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Minutes Parks 10/17/2022TOWN OF TROPHY CLUB PARKS AND RECREATION BOARD MINUTES MONDAY, OCTOBER 17; 7:00 PM The Trophy Club Parks and Recreation Board met in a Regular Session on Monday, October 17, 2022. The meeting was held at Town Hall,1 Trophy Wood Drive in the Council Chambers. BOARD MEMBERS PRESENT: Dean Murray Chairperson Tracey Hunter Secretary Robert Ferguson Board Member Stacey Bauer Board Member Patrick Schrein Board Member Wendie Bailey Board Member BOARD MEMBERS ABSENT: Stephanie Presley Board Member STAFF PRESENT: Tony Jaramillo Director of Parks and Recreation Sumner Haye Recreation Superintendent Daniel Wilson Senior Administrative Assistant Kassidy Hill Events and Recreation Coordinator Tim Ready Aquatics and Recreation Coordinator CALL TO ORDER AND ANNOUNCE A QUORUM Chairperson Murray called the meeting to order at 7:02 PM and noted a quorum with Board Members Hunter, Ferguson, Bauer, Schrein, and Bailey. PUBLIC COMMENTS Chairperson Murray confirmed there were no speakers registered for Public Comment. ANNOUNCEMENTS AND REPORTS 1. Introduce new Parks and Recreation team members Kassidy Hill, Tim Ready, and Daniel Wilson. (T. Jaramillo) Director Jaramillo introduced and provided a brief background of the new Parks and Recreation staff members. 1. Kassidy Hill, Events and Recreation Coordinator, graduated from the University of North Texas in 2019 with a degree in Hospitality Management. She has worked at the Trophy Club Country Club for five years as the event manager. Afterwards, she went to the city of Denton as the Special Events Coordinator. 2. Daniel Wilson, Senior Administrative Assistant, has worked at the Trophy Club Community Pool since 2017. He attended Texas Tech in 2021 and will pursue a Parks and Recreation -related degree at the University of North Texas shortly. He grew up in Trophy Club and graduated from Byron Nelson High School. 3. Tim Ready, Aquatics and Recreation Coordinator, was born and raised in Aspen, Colorado, attended Purdue University and has master's degree in Business Administration. Tim has 14 years of aquatic experience and has worked for the City of Thornton, Colorado Parks and Recreation department as a pool manager. 2. Recognize Tom Bath and Steve Babineaux for their service to the Parks and Recreation Board. (T. Jaramillo) Director Jaramillo expressed his gratitude to former Board Members Tom Bath and Steve Babineaux for the numerous hours of dedication they provided to the Parks and Recreation team by means of board meetings and volunteering at Trophy Club Park and various community events through their service. Parks and Recreation Board Monday, October 17, 2022 Page 1 of 5 3. Discuss and provide updates regarding parks projects. (T. Jaramillo) Parks projects items provided by Director Jaramillo: 1. The Harmony Park shade structure is going to Council on October 25, 2022, for final approval of final installation. 2. The walking trail around Harmony Park previously had numerous tripping hazards, all of which the Parks department did a phenomenal job in repairing. 3. Seasonal colors for the medians throughout the Town have been ordered for the fall and Winter seasons. The Parks department will begin the transition of the colors in early November. 4. The Parks department is spreading awareness of Breast Cancer Awareness Month by spray - painting pink ribbons on all baseball fields. 4. Discuss and provide updates regarding recreation programs and events. (T. Jaramillo) 1. Events and Recreation Coordinator Hill presented a brief summary of the remaining events in 2022, which included details on the Fright Lights Competition, Holiday Lights Competition, Gingerbread House Decorating event, Christmas in the Park event, and the Letters to Santa event. 2. Events and Recreation Coordinator Hill and Senior Administrative Assistant Wilson also presented the new Sponsorship Program to the Parks and Recreation Board. Events and Recreation Coordinator Hill summarized the program, noting past sponsorship statistics, and presented the levels of sponsorships offered, including the benefits at each level. Senior Administrative Assistant Wilson expanded on the financial considerations of the sponsorship program, as well as the procedures and resources available for local businesses to participate in the program. Board member Schrein asked about the sponsorship opportunities for the Fourth of July event. Senior Administrative Assistant Wilson commented that the Fourth of July sponsorship levels would mimic what they have in the past, which would include the three levels from the sponsorship program with an addition $10,000 title sponsor opportunity. Secretary Hunter asked about where businesses could find information on the sponsorship levels and their respective pricing. Senior Administrative Assistant Wilson responded that the information is available online as well as through the registration form. Board member Bailey asked if there was any plan to promote the program on social media. Senior Administrative Assistant responded, assuring that an effort would be made to reach businesses through social media resources. Chairperson Murray asked if the program was available to the surrounding area or if sponsors were limited to those within the Town limits. Senior Administrative Assistant Wilson commented that while the focus of the outreach would be towards Trophy Club businesses, sponsorships from the surrounding communities would be accepted. Parks and Recreation Board Monday, October 17, 2022 Page 2 of 5 3. Recreation Superintendent Haye introduced the Fitness in the Park program and described its purpose to build a fitness community within the Town. The classes currently take place on Wednesdays at 9:00 AM, located at the Harmony Park Pavilion. These classes are for all levels and ability. Board member Bauer asked about the price of the Fitness in the Park classes. Recreation Superintendent Haye responded that, at the moment, classes are free to attend in an effort to build interest. A cost may be implemented in the future. Board member Bailey asked if more classes would be considered if the program proved successful. Recreation Superintendent Haye responded that additional days and time would be added if the demand for them arises. 4. Recreation Superintendent Haye also made mention of the upcoming Volunteer Day on October 22, 2022, at 9:00 AM at Trophy Club Park. The Parks and Recreation department will be partnering with Keep Texas Beautiful in an effort to pick up trash. A dumpster will be weighed at the conclusion of the event to see the amount of trash collected for reporting purposes back to Keep Texas Beautiful. 5. Recreation Superintendent Haye also introduced the ten -punch boating pass for access to Trophy Club Park's boat ramp in addition to the ten punch ATV/MX pass and the general entry annual pass. All these passes are available online and can be picked up at Town Hall or at Trophy Club Park on Friday from noon to 6:00 PM and Saturday and Sunday from 8:00 AM to 6:00 PM. REGULAR SESSION S. Take action regarding the approval of the Parks and Recreation Board minutes dated April 18, 2022. (T. Jaramillo) Chairperson Murray made a motion to approve the minutes dated April 18, 2022. Board member Bauer seconded the motion. Chairperson Murray called for a vote. Motion was approved unanimously (6-0). 6. Consider appointment of a Parks and Recreation Vice Chairperson. (T. Jaramillo) Chairperson Murray asked for candidates for the Vice Chairperson position. The ballot included Board member Bauer, unopposed. Board member Bailey motioned to vote Board member Bauer into the Parks and Recreation Board Vice Chairperson position. Board member Hunter seconded the motion. Board member Bauer was elected as Vice Chairperson unanimously (6-0). 7. Discuss and take action on the Community Pool Facility Capital Improvement Project. (T. Jaramillo) Director Jaramillo presented the ongoing Capital Improvement Plans at the Community Pool to the Board. His presentation included a general overview of the project, detailing a not -to -exceed amount of $4,000,000.00 that has been designated by the Town for the project. Director Jaramillo shared photos of the current condition of the pool's pump rooms and features. In addition, he described the plans to replace all the components of both the Competition Pump Room and Parks and Recreation Board Monday, October 17, 2022 Page 3 of 5 the Splash Pad Pump Room and to replace the current fabric cover with a metal roof to further protect the new components. Director Jaramillo pointed out on the Master Plan the new construction to take place in phase two after the 2023 pool season, including a new party room, shaded pavilion area, and the replacement of the current wading pool with a slide tower and catch pool. Board member Ferguson asked for the cost of phase one and phase two. Director Jaramillo commented that he has been provided direction not to exceed the $4,000,000.00 not -to -exceed value, and that the exact values have not yet been made available to him. Board member Ferguson asked about the project phases. Director Jaramillo explained that phase one would consist of the improvements to the pump rooms between the 2022 and 2023 pool seasons, and that phase two would consist of the remaining improvement projects to be completed after the 2023 pool season. Secretary Hunter asked about the capacity and the available cooking equipment in the proposed party room. Director Jaramillo noted that the room's dimensions would be 40' by 40', though he is unaware of the capacity. Additionally, while the Parks and Recreation department has not yet discussed what cooking equipment will be available, Director Jaramillo suggests it would be minimal. Board member Bailey asked about the use of the party room during the off season, citing a lack of indoor rental space in the town. Director Jaramillo responded by stating that Aquatics and Recreation Coordinator Ready has put together many ideas on usage of the facility during the off season, including rentals. Chairperson Murray asked about the number of contractors working on the projects. Audience member David McCaskill, who was addressed by Director Jaramillo, stated that only one company would handle the design elements. Construction of the pump rooms during phase one would be handled by a single contractor. During phase two, the same contractor would likely install the slide tower. All other construction projects would be handled by another general contractor. Vice Chair Bauer asked about a contingency plan if the projects are not completed by the time the pool is to open for the 2023 season. Director Jaramillo explained that the only work to be done before the next pool season is that on the pump rooms. Director Jaramillo also added that himself and David McCaskill have met with the contractors who have said they have the components in stock and are ready to install them once approval is given. Secretary Hunter asked if the party room rental fees would differ for Trophy Club residents versus non- residents. Director Jaramillo commented that the fee schedule for the party room has not yet been discussed. Board member Bailey asked about the effect of the project on the pool's entry rate. Director Jaramillo explained that the entry rates have not yet been evaluated with the improvement projects in mind. Secretary Hunter motioned to take the Community Pool Capital Improvements Projects to the Town Council for approval. Vice Chair Bauer seconded the motion. Motion was approved unanimously (6-0). Parks and Recreation Board Monday, October 17, 2022 Page 4 of 5 Chairperson Murray suggested updates for the next board meeting: 1. Trophy Club Community Pool Entry Rates 2. Trophy Club Park 2022 Revenues Summary 3. Trophy Club Park Trails Master Plan Chairperson Murray stated the next Parks and Recreation Board meeting is scheduled for January 23, 2023. ADJOURN Chairperson Murray adjourned the meeting at 8:31 PM. Tracey Hunter, Yecretary Parks and Recreation Board Town of Trophy Club, TX D iel Wilson, Sr. dmin trative Assistant arks and Recreation Department Town of Trophy Club, TX Parks and Recreation Board Monday, October 17, 2022 Page 5 of 5