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2000-08-28 SPDC Meeting City of Southlake, Texas SOUTHLAKE PARKS DEVELOPMENT CORPORATION: August 28, 2000 LOCATION: City Hall Council Chamber 667 N. Carroll Ave., Southlake, Texas REGULAR SESSION 6:00 P.M.: 1. Call to order. 2. Executive Session: Pursuant to Open Meetings Act, Chapter 551 of the Texas Government Code, Section 551.072, land acquisition. 3. Reconvene: Action necessary on items discussed in executive session 4. PUBLIC FORUM CONSENT AGENDA: All items listed below are considered to be routine by the Southlake Parks Development Corporation Board and will be enacted with one motion. There will be no separate discussion of items unless a Board member or citizen so requests, in which event the item will be removed from the general order of business and considered in its normal sequence. 5. Consent: A. Approval of the minutes for the regular SPDC meeting on July 24, 2000. B. Approval of addendum to contract with Raymond Turco and Associates for teen center survey. REGULAR AGENDA: 6. Consider: A. FY 2000-2001 SPDC Operating Budget. 7. Discussion: A. Proposed revisions to Bicentennial Park Development Plan B. Capital Projects Budget C. Sales Tax Report D. Project Status Report 8. Adjournment Southlake Parks Development Corporation Meeting Agenda for August 28, 2000 Page 2 CERTIFICATE I hereby certify that the above agenda was posted on the Official Bulletin Boards at City Hall, 667 North Carroll Avenue and 1725 E. Southlake Boulevard, Southlake, Texas, on Friday, 13 August 25, 5:00 p.m. pursuant to tr ~ C Wernment Code, Chapter 551. ee® mas'', m®y, A Sandra L. LeGrand frf y`..... 0i699RpN mµ^~~~ City Secretary If you plan to attend this meeting and have a disability that requires special needs, please advise the City Secretary 48 hours in advance at 481-5581, extension 704, and reasonable accommodations will be made to assist you. SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING August 28, 2000 MINUTES Board Members Present: President Ronnie Kendall; Members: Sherry Berman, Gary Fawks (left at 7:00 p.m.), Rex Potter (arrived 6:30 p.m.), Tad Stephens, and Cara White. Board Members Absent: Rick Stacy Staff Present: Director of Community Services Kevin Hugman, Deputy Director of Community Services Steve Polasek, Planning and Construction Superintendent Ben Henry, Senior Parks Planner Chris Carpenter, Finance Director Sharen Elam, and Secretary to the City Manager Kim Bush. Agenda Item No. 1, Call to order. The meeting was called to order by President Ronnie Kendall at 6:05 p.m. CONSENT AGENDA. Agenda Item No. 5A. Approval of the minutes for the regular SPDC meeting of July 24, 2000.. There were no comments or questions. Agenda Item No. 5B. Approval of addendum to contract with Raymond Turco and Associates for teen center survey. There were no comments or questions. Motion was made to approve Consent Agenda items No. 5A and No. 5B as presented. Motion: White Second: Fawks Ayes Item No. 5A: Fawks, Kendall, Stephens, White Abstained: Berman Nays: none Approved: 4-0-1 Ayes Item No. 513: Berman, Fawks, Kendall, Stephens, White Nays: none Approved: 5-0 REGULAR AGENDA: Agenda Item No. 6A. FY 2000-2001 SPDC Operating Budget. MINUTES OF SPDC MEETING AUGUST 28, 2000, PAGE 1 OF 6 Board member Kendall confirmed that two transfers out would be necessary, one to general fund and one to capital projects. Finance Director Sharen Elam explained that a transfer out of $300,000 would be to capital projects and $1.018 million would be transferred for debt service payments. Board member Stephens expressed concerns with SPDC funding salaries for maintenance workers. Other Board members and City staff explained that SPDC has been able to provide more and more park improvements, but because of financial constraints on the City's general fund it has become difficult to provide adequate manpower to maintain those improvements. Board members emphasized that none of them wanted this to happen, but after seeing the full budget picture it became apparent that there were no other options. Ms. Elam informed the Board that this would be the situation for the next 2 - 3 years. Board member Berman pointed out that last year SPDC budgeted funds to help with cost overages on the CISD natatorium with the understanding that CISD would seek grant monies to help offset those cost. She asked whether or not the school district had done this. Deputy Director of Community Services Steve Polasek stated that staff was working on an agreement that would include verbiage requesting that the school district / administration make a "good faith effort" to seek and apply for grants. Board member White suggested that CISD could try pursuing programs with vendors like the City staff has done i.e., Coca-Cola Company. Board member Stephens asked why SPDC doesn't just pay the City for the maintenance workers instead of having it included in the SPDC budget. Ms. Elam explained that staff could provide a better audit trail by including the costs in the SPDC budget rather than transferring the funds to the City. Board member Kendall asked if there were any other unfunded maintenance needs. Director Hugman stated that realistically at least four additional workers would be needed next year with all the improvements coming forward. Staff stated that the needs and funding would have to be reevaluated each