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Agenda Packet Parks 01/09/2007Town of Trophy Club Parks & Recreation Board 100 Municipal Drive Trophy Club, Texas 76262 Tuesday, January 9, 2007 7:00 P.M. A.1 Call to order and announce a quorum. 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. A.3 Town Manager Brandon Emmons to discuss possible Parks and Recreation issues and facilities related to Parks and Recreation concerning the future development. A.4 Discuss and take appropriate action regarding future Board operations based on the Park & Recreation Board Ordinance. A.5 Discuss and take appropriate action concerning fees at Park and Recreation facilities as proposed by staff. A.6 Discuss to take appropriate action concerning adoption of fees for sport associations that utilize Town facilities. A.7 Discuss to take appropriate action concerning adoption of resident user fees at the Community Pool. A.8 Discuss and take appropriate action regarding Marshall Creek Sub-Committee. A.9 Discuss and take appropriate regarding the creation of a Recreation Facility Sub- Committee. 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. Recreation programs & events b. Marshall Creek Park c. Other Park Facilities A.11 Items for future agendas: Drainage area adjacent to Lakeview Park Investigate use of effluent water on parkland Discussion median design specs in future development Investigate sponsorship opportunities with sports association Long range park planning Community Pool addition A.12 Discuss and take appropriate action on the approval of the December 5, 2006 minutes. A.13 Next meeting will be Tuesday, February 13, 2007 at 7:15 p.m. A.14 Adjourn. PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 1-9-2007 Subject: Agenda Item No.A.1 Call to order and announce a quorum. PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 1-9-2007 Subject: Agenda Item No.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. PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 1-9-2007 Subject: Agenda Item No.A.3 Town Manager Brandon Emmons to discuss possible Parks and Recreation issues and facilities related to Parks and Recreation concerning the future development. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 1-9-2007 Subject: Agenda Item No.A.4 Discuss and take appropriate action regarding future Board operations based on the Park & Recreation Board Ordinance. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: Park and Recreation Board Ordinance TOWN OF TROPHY CLUB, TEXAS ORDINANCE NO. 2005-27 AN ORDINANCE OF THE TOWN OF TROPHY CLUB, TEXAS, CREATING A PARKS AND RECREATION BOARD (“BOARD”); PROVIDING FOR THE INCORPORATION OF PREMISES, PROVIDING DEFINITIONS; ESTABLISHING THE BOARD, PRESCRIBING THE NUMBER OF BOARD MEMBERS, TERMS OF OFFICE, AND QUALIFICATIONS OF THOSE MEMBERS; PROVIDING POWERS AND DUTIES OF THE BOARD; PRESCRIBING PROCEDURES FOR MEETINGS OF THE BOARD; PROVIDING A CUMULATIVE REPEALER CLAUSE; PROVIDING SEVERABILITY; PROVIDING FOR ENGROSSMENT AND ENROLLMENT AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Town Council of the Town of Trophy Club, Texas (the “Town”) is a home rule municipality empowered to do all acts and make all regulations which may be necessary or expedient for the promotion of the public health, safety and general welfare; and WHEREAS, the Town currently has approximately nine hundred acres of parkland available for the use and enjoyment of its residents; and WHEREAS, with the existing parkland, the recently enacted parkland dedication ordinance, the pending construction of the new high school, and the park and recreational opportunities presented by Marshall Creek Park, the Town has many opportunities to explore the expansion and development of parkland and recreational amenities; and WHEREAS, because parkland and recreational amenities are intended for the benefit and enjoyment of the residents of the Town, it is important to allow those residents to play a key role in shaping the expansion and development of parkland and recreational opportunities; and WHEREAS, the change of the Parks and Recreation Advisory Group to a Parks and Recreation Board will allow residents to play a more active role and to provide direct citizen input to the Parks & Recreation Director for the development of parks and recreational facilities within the Town; WHEREAS, the Town of Trophy Club, Texas, benefits by having its citizens involved in local government through service on Boards; NOW THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF TROPHY CLUB, TEXAS: SECTION 1. INCORPORATION OF PREMISES All of the above premises are true and correct and are hereby incorporated in the body of this Ordinance as if fully set forth herein. SECTION 2. DEFINITIONS For the purpose of article, the following terms, phrases, words and their derivations shall have the meaning given herein: Parks and Recreation Board (the”Board”): The Town of Trophy Club Parks and Recreation Board appointed by the Town Council. Director: A person appointed by the Town Manager as Parks and Recreation Director, or the Director’s designee. Park: A park, playground, recreation center or any other area, or facility in the Town owned, used, controlled, or leased by the Town, and devoted to active or passive recreation. SECTION 3. BOARD ESTABLISHED/NUMBER OF MEMBERS/TERMS ESTABLISHED/QUALIFICATIONS A. The Parks and Recreation Board consisting of not less nine (9) nor more than eleven (11) regular members is hereby established as follows: 1. Qualifications. Members shall be residents of the Town of Trophy Club. 2. No Compensation. Members shall serve without compensation. 3. Staggered Terms. Members’ terms will be for three (3) years/staggered. Places on the Board shall be numbered 1 through 11. Places 1 through 4 on the initial Board shall serve for a term of one (1) year. Upon expiration of that one (1) year term, members appointed to those seats shall serve on a regular three (3) year term interval. 4. Hold Over. If a replacement has not qualified upon the expiration of a member’s term, then that member shall continue his/her membership until replaced. 5. Officers. The Board shall annually elect a Chairperson, Vice-Chairperson and a Secretary. a. The Chairperson shall preside over meetings and shall be entitled to vote upon each issue. Board shall conduct its meetings in accordance with the Town’s Board, Commission and Committee Handbook. b. The Vice-Chairperson shall assist the Chairperson in directing the affairs of the Board. In the absence of the Chairperson, the Vice-Chairperson shall assume all duties of the Chairperson. In the event that the Vice-Chairperson is absent, the proceedings shall be conducted in accordance with Robert’s Rules of Order. c. The Secretary shall keep the minutes of all meetings and in the Secretary’s absence; the Chairperson shall designate another member to act as Secretary. The Secretary shall distribute, once a year at the first regular meeting a copy of the current Parks and Recreation Ordinance. The Secretary may accept the assistance of Town personnel in taking and transcribing minutes, when available, but shall sign it officially before presenting it to the Board for approval. 6. Director Participation. The Director of the Parks and Recreation Department shall be in attendance at the Board meetings. The Director shall participate in meetings to provide staff assistance, reports, and recommendations as requested by the Board. 7. Ex Officio Member. The Director shall be an ex officio member of the Board, with the responsibility to participate in discussions but without the right to vote. 8. Absence. A member’s absence from three (3) meetings annually without formal consent of the board shall be deemed to constitute the resignation of that member and shall be certified by the chairperson to the Town Council. Effectiveness as a member requires regular attendance. Members shall not miss more than three (3) regularly scheduled monthly meetings per year. If a member finds difficulty in maintaining regular attendance, it is suggested that the member consider whether he/she has sufficient time to be an effective member. It is the responsibility of a member in this position to initiate a discussion with the chair /president or staff liaison about attendance. The chairman of the board or commission is to maintain a charted attendance record for all members. If attendance becomes an issue, the staff liaison will attempt to secure a written resignation. 9. Meetings. Regular meetings shall be held at least once a month on the date and at the time established by the Board as provided in this Ordinance unless the Chairperson designates another time, date and place and all members of the Board are notified at least seven (7) days in advance. If there are no pending items for consideration, a monthly meeting is not required. 10. Quorum. A majority of members shall constitute a quorum. 11. Minutes. Minutes of each Board meeting shall be filed with the Town Secretary. SECTION 4. POWERS AND DUTIES OF THE BOARD A. The Parks and Recreation Board shall have the following powers and perform the following duties: 1. Advisory Capacity to Council: The Board shall act principally in an advisory capacity to the Town staff and the Town Council in all matters pertaining to parks and recreation, shall acquaint itself with and make a continuous study of the complete parks and recreation services of the Town; and shall advise the staff and Town Council from time to time as to the present and future policies, maintenance, operation, planning, acquisition, development, and enlargement of the Town parks and recreation services. The Board shall also have such authority as designated to it by Town Ordinance. 2. Study And Development of Recreation And Recreation Areas: The Board shall study and encourage the development of parks and recreation areas and the development of recreation for all residents of the Town. 3. Advisory Capacity to the Director: It shall advise the Parks and Recreation on problems of development of recreation areas, facilities, programs and improved recreation services. 4. Recommend Standards: It shall recommend the adoption of standards for areas, facilities, programs and financial support for parks and recreation purposes. 5. Advise on Long-Range Parks and Recreational Capital Improvement Programs: The Board shall advise and recommend to the Parks and Recreation Director the development of long-range capital improvement programs, and when the need exists for additional park and recreational facilities, the Board shall make appropriate recommendation to the Town Council. It may also recommend the acquisition of additional parks, park and recreational equipment and supplies. 6. Solicitations: The Board may solicit grants, on behalf of the Parks and Recreation Board; provided however, that the acceptance of any such grant is subject to the approval and acceptance of Town Council. 