2012-02-07 Is CITY OF
SOUTHLAKE
SOUTHLAKE PARKS DEVELOPMENT CORPORATION MEETING: FEBRUARY 7, 2012
LOCATION: 1400 Main Street, Southlake, Texas
Council Chambers in Town Hall
BOARD MEMBERS PRESENT: President Carolyn Morris, Secretary Al Zito, and Board
Members Sherry Berman, Tamara McMillan, and Jeff Wang
BOARD MEMBERS ABSENT: Vice - President Pamela A. Muller and Board Member John
Slocum
STAFF PRESENT: Assistant City Manager / Director of Public Safety Jim Blagg, Director of
Community Services Chris Tribble, Deputy Director of Community Services Kari Happold,
Assistant to the Director Candice Edmondson, Director of Finance Sharen Jackson and City
Secretary Alicia Richardson
1. CALL TO ORDER
President Morris called the meeting of the Southlake Parks Development Corporation to
order at 4:36 p.m.
President Morris recessed the meeting at 4:38 p.m. President Morris reconvened the
meeting at 4:40 p.m.
2. ADMINISTRATIVE COMMENTS: FEBRUARY CONSTRUCTION MANAGEMENT
REPORT
Director of Community Services Chris Tribble provided an update for the Board.
3. CONSENT AGENDA - Consent Agenda items are considered to be routine by the
Board of Directors and are enacted with one motion. President Morris read the Consent
Agenda items into the record.
3A. APPROVAL OF MINUTES FROM THE JOINT SOUTHLAKE PARKS
DEVELOPMENT CORPORATION AND PARKS BOARD AUGUST 8, 2011
MEETING
APPROVED
Board member Jeff Wang commented that the August 8, 2011 minutes did not reflect
the correct voting record —Board member Wang abstained from voting on Item 3A and
Secretary Zito abstained from Item 3C, but the recording of the vote did not reflect an
abstention. In addition, a board member Berman abstained from voting on Item 3B. The
vote on Items 3A, 3B and 3C should read 4 -0 -1.
City of Southlake Values:
Integrity • Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Minutes of the February 7, 2012 SPDC Meeting
Approved by SPDC March 6, 2012
Page 2 of 3
Mr. Tribble informed the Board that the minutes would be corrected to reflect a 4 -0 -1
vote for Items 3A, 3B and 3C.
The Board discussed matching funds and the capital budget including a $200,000
balance for SPDC matching funds.
A motion was made to approve the minutes from the Joint Southlake Parks
Development Corporation and Parks Board August 8, 2011 Meeting as corrected by the
Board.
Motion: Berman
Second: Zito
Ayes: Berman, Morris, Wang, Zito
Nays: None
Abstain: McMillan
Approved: 4 -0 -1
4. PUBLIC FORUM
President Morris opened the public forum and asked for anyone wishing to speak to
come forward. There being no one wishing to speak, President Morris closed the public
forum.
5. CONSIDER -- THERE ARE NO ITEMS ON THIS AGENDA
6. DISCUSSION
6A. SPDC MATCHING FUNDS POLICY REVISIONS
Director Tribble presented the item to SPDC. Mr. Tribble's presentation included the
following policy components: statement of purpose, application procedures, evaluation
criteria, approval process (dollar- for - dollar matching and in -kind matching) and project
recognition. Mr. Tribble also reviewed the proposed timeline for approval of the revised
policy. The Board discussed the policy, more specifically the approval process of dollar -
for- dollar and in -kind matching. The consensus of the Board was to preserve the
language that projects can be included throughout the year if funds are available. The
Board discussed funding for projects, and directed staff to incorporate language in the
policy that funds not be expended until the project has been identified, reviewed and
approved in the capital improvement program. The consensus of the Board included
allowing up to 100% matching for in -kind as long as the funding is requested in advance
and the project has been reviewed and approved before onset of any construction or
completion of in -kind services. The Board asked staff to incorporate language in the
policy that projects are completed within six months, unless additional time was
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Minutes of the February 7, 2012 SPDC Meeting
Approved by SPDC March 6, 2012
Page 3 of 3
approved at the beginning of the project. If project is not completed on time the
applicant should provide an explanation.
Board member Wang recommended the policy be reviewed by the city attorney to
ensure the City is not obligated to a certain dollar amount for in -kind matching.
Prior to adjournment, SPDC briefly mentioned and agreed to have Bill McLeRoy from
The Whitestone Group make a presentation regarding grant writing opportunities for the
City at a future SPDC meeting. Director Tribble will contact Mr. McLeRoy to make
arrangements for the presentation.
7. ADJOURNEMENT
President Morris adjourned the meeting 5:20 p.m.
1'I
Carolyn' or(
President
ATTEST:
Alicia Richardson
City Secretary
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork