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Minutes Parks 07/12/2011MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS TUESDAY, JULY 12, 2011 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 12, 2011 at 7:08 p.m. The meeting was held within the boundaries of the Town and was open to the public. PARKS AND RECREATION BOARD MEMBERS PRESENT Larry Lentzner Chairman Barbie Kadow Secretary Dave Glaser Board Member Steve Gregory Board Member Jim Hanna Board Member Chris McCollister Board Member Dean Murray Board Member Robbie Thomas Board Member Kathy Trotter Board Member PARKS AND RECREATION David Abdulky Steven Kohs BOARD MEMBERS ABSENT Vice Chairman Board Member STAFF AND GUEST(S) PRESENT Adam Adams Parks & Recreation Director Bill Rose Council Member Jacob Lohse Recreation Supervisor Sherri Lewis Recreation Supervisor Call to order and announce a quorum. Chairman Lentzner called the Regular Session to order at 7:08 p.m. noting a quorum was present. Citizen Presentation There were no citizen presentations Discuss and take appropriate action on the approval of the May 10 and June 14, 2011 minutes. May 10 minutes amended to reflect that Board Member Gregory was in attendance. Board Member Gregory motioned to approve the May 10, 2011 minutes as amended. Board Member Glaser seconded the motion. Motion passed unanimously. June 14 minutes amended to reflect that Board Member Murray was in attendance, Board Member Hanna's name was would be spelled correctly, and formatting issues would be corrected. Board Member Hanna motioned to approve the June 14, 2011 minutes as amended. Board Member Glaser seconded the motion. Motion passed unanimously. 2. Discuss and provide input on a staff update concerning bond and PID amenities and objectives in the following areas. a. Independence East Director Adams let the board know that sod will be installed this week, construction is within the time allotted for the project, and that there will be a grand opening "event" in conjunction with a baseball tournament. The target date for the grand opening is the last weekend in October. Board Member Lentzner shared his vision about future baseball tournaments; 5 day tournament, partner with Roanoke and baseball organizations, one of the days would be a "fun" day for participants to enjoy what Trophy Club and the metroplex have to offer. He also let the board know that progress is coming along nicely. b. Community Pool and Splash Park Director Adams gave a brief update on revenue, comparing 2010 numbers "to date" with 2011 numbers "to date." Budgeting for the pool is a little tricky sense it must be budgeted two years out. There is a zoning change that will be going to Town Council to make the pool and splash park "governmental." Staff may look at extending operating hours. c. Harmony Park Teague Nall and Perkins is moving ahead with soccer fields, as planned. Chain link fence will be moved closer to the street in the first part of September. The Harmony Park spray pad will be on the Town Council agenda at their next meeting. A new discussion regarding the Spray Pad has come up; it would be more cost effective for the MUD to run the operations due to the cost of water. If the Splash Pad is approved, the target date to have it completed is Labor Day Weekend. Director Adams researched the cost of a "recirculatory" water system. It was found that after the cost of supplies, it would take upwards of 15 years to recoup the cost of that system. A "holding tank" or "pond" system was also researched; it was found to be cost prohibitive. The quoted cost for the project will be held until May 2012. It was noted that the Park and Recreation Board has voted twice to approve the Splash Park. d. The concrete trail system and amenity lake Director Adams updated the board on the Median and Common Area RFP (Request For Proposals). The RFP will go before Town Council on Monday, July 18th, 2011. Adams stated that in his opinion the trail system will benefit from the labor being in-house Also, the amenity lakes are off- line while the transformer and cipher between the two lakes are being repaired. Director Adams let the board know that there will likely be unallocated money left from the bond. The Facilities Sub -Committee and the Board will need to discuss possible uses for this money. e. Trophy Club Park trail system Director Adams let the board know that regardless of the outcome of the RFP, maintenance of the motorized trails will be covered by the contractor, or the Town will need to hire additional staff. If the Town maintains the trails, 2 additional staff have been budgeted. Discussion among board about trail signage. The trail sub -committee is working on the nature trail signage. There is no firm date of when all signs will be completed and installed. Also, it would be nice to add 'Yule' signage (specifically regarding no bicycles on the trail) at parking trail heads. It might also be good to start thinking about naming the trails. Although, Town Council will need to be involved in that process. A "trail" plan will begin before the "master" plan is complete. The Corps is okay with this. Recreation/community center survey Director Adams let the board know that money is still available to do an official survey. He noted that it would be best to do the survey after the baseball field and dog park are complete. Since the survey process is a long process, it may be a good idea to begin working on it fairly quickly after the other projects are complete. A survey pertaining to the Recreation/community center would be a portion of a larger "feasibility' study. 3. Discuss and provide input on a staff presentation concerning the Fourth of July Celebration. Director Adams and Recreation Supervisor Lewis reviewed a PowerPoint presentation that gave a detailed recap of the Fourth of July Celebration. 4. Discuss and provide input concerning an update on Trophy Club Park. Recreation Supervisor Lohse revealed the debut of the Trophy Club Park web page. The new site will feature: an interactive site, a blog, a Facebook link, a message board, and a list of amenities. The Trophy Club Park web page will link to the Town's web page. Recreation Supervisor Lohse also let the board know about an event coming to the park in August — TORN Racing event for ATV and motorcross. The event promoter will be building new trails, renting the park for 4 days and handling all event logistics and using Trophy Club Drive as main entrance to the event site. EDC4b will be providing "Trophy Club" coupon booklets to the promoter to include the packets that are passed out to the participants when they check in. 5. Future agenda items: Discussion of what can park space in regards Project. Adjourn be taken to Town Council based on our amenities and to a 3-day event organized for the Wounded Warrior Board Member Glaser made the motion to adjourn at 9:19 p.m. Seconded by Board Member Hanna. Motion passed unanimously.