7. Cooperative Opportunities: The Board may cooperate with other governmental agencies, civic organizations and all citizens of the Town in the advancement of sound parks and recreation planning and programming. 8. Amendments to Ordinance: The Board may, from time to time, recommend to the Town Council amendments to this Ordinance. 9. Reports: The Board shall, through its Chairperson or his/her designee, make an oral and written report semi-annually to the Town Council concerning its activities during the past year and its proposals for the coming year. 10. Budget: The Board shall review the proposed budget for the Parks and Recreation Department, and make any recommendations to the Parks and Recreation Director deemed necessary. The Board is not authorized to add, delete or change in any way the budget as prepared by the Parks and Recreation Director. 11. Additional Rules: The Board shall have authority to adopt such additional rules that are not in conflict with this ordinance that it deems necessary to carry the purpose and intent of this ordinance, subject to Town Council approval. 12. Actions of Board As a Unit. No action of any individual member(s) is authorized except as approved by the Board. Only the Board acting as a whole shall exercise the powers and duties of the Board. SECTION 5. PROCEDURES OF THE BOARD A. The procedures of the Board are as set out below: 1. The Board shall establish the schedule and time for its regular meetings. The Chairperson may call special meetings. All meetings shall be held in a public place with public notice as prescribed by law. 2. A quorum consisting of a majority of members shall be required for the transaction of any business. SECTION 6. CUMULATIVE REPEALER This Ordinance shall be cumulative of all other Ordinances and shall not repeal any of the provisions of such Ordinances except for those instances where there are direct conflicts with the provisions of this Ordinance and where such other Ordinance(s) do not specifically state that fees contained therein take precedence. Ordinances or parts thereof in force at the time this Ordinance shall take effect and that are inconsistent with this Ordinance are hereby repealed to the extent that they are inconsistent with this Ordinance. Provided however, that any complaint, action, claim or lawsuit which has been initiated or has arisen under or pursuant to any such Ordinance on the date of adoption of this Ordinance shall continue to be governed by the provisions of such Ordinance and for that purpose the Ordinance shall remain in full force and effect. SECTION 7. SEVERABILITY If any section, article, paragraph, sentence, clause, phrase or word in this Ordinance or application thereof to any person or circumstance is held invalid or unconstitutional by a Court of competent jurisdiction, such holding shall not affect the validity of the remaining portions of this Ordinance, and the Town Council hereby declares it would have passed such remaining portions of this Ordinance despite such invalidity or unconstitutionality and that such remaining portions shall remain in full force and effect. SECTION 8. ENGROSSMENT AND ENROLLMENT The Town Secretary of the Town of Trophy Club is hereby directed to engross and enroll this Ordinance by copying the exact Caption and Effective Date in the minutes of the Town Council and by filing this Ordinance in the ordinance records of the Town. SECTION 9. EFFECTIVE DATE That this Ordinance shall be in full force and effect from and after its date of passage and publication, in accordance with law, and it is so ordained. PASSED AND APPROVED by the Town Council of the Town of Trophy Club, Texas this 5th day of December, 2005. Mayor Town of Trophy Club, Texas Effective Date: [SEAL] ATTEST: Town Secretary Town of Trophy Club, Texas APPROVED TO AS FORM: Town Attorney Town of Trophy Club, Texas PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 1-9-2007 Subject: Agenda Item No.A.5 Discuss and take appropriate action concerning fees at Park and Recreation facilities as proposed by staff. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: City Fee Survey & Proposed Fee Changes PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 1-9-2007 Subject: Agenda Item No.A.6 Discuss to take appropriate action concerning adoption of fees for sport associations that utilize Town facilities. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: Information Memorandum PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 1-9-2007 Subject: Agenda Item No.A.7 Discuss to take appropriate action concerning adoption of resident user fees at the Community Pool. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: (aa) PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 1-9-2007 Subject: Agenda Item No.A.8 Discuss and take appropriate action regarding Marshall Creek Sub-Committee. EXPLANATION: The Marshall Creek Sub-Committee was created to specifically investigate Marshall Creek Park operations and research additional uses. The item is before the Board to give staff and the individual Sub-Committee members the opportunity to discuss the current park operations and seek additional direction from the Board. RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: Information Memorandum Currently there are five members on this sub-committee, they are as follows: 1. Dave Glaser 2. Steven Kohs 3. Chris McCollister 4. Steve Skeen 5. Pauline Twomey PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 1-9-2007 Subject: Agenda Item No.A.9 Discuss and take appropriate regarding the creation of a Recreation Facility Sub- Committee. EXPLANATION: Based on the probability of the future acquisition of both parks and facilities, this motion would allow the Board to create a sub-committee to specifically work with staff during the process of such acquisitions. RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: Information Memorandum PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 1-9-2007 Subject: Agenda Item No.