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Agenda Packet Parks 04/01/2008Town of Trophy Club Parks & Recreation Board Meeting Agenda 100 Municipal Drive Trophy Club, Texas 76262 Tuesday, April 1, 2008 7:00 PM A.1 Call to order and announce a auorum. A.2 Citizen Presentations: this is an 0000rtunity 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 Discuss and provide input concerning the results of the public park survey. A.4 Discuss and provide input to sports sub -committee members and attending sports association representatives. A.5 Discuss and take appropriate action concerning the Park Ordinance No 2005-27 A.6 Discuss and take appropriate action on the agDroval of the March 1. 2008 minutes. A.7 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 aaenda. 1. Arbor Day 2. Fourth of July 3. Recreation Proarams 4. Harmony Park Update 5. Budget 6. Parks Operations A.8 Items for future agendas: 1. Investigate remedies for drainage area adjacent to the Lakes 2. Investigate a no smoking ordinance for the parks. A.9 Next meeting will be May 1, 2008 at 7:00 p.m. A.10 Adjourn. PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 4-1-2008 Subject: Agenda Item No.A.1 Call to order and announce a quorum. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: 3 PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 4-1-2008 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. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: L! PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 4-1-2008 Subject: Agenda Item No.A.3 Discuss and provide input concerning the results of the public park survey. 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C: 5 e 5 t o o c= f / % / / ƒ \ / / \ / R / g±» O O±*% 3 2 L O% LL kƒƒ L J k k ■ ■ 0 s . 0 ■ e ■ ■ ■ e ■ e 0 ■ s 0 ■ e ►K � -IN6, o r � 7 m at, PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 4-1-2008 Subject: Agenda Item No.A.4 Discuss and provide input to sports sub -committee members and attending sports association representatives. EXPLANATION: During the March 12 meeting the Board voted to create a sub -committee to investigate the needs of the various sports associations. RECOMMENDATION: STAFF COMMENTS: 31 PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 4-1-2008 Subject: Agenda Item No.A.5 Discuss and take appropriate action concerning the Park Ordinance No 2005-27 EXPLANATION: The Board discussed various changes that needed to be made to the existing Park Ordinance at the Board's March 11, 2008 meeting. They will now need to finalize those changes. RECOMMENDATION: STAFF COMMENTS: Attachments: Ordinance No 2005-27 WA 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 ofthe 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 ofthe public health, safety and general welfare; and WHEREAS, the Town jtas approximately -one thousand acres of parkland available for the......... Deletes: eu-ndy use and enjoyment of its residents; and Deleted: nine hundred WHEREAS ,withthe existing parkland, the,lututerecreational amenities neededin[lie PlD.,.... Deleted: eeneyenaeledpo<>;]uva -- ----- development areas, the ponstruction of Bti on Nelson High School and the park and recreational .. .. .... ....p dedicatlon ordinance J -..._.._ opportunities presented by Trophy Club Pail the Town has many opportunities to explore_ the Deleted: din pending expansion and development of parkland and recreational amenities; and Deleted: he new r: sohooi - Deleted: Marshall Creek Park WHEREAS, because parkland and recreational amenities are intended for the benefit and-_... " Deleted: ¶ enjoyment ofthe residents ofthe Town, itis important to allow those residents to play a key role in Formatted: Indent: First line: o^ shaping the expansion and development ofparkland and recreational opportunities; and WHEREAS, theParks and Recreation Board allow residents to playa more active role ,- Deleted: cnanpe ord a Parks and -will ,._ and to provide direct citizen input to the Parks & Recreation Director for the development of parks Recreation Advisory Group to 0 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. 33 INCORPORATION OF PRENUSES All ofthe above premises are true and correct and are hereby incorporated in the body ofthis Ordinance as if fully set forth herein. SECTION 2. DEFINITIONS For the purpose of article, the following teens, 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 owned, used, controlled, or Deleted: ii me T— ...... ................................. . leased by the Town, and devoted to active or passive recreation. SECTION 3. BOARD ESTABLISHED/NUMBER OF MEMBERS/TERMS ESTABLISHED/QUALIFICATIONS The_Parks and Recreation Board consisting of not less nine (9) nor more thaneleven (] 1) Deleted: A. 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 turn interval. 4. Hold Over. If a replacement has not qualified upon the expiration of a member's tern, 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. 34 b. The Vice -Chairperson shall assist the Chairperson in directing the affairs ofthe Board. In the absence ofthe 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. The Secretary shall_eyew minutes of all meetings and in the Secretary's Deleted: keep the 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. Director Participation. The Director ofthe 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. Ex Officio Member. The Director shall be an ex officio member ofthe 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 Deleted: consent ofthe board shall be deemed to constitute the resignation of that member and shall be certified by the chairperson to the Town Council. A member's absence will be considered at the next regularly scheduled meeting followin« the absence. �vembers should attempt to male all regular meetings, hor'revei a member finds .. Deleted:Effeodvenessasamember ...