year. Motion was made to approve the FY 2000-2001 SPDC Operating Budget as presented by staff. Motion: Fawks Second: Potter Ayes: Berman, Fawks, Kendall, Potter, Stephens, White Nays: none Approved: 6-0 Agenda Item No. 4. PUBLIC FORUM. Kim Wolfe, 601 Parkwood Drive, addressed the Board concerning the 13 acres of property the City owns where the senior center is located. She commented that she and her neighbors were very concerned about what the property was going to be used for, and not knowing was making it very difficult for some neighbors who were trying to sell their property. She asked the Board for suggestions on how to address this situation - whether they should form a group, or present a petition to the City Council to commit to a use for the property. She asked whether the City could put in a MINUTES OF SPDC MEETING AUGUST 28, 2000, PAGE 2 OF 6 nature center and keep the area open and natural. She suggested that they could form a group to perhaps raise money to help put in a trail. The Board informed Ms. Wolfe that the City has not ruled out using the property for a permanent library or community center site. The Board suggested that she go before the Park Board to see what their recommendation would be. Board member Berman suggested that Ms. Wolfe also address the City Council. Agenda Item No. 7A. Proposed revisions to Bicentennial Park Development Plan. Deputy Director Steve Polasek presented to the Board the proposed design plans, which includes adding additional trails, taking out the existing community center and lodge, adding a rest room facility, adding a girls softball 4-plex, additional parking, possible sand volleyball, entrance off Shady Oaks Drive, and providing landscaping and greenscape where possible. He also addressed three possible locations for a recreation center, labeled A, B, and C. Board member Potter questioned staff about there not being an actual building footprint shown on plan C as was shown on A and B for the Community Center. Mr. Hugman explained that Shrickel Rollins and Associates was still working on getting the building to fit on plan C, but they felt comfortable that it would be possible. He commented that the building may need to be a split-level design due to the hill in the north east area of the park. Board member Stephens asked about the berm or barrier on the north between the park and the homeowners in Love Henry. Director Hugman explained that there was discussion about providing a berm on property SPDC tried to purchase but is still in private ownership. Mr. Stephens asked whether or not some type of barrier could still be provided by placing the dirt being removed for the other projects on property already owned. Staff commented that this could be looked into pending which design was chosen. Discussions were held on the three different plans. Director Hugman commented that staff wanted to give the Board an update on where we are on the process. He commented that the plan will be presented to SPIN in conjunction with the update of the Parks Master Plan and staff also will meet separately with the specific SPIN neighborhoods that this park directly affects. Public Comment: Kim Campbell, 495 Love Henry Ct. Ms. Campbell expressed her concerns with the affect the park is having on her neighborhood. She commented that Bicentennial Park is a very intensive-use park that has caused her neighborhood to suffer through excessive noise and light pollution over the years. She questioned why so much use had to be placed in Bicentennial Park when Bob Jones Park was twice the size. She presented to the Board a statement from the homeowners in Love Henry (see attached to the minutes). She stated that the lights have been adjusted at Bicentennial and that part is better, but the homeowners want to see consideration being given to providing them with a berm with a water feature and maybe a trail area. She stated that the neighborhoods near Bob Jones received protection, however, her neighborhood has lived with this for over ten years and has not received any consideration. She understands the budget is tight but asked that some consideration be given to her neighborhood. Ms. Campbell also asked that the Board not consider putting the community center in their area. She believes that it would lead to more noise and light pollution. She asked that the Board make it a priority to provide them with some protection. MINUTES OF SPDC MEETING AUGUST 28, 2000, PAGE 3 OF 6 Harold Annis, 490 Love Henry Court. Mr. Annis stated that he would like to reiterate what Ms. Campbell has pointed out. He commented that they would like to see the intensity reduced on the north side of the park and make it more passive and natural in that area. He also commented that the proposed entrance into the park from Shady Oaks would cause a lot more traffic problems because there are already problems with traffic due to the schools. Steve Polasek commented that with the addition of this entrance/road there would be access to all areas of the park for users as well as emergency vehicles. This road also will allow for users to have a way to get to a signal light so that they will be able to make left turns out on to FM 1709. Planning and Construction Superintendent Ben Henry informed the Board that the entrance off of Shady Oaks has been presented to the Department of Public Safety and they approve of its placement. Director