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. Recreation programs & events b. Marshall Creek Park c. Other Park Facilities EXPLANATION: RECOMMENDATION: STAFF COMMENTS: (aa) PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 1-9-2007 Subject: Agenda Item No.A.11 Items for future agendas: Drainage area adjacent to Lakeview Park Investigate use of effluent water on parkland Discussion median design specs in future development Investigate sponsorship opportunities with sports association Long range park planning Community Pool addition EXPLANATION: RECOMMENDATION: STAFF COMMENTS: (aa) PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 1-9-2007 Subject: Agenda Item No.A.12 Discuss and take appropriate action on the approval of the December 5, 2006 minutes. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: December 5, 2006 meeting minutes MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS TUESDAY, December 5, 2006 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, December 5, 2006. The meeting was held within the boundaries of the Town and was open to the public. PARKS AND RECREATION BOARD MEMBERS PRESENT Pauline Twomey Chair Steve Gregory Vice Chair – Arrived at 8:07pm Steven Kohs Secretary Dave Glaser Board Member Matthew Graham Board Member Wendy Hill Board Member – Arrived at 7:30pm Chris McCollister Board Member Stephen Skeen Board Member Matthew Graham Board Member Kathleen Wilson Board Member PARKS AND RECREATION BOARD MEMBERS ABESENT Matthew Graham Board Member - Excused STAFF AND GUEST(S) PRESENT Adam Adams Staff Liaison/Parks and Recreation Director Mindy Herring Recreation Supervisor A.1 Park & Recreation Board Chair Pauline Twomey called the Regular Session to order at 7:17 p.m. noting a quorum was present. A.2 Welcome new Park & Recreation Board members comments. New Board member comments. Bill Matthai and JD Stotts thanked the board. 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 citizens presented. A.4 Discuss and take appropriate action regarding the election of P & R board officers for the 2007 term. Board Member Wilson made the motion to reappoint Pauline Twomey as Chair, Steven Gregory as Vice Chair, Steven Kohs as Secretary and Matthew Graham as Parliamentarian. Seconded by Board Member Glaser; motion was passed unanimously. Absent at the time of the vote were Board Members Gregory, Hill and Graham. Board Member Wilson made the motion to move A.6 & A.7 before A.5. Board Member Glaser seconded. Motion passed unanimously. Absent at the time of the vote were Board Members Gregory, Hill and Graham. A.5 Discuss and take appropriate action regarding future Board operations based on the Park & Recreation Board Ordinance. Board Member Gregory made the motion for the Board Members to review the Ordinance and bring it back for discussion at the next Board meeting, seconded by Board Member Wilson; Motion passed unanimously. A.6 Discuss and take appropriate action regarding the creation of a skate park following the presentation made by Dr. Joe Walker. Dr. Joe Walker gave a presentation concerning Skate Parks. A.7 Discuss and take appropriate action regarding long range park planning following the presentation made by Dr. Joe Walker. Dr. Joe Walker gave a presentation concerning long range park planning. A.8 Discuss and take appropriate action regarding the park fees as it will be an agenda item on the Town Council January 22, 2007 meeting. The Board discussed various aspects of fees but no action was taken. A.9 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. Special Events - December Events b. Dog Park c. Harmony Park renovation d. Marshall Creek Park e. Future facilities A.10 Items for future agendas: Drainage area adjacent to Lakeview Park Town acquisition of passive areas located within the Lakes of Trophy Club Investigate use of effluent water on parkland Discussion median design specs in future development User fees for all parks Investigate sponsorship opportunities with sports association Creation of a skate park Creation of a dog park A.11 Discuss and take appropriate action on the approval of the November 14, 2006 minutes. Board Member McCollister made a motion to approve the November 14, 2006 minutes, seconded by Board Member Gregory; Motion passed unanimously. A.12 Next meeting scheduled for January 9, 2007 at 7pm. A.13 Adjourned at 10:00pm. ___________________________________________ Steven Kohs Parks and Recreation Board Secretary *THE PARKS & RECREATION BOARD MAY CONVENE INTO EXECUTIVE SESSION TO DISCUSS POSTED ITEMS AS ALLOWED BY THE TEXAS OPEN MEETINGS ACT, TEXAS LOCAL GOVERNMENT CODE 551.071. PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 1-9-2007 Subject: Agenda Item No.A.13 Next meeting will be Tuesday, February 13, 2007 at 7:15 p.m. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: Information Memorandum PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 1-9-2007 Subject: Agenda Item No.A.14 Adjourn.