.
47
48 A motion was made to recommend changes to the park hours as presented.
Minutes of the December 2, 2009 Parks and Recreation Board
Page 3 of 5
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 1 /11 /10
1 Motion: Cox
2 Second: Goodman
3 Ayes: Adams, Berman, Cox, Goodman, Landesberg, Slocum, Smith and
4 Wasserman
5 Nays: None
6 Abstention: None
7 Vote: 8-0
8 Motion carried.
9
10 Agenda Item No. 8A. Discussion: Park Board Work Group Updates
11
12 Chairman Slocum presented a brief update on the work groups. The Park Naming and
13 Park Hours subcommittees have completed their assignments. Other changes to the list
14 previously presented were reviewed. Beginning in the spring, periodic updates will be
15 given to the Board.
16
17 Other Non-agenda Items:
18
19 The following Park Board members agreed to handle Park Board Reports to City
20 Council during 2010:
21
22 March 2, 2010 Ken Goodman
23 June 1, 2010 Elaine Cox
24 September 7, 2010 Kevin Smith
25 December 7, 2010 Margaret Adams
26
27 Director Tribble noted the follow points:
28
29 "Home of the Holidays" celebration held November 21 was biggest to date
30 Assistant to the Director Crystal Shafer tendered her resignation
31 effective December 11, 2009 to stay at home with her baby and assist her
32 husband with his growing business
33 The Tree Dedication held November 14, 2009 in honor of former
34 Southlake citizen, Kerri Casner, who was killed during a terrorist attack in
35 Bali, was well attended by council, board members and city staff.
36 Citizens of Southlake have a wonderful opportunity to communicate their
37 satisfaction with city services and provide valuable feedback about city
38 issues by means of participating in the new online Citizens Survey. The
39 survey may be accessed online at the City's website at
40 http://www.citVofsouthlake.com.
41 Comment cards (Customer Satisfaction) were handed out and staff asked
42 for input about the card which will be reprinted soon. Currently,
43 programming is at 99.3% satisfaction. Also, the comment cards are
44 available online to provide input to staff about each of the recreation
45 programs and events. The Board suggested adding email addresses to
46 team rosters.
47
48 Agenda Item No. 7. Adjournment
Minutes of the December 2, 2009 Parks and Recreation Board
Page 4 of 5
OFFICIAL MINUTES
Approved by the Parks and Recreation Board 1/11/10
1
2 A motion was made to close the meeting at 9A3 p.m.
3 Motion: Cox
4 Second: Smith
5 Ayes: Adams, Berman, Cox, Goodman, Landesberg, Slocum, Smith and
6 Wasserman
7 Nays: None
8 Abstention: None
9 Vote: 8-0
10 Motion carried.
11 `
12
13
14 John Slo um, Chair r Tn le, Director, Community Services
15
16 A recording of this meeting may be requested in the Office of the City Secretary.
Minutes of the December 2, 2009 Parks and Recreation Board
Page 5 of 5
STATE OF TEXAS §
§
CITY OF SOUTHLAKE §
CERTIFIED AGENDA
Parks and Recreation Board
I, John Slocum, Chairman of the Parks and Recreation Board, CITY OF SOUTHLAKE, TEXAS,
HEREBY CERTIFY AS FOLLOWS:
1. That notice of an executive session in accordance with Chapter 551 of the Texas
Government Code was duly posted along with the Regular Agenda for the Parks and
Recreation Board meeting on November 25. 2009, by 5:00 p.m..
2. That the Park d Recreation Board convened in executive session on December 2,
2009-,at 7: , p.m. with the following Parks and Recreation Board members and staff
members present:
Chairman John Slocum Chris Tribble, Director of Community Services
Vice Chair Ken Goodman Kari Happold, Deputy Dir of Community Services
Secretary Julie Landesberg
Margaret Adams City Attorney Aaw 4-1toR
Sherry Berman Other staff members:
Elaine Cox mgg y A "A
Bill Packer ~57tW Aftief ,etc SP P7.
Kevin Smith
Tina Wasserman
3. That the matters discussed by the Parks Board were as follows:
(1) Parks and Recreation Board scope of responsibilities as an advisory board to City
Council
Other staff members present for (1):
(2)
Other staff members present for (2):
(3)
Other staff members present for (3):
(4)
Other staff members present for (4):
4. No formal action was taken by the Park Board during executive session.
5. That the executive session ended on z , 2009 at -07 p.m.
ohn Slocum Julie L ndesberg
arks Board Chairman Parks Board Secretary