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Minutes Parks 05/13/2008MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS TUESDAY, MAY 13, 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, May 13, 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 Pauline Twomey Chairwoman Steve Gregory Vice-Chairman Barbie Kadow Secretary Dave Glaser Board Member Matthew Graham Board Member Steven Kohs Board Member Bill Matthai Board Member Sally Ridgeway Board Member JD Stotts Board Member PARKS AND RECREATION BOARD MEMBERS ABSENT Chris McCOllister Board Member Stephen Skeen Board Member STAFF AND GUEST(S) PRESENT Brandon Emmons Town Manager Adam Adams Staff Liaison/Parks and Recreation Director Jasmine Lee Recreation Supervisor Terry Lewis Aquatic/Outdoor Coordinator Danny Thomas Fire Chief Susan Edstrom Task Force Member Jim Moss Town Council Liaison/Task Force Member Britt Flaten Carter & Burgess Representative A.1 Call to order and announce a quorum. Chair Person Twomey called the Regular Session to order at 7:03 p.m. noting a quorum was present. A.2 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. A,3 Board to recognize visiting MUD directors. Chairperson Twomey thanked the directors in attendance for the donation to Trophy Club's Fourth of July Celebration. and invited them back to discuss future partnerships with the MU Os. AA Fire Chief Danny Thomas systems with the Board. to discuss various aspects of lightning detection Chief Thomas provided a packet of information including research relating to lightening detection systems. He recommended the ThorGuard system and provided a quote and letters of recommendation. Board Member Matthai made a motion to unanimously. move Item A, 7 up. Motion passed A.7 Discuss and take appropriate action on the proposed amenity lakes. Town Manager Emmons discussed the liner for the lakes, which will be made of clay instead of synthetic materials for long-term maintenance savings. Board Member Stotts discussed conversations with professional engineers and offered suggestions for improvements. Town Manager Emmons provided detail on the structure of the lake and maintenance issues. The Board asked him to check on depth and erosion concerns. A,5 Discuss and provide input to staff, the task force and Carter & Burgess regarding the comprehensive park plan. Carter & Burgess Representative Britt Flaten presented the Board and task force with three concept plans for Northwest Park: Plans B, C, and D. The Board and task force instructed Flaten to move forward with Plan 0, while maximizing field space and creating a parking area near the smaller fields. Flaten presented two concept plans for Northeast Park: Plans A and B. The Board and task force instructed Flaten to move forward with Plan A, remove the dog park and skate park from the Northeast Concept plan to maximize field space. A.6 Discuss and take appropriate action concerning the Park and Recreation Board's role in the future as to how it interacts with both Town staff and Town Council. Director Adams explained that this was an item that he placed after discussions with Dave Glaser on this topic. on the agenda Board Member Graham stated that two times in the past issues were raised that he as well as the other members felt that the Board was not adequately informed nor involved in. He further stated that the Board's opinions of how those items were handled were brought forward and dealt with and that the items were resolved. Board Member Stotts stated that this issue was not dealt with properly and that the Board finds out certain things after-the-fact. He believed there were no secret agendas, but because of the way things were handled it creates doubt and distrust in the process. Board Member Glaser stated that when all of this came about it was because Board Member Stotts researched this and found answers on his own. Board Member Graham stated that he wrote ten or more emails and was angered early on that the Parkland Dedication was changed without notice or discussion with the Board. He stated that those objections were heard and afterwards the Board was given additional information. He further stated that the problem lays in-the-fact that the Board was not the sponsor of these ideas and that the Town Manager had to make immediate decisions on matters such as these and therefore could not advise the Board prior to making those decisions. Councilwoman Edstrom said that dealing with these issues depended on timing. The Parkland Dedication Ordinance was followed in the matter of the estate lot. She added that if the Board wanted direction then Council would give it to them, but if the Board had an idea then they should bring it to Council. Board Member Stotts stated that all they were looking for was increased communication and not to find things out after-the fact. Board Member Twomey stated that she had asked the Mayor for a Board liaison, but that she had not ever heard back from him. Board Member Matthai stated that he had talked with Brandon during the amenity lake issue and that Brandon was facing a tight timeline with several different factors coming into play quickly. The process was slowed by the Corp of Engineers. Board Member Glaser requested that if possible in the future the Board be informed by email if something happened that concerned the Board in-between meetings. Board Member graham stated that a Board Member attend Council meetings as this would be the most viable way for the Board to remain current and have input. Councilwoman Edstrom stated that staff could provide and disseminate information to the Board. Vice-Chair Gregory stated that several times in the past there seemed to be a lack in communication. Board Member Kohs expressed concern that the allocation of the hotel/motel tax was being allocated to different areas such as the Parks and Rec budget and would like to know what was going on with those monies. Board Member Graham stated that the character of the parkland was changed with the subtraction of the estate lot and digging holes in the land for the amenity lakes. Board Member Kadow stated that Board Members should not have to spend hours of their time doing research on things that should have been communicated to them. Board Member Ridgeway stated that everyone would lose out if the Board was not properly informed as it was the Board's job to advise Council on these types of matters. Chairwoman Twomey stated that she would like the Mayor to come to a future meeting. Board Member Graham disagreed as he felt the issue had been addressed adequately at this time. A.8 Discuss and provide input to staff on the pool update. Aquatic/Outdoor Coordinator Lewis provided a handout and presentation on aquatic programming for the upcoming summer. A.9 Discuss and take appropriate action on the approval of the April 1 and April 9, 2008 minutes. April 1, 2008 minutes were not included in the packet. Amend April 9, 2008 minutes to indicate special session, not regular session. Remove the term 'Parson' from section A.2 in reference to Vice Chair Gregory. Board Member Glaser made a motion to approve the April 9, 2008 minutes as amended. Seconded by Board Member Stotts. Board Members Graham and Matthai abstained; the motion passed. A.10 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. a. Arbor Day Celebration b. Forth of July Planning c. TCP status-Should open this weekend, barring rain d. Budget e. Summer Day Camp f. TC Median project g. Effluent water usage at Harmony Park-Expansion bid packet opens May 20th A.11 Items for future agendas: a. Investigate remedies for drainage areas adjacent to the lakes b. Investigate a no-smoking ordinance c. Investigate funding for Parks and Rec from the MUD d. TCP master plan status e. Explore recreation budget models Discuss bond for park expansion Baseball operations Alternate field options for baseball Hotel tax Imminent domain as it relates to Beck Park A Park Board sponsored event at the pool A.12 Discuss and take appropriate action to schedule the next Park Board meeting. Chair Person Twomey made the motion to meet Tuesday May 27. 2008, at 7:00 p.m. Motion passed unanimously. A.12 Adjourn. Board Member Matthai made the motion to adjourn at 10:09 p.m. Seconded by Board Member Glaser. Motion passed unanimously.