Hugman commented that staff plans to bring forth the concept plan for option C to the Park Board hopefully for their October meeting. Board member Potter stated that he would like the Park Board to look hard at option C. He does not think A is viable and B would require the purchase of additional land. Agenda Item No. 7B. Capital Projects Budget. Director Hugman introduced Senior Parks Planner Chris Carpenter who had formerly been a planner with the City Planning Department. Director Hugman explained to the Board the proposed Capital Projects Budget, which probably will be brought forward for consideration at the next meeting. He explained that current projects that should be completed by this fiscal year are the Continental trials (ongoing), trailhead improvements and Bob Jones Park, bleachers, game field lighting and teen center survey. Other CIP budget items highlighted by Mr. Hugman include: • Staff is waiting for Shrickel Rollins to give them a concept plan for Smith Park, which will be part of their scopes of services for the update to the master plan - the funds previously allocated for planning the park could then be used for improvements to the park i.e., trails and picnic tables. • No money has been spent yet on capping the wells, but they expect it may come up once they begin construction this year. • Increase the funding in FY2001 and reduce the funding in the following years so that some items could be brought forward now such as (1) the second rest room building to be located by the practice ballfields; and (2) well #2 and aeration system for both ponds. • Land Acquisition remaining balance of $775,000 is being carried forward. • Reduce funding for the recreation center construction in FY 2002, shifting the difference to FY 2003, and keeping the total funding the same. • Teen center construction money has been left in the current budget, pending results of the survey. New items for the CIP budget include (in order as recommended by the Park Board): 1. Bob Jones Park bleachers MINUTES OF SPDC MEETING AUGUST 28, 2000, PAGE 4 OF 6 2. Bicentennial Park volleyball improvements 3. Baseball warm-up area fencing improvements 4. Concession stand air-conditioning units 5. Chesapeake aeration 6. Chesapeake pavilion Director Hugman stated that Finance Director Sharen Elam informed staff that there would be approximately $400,000 more in revenue to be added to the current fiscal year amount of $3,842,000 - bringing the Total Available Funds to approximately $4,242,000, which is not shown on the proposed CIP budget provided. Ms. Elam explained that this increase is due to receiving $4.93 million in bond proceeds from the Junior Lien issued this year instead of the budgeted amount of $3.7 million. Director Hugman commented that depending on the outcome of the teen survey, this extra $400,000 in revenue could be added to the recreation center for next fiscal year and be used to start construction. Director Hugman explained that the girls softball complex was a best-guess estimate when included in the CIP last year, however, staff visited with Shrickel Rollins and they recommended that the amount be raised to $1.1 million given construction costs these days. Director Hugman referred to the list of needs presented to the Park Board by the Southlake Baseball Association (see attached to minutes). Board member Berman commented on one of those concerns regarding the backstop heights. She explained that foul balls behind home plate often exit the playing field and impact an area near the concession stand where there are often small children playing. Director Hugman commented that money from the Coke fund could be used to do a study of the problem, however, there are no funds available to construct anything that might be recommended to correct the problem. Board member Stephens commented that raising the backstops would not correct the problem, however, installing a net overhang should correct the problem and be the cheapest solution. Mr. Hugman stated that the other items listed on the SBA needs list are being (or will be) addressed by maintenance through the general fund. Director Hugman confirmed that the tree transplanting program was cut from the budget, however, staff will try to fund some of the program from the operating or maintenance fund or the special projects fund. The Board discussed that they will further consider allocation of the $400,000 extra in bond proceeds once they have the results from the teen center survey. Agenda Item No. 7C. Sales Tax Report. There were no questions or concerns regarding this item. Agenda Item No. 7D. Project Status Report. There were no questions or concerns regarding this item. MINUTES OF SPDC MEETING AUGUST 28, 2000, PAGE 5 OF 6 Agenda Item No. 2, Executive Session. President Kendall announced that the Board would be going into Executive Session pursuant to the Open Meetings Act, Chapter 551 of the Texas Government Code, Section 551.072, land acquisition. SPDC adjourned for Executive Session at 8:30 p.m. SPDC returned to open session at 8:40 p.m. Agenda Item No. 3. Reconvene. There was no action necessary as a result of the executive session. Agenda Item No. 8. Adjournment. Motion was made and carried to adjourn the meeting at 8:45 p.m. r~ -7vyc.te :~rA President Ronnie Kendall ATTEST: Kim Push Executive Secretary MINUTES OF SPDC MEETING AUGUST 28, 2000, PAGE 6 OF 6