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Minutes Parks 07/15/2008MINUTES OF A SPECIAL PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS TUESDAY, JULY 15, 2008 7:00 P.M. STATE OF TEXAS § COUNTY OF DENTON § The Parks & Recreation Board of the Town of Trophy Club, Texas, met in a Regular Session on Tuesday, July 15, 2008 at 7:00 p.m. The meeting was held within the boundaries of the Town and was open to the public. PARKS AND RECREATION BOARD MEMBERS PRESENT Steve Gregory Vice-Chairman Barbie Kadow Secretary Dave Glaser Board Member Steven Kohs Board Member Chris McCollister Board Member (arrived 7:20 p.m.) Sally Ridgeway Board Member JD Stotts Board Member PARKS AND RECREATION BOARD MEMBERS ABSENT Pauline Twomey Chairwoman Matthew Graham Board Member Bill Matthai Board Member STAFF AND GUEST(S) PRESENT Adam Adams Staff Liaison/Parks and Recreation Director Jasmine Lee Recreation Supervisor Tony Jaramillo Parks Supervisor Jim Moss Town Council Liaison/Task Force Member Susan Edstrom Task Force Member J.D. Harvey EDC4A President Dwight Morrow EDC4A Vice President Neil Twomey EDC4A Treasurer/Secretary Richard Bell EDC4A Director Leland Wilhelm EDC4A Director Britt Flaten Carter & Burgess Representative A.1 Call to order and announce a quorum. Vice-Chairman Gregory called the Regular Session to order at 7:10p.m. noting a quorum was present. A.2 Parks and Recreation Board to enter into a joint workshop session with EDC4A and the Comprehensive Park Plan Task Force for purposes of planning. Flaten presented a map of the existing parks in the Town and reviewed an action plan, which was based on the results of the citizen survey. The plan suggested locations for the top-rated items on the survey. She confirmed that the survey was random, and Task Force Member Edstrom noted that the results appeared representative of the demographics of the Town. Vice President Morrow requested handouts and materials to review in order to better understand the information being presented. Task Force Member Edstrom provided an overview of the work the task force has done up to this point. She inquired as to the objective of this meeting. Director Adams stated that the purpose of this meeting was to move forward with an action plan to examine funding methodologies and provide EDC4A with an opportunity to discuss funding options with the Board and Task Force. President Harvey stated that EDC4A can raise $1.3-1.4 million in bonds. Once that amount is raised, EDC4A will not have the ability to fund any other items for the next 15 years. President Harvey expressed concern over the lack of park space and access to Trophy Club Park on the east side of Trophy Club. Task Force Member Moss requested a plan for how to spend the PID funds that are immediately available. Director Adams informed the group that very little action can be taken until the ditch is covered. Several EDC4A, Board, and Task Force Members expressed a desire to move forward with creating a plan to spend the PID funds and EDC4A bond money. Board Member Stotts presented information on how much each of the amenities being considered would cost, and how far the PIO funds would go toward building them. Vice President Morrow stated that the Board and Task Force need to get a proposal to Town Council as soon as possible so that EDC4A can begin work on a bond proposal, as construction prices are continuing to rise. Task Force Member Edstrom recommended that EDC4A adjourn at this point so that the Board and Task Force can create a plan to present to Town Council prior to seeking EDC4A funding approval. Board Member Ridgeway requested operational costs to review for a new pool facility. EDC4A adjourned at 8:20 p.m. Parks & Recreation Board took a break at 8:20 p.m. and reconvened at 8:30 p.m. Secretary Kadow inquired about building dirt baseball fields to cut down on costs. Board Member Stotts discusses the issues associated with dirt baseball fields. Board Member Ridgeway expressed concern that there are no amenities at either park that will serve residents with no school age children, which make up approximately 50% of the Town's population. Several other members of the Board agreed that this was a valid concern. Flaten stated that she will bring a map that identifies all trails in the town, both existing and future. Board Member Stotts recommended that a smaller group of people work on the funding of this project to prepare it for Council approval. Board Member Kohs noted that many of the senior residents would be well served by a recreation center. Vice Chairmen Gregory agreed with the statement, but noted that the Town will not be able to afford a recreation center at this time. Board Member Kohs suggested that a bond be put on the ballot for a recreation center. Board Member Kadow inquired as to how much input the Board will have on the next phase on the project. Director Adams informed the Board that the Task Force has already been set up, and that it has the ability to move forward on its own. He also reminded the Board that Northeast Park would likely have to be a part of Phase 1 of any building plans. Board Member McCollister requested information on the status of the drainage ditch and a projection of when the project should be completed. A.3 Citizen Presentations: this is an opportunity for citizens to address the Park &Recreation Board on any matter whether or not it is posted on the agenda. The Board is not permitted to take action on or discuss any presentations made to the Board at this time concerning an item not listed on the agenda. The Board will hear presentations on specific agenda items prior to the Board addressing those items. No citizen presentations were given. AA Discuss and take appropriate action on the approval of the May 13, May 27, and June 3, 2008 minutes. Board Member Stotts made the motion to approve the minutes from May 13, May 27, and June 3, 2008. Seconded by Secretary Kadow. Motion passed unanimously. Vice-Chairperson Gregory asked to receive future minutes the same day as the agenda to allow proper time to review them. A.5 Parks and Recreation Staff update and discussion regarding project updates as listed below. There will be no action taken on any individual project posted under this item and discussion will be limited. If extensive discussion is required, the item may be placed on a future agenda. 1. Trophy Club Park-The sub-committee will have a meeting in the upcoming weeks. The bores for the bathrooms are being bid on and should be completed before the next meeting. 2. Tree Board operations-Parks Supervisor Jaramillo will be working with the Board more extensively. The Board is looking into the creation of an interpretive trail at Trophy Club Park. Researching the use of Tree City funds for projects other than planting trees in the town. 3. Sports associations operations-All fields are shut down for maintenance. There will be 2 new t-ball fields created in the outfield of the Harmony Park t­ ball field. Football will be practicing in the outfield of Independence 4. They will only be able to get one field out of the church's land. They'd like to create fields at Skyline Park, but it would require irrigation. There are no funds for irrigation at this time. The sport association liaisons will begin meeting in September. 4. Board Membership-Interview/vote in August, recommend to Council in September. 5. Park operations-Harmony parking lots will be finished before bathrooms. Will be meeting with Steve List to discuss soccer's needs. 6. Fourth of July update-High turnout for all events, multiple sponsors, vendors satisfied. A.6 Items for future agendas: 1. Sports associations contracts with the Town 2. Updating the advertising regulations as it relates to park and sports association sponsorship 3. The bi-annual Council presentation from the Board A.7 Next meeting will be August 4,2008 at 7:00p.m. A.8 Adjourn. Board Member Stotts made the motion to adjourn at 9:40p.m. Seconded by Board Member Glaser Motion passed unanimously. Barbie Kadow Parks & Recreation Board Secretary