___.. ...... _. - _.. ......... .. .. ............. ... -.. difficulty in attendance, it is suggested that the member consider requires regular attendance. Members maintaining regular shall net miss morethan three (3) whether he/she has sufficient time to be an effective member. It is the responsibility of a regularly scheduled monthly meetings per member in this position to initiate a discussion with the chair /president or staff liaison Year'¶ about attendance. Deleted: If The chairman ofthe board js to maintain a charted attendance record for all members. . Deleted: 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. Deleted: If there are no pending hems <,... .- .......... .....__.,..... ........ ...... ....._ for consideronon.a unombly 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 ii a .. Deleted:. J ¢irnely manner. SECTION 4. 001 POWERS AND DUTIES OF THE BOARD The Parks and Recreation Board shall have the following powers and perform the following oeteted: A. __. _ duties: 1. Advisory Capacity to Council: The Board shall act principally in an advisory capacity to the Town staffand the Town Council in all matters pertainingto 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 fixture 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. J._ AppointITMIt: The Board may from time -to -time appoint a non-votingrnember to serve on the Board in order to facilitate a; rcater understanding in a specific area concerning parks and recreation. 4_ AdvisoryCapacity to the Director It shall advise the Parks and Recreation on problems - Deleted: 3 J _... of development of recreation areas, facilities, programs and improved recreation services. 5. Recommend Standards: It shall recommend the adoption of standards for areas, ....Deleted: a —� facilities, programs and financial support for parks and recreation purposes 6. Advise on Long -Range arks and Recreational Capital Improvement Programs: The -P ' Board shall advise andrecommend 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. J. Solicitations: The Board may solicit grants, on behalf of the Parks and Recreation .... Deleted: e Board; provided however, that the acceptance of any such grant is subject to the approval and acceptance of Town Council. 4. Cooperative Opportunities: The Board may cooperate with other governmental ... b Deleted: - - - ..... . .................. agencies, civic organizations and all citizens ofthe Town in the advancement of sound parks and recreation planning and programming. $ Amendments to Ordinance: The Board may, from time to time, recommend to the Town Council amendments to this Ordinance. M 1�0. Reports: The Board shall, through its Chairperson or his/her d, l aDe ... resigneemake an oral leted: -- _.. --._.. written report semi-annually to the Town Council concerning its activities during the past year and its proposals for the coming year. Budget: The Board shall review the proposed_ budget for the Parks and Recreation Deieted: io Department, and make any recommendations to the Parks and Recreation Director deemed necessary. The Board is not authorized to add, delete or change in anyway the budget as prepared by the Parks and Recreation Director. Additional Rules: The Board shall have authority to adopt such additional rules that are ... - Deleted: a not in conflict with this ordinance that it deems necessary to carry the purpose and intent of this ordinance, subject to Town Council approval. ,13. Actions of Board As a Unit. No action of any, individual members) is authorized Deleted; :z except as approved by the Board. Only the Board acting as a whole shall exercise the powers and duties ofthe Board. SECTION 5. PROCEDURES OF THE BOARD _The procedures- of the_ Board are as set out below: Deleted: n 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 ofthis Ordinance shall continue to be governed bythe provisions ofsuch Ordinance and for that purpose the Ordinance shall remain in full force and effect. 37 SECTION 7. SEVERABILM 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 ofthe Town ofTrophy Club is hereby directed to engross and enroll this Ordinance by copying the exact Caption and Effective Date in the minutes ofthe 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 ofthe Town ofTrophy Club, Texas this 5'b day of December, 2005. Mayor Town of Trophy Club, Texas Effective Date: [SEAL] ATTEST: Town Secretary Town ofTrophy Club, Texas �R' APPROVED TO AS FORM: Town Attorney Town of Trophy Club, Texas 39 PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 4-1-2008 Subject: Agenda Item No.A.6 Discuss and take appropriate action on the approval of the March 1, 2008 minutes. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: Attachments: March 1, 2008 minutes MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS TUESDAY, March 11, 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, March 11, 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 Chair Person Steve Gregory Vice Chair Barbie Kadow Secretary Dave Glaser Board Member Matthew Graham Board Member Steven Kohs Board Member Bill Matthai Board Member Chris McCollister Board Member Arrived at 7:42 p.m. Sally Ridgeway Board Member Stephen Skeen Board Member JD Stotts Board Member Arrived at 7:22 p.m. PARKS AND RECREATION BOARD MEMBERS ABSENT STAFF AND GUEST(S) PRESENT Brandon Emmons Town Manager Adam Adams Staff Liaison/Parks and Recreation Director Jasmine Lee Recreation Supervisor Jim Moss Citizen A.1 Call to order and announce a quorum. Chair Person Twomey called the Regular Session to order at 7:08 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. Jim Moss 979 Trophy Club Drive Mr. Moss plans to attend future Parks and Recreation Board meetings and report relevant issues to Town Council on a regular basis. He encouraged the Board to work with EDC4A to meet future park needs in the town. M A.3 Discuss and take appropriate action on the approval of the February 12, 2008 minutes. Vice Chair Gregory made a motion to move item A.3 down the agenda after item A.B. Board Member Matthai seconded. The motion passed unanimously. A.4 Review and provide input and recommendations regarding the 2005 Park Board Ordinance. Director Adams stated that all references to Marshall Creek Park will be changed to Trophy Club Park. Director Adams suggested that the Board change the wording of the third paragraph on page one, beginning "Whereas, with the existing", to remove the word `pending' and include the name of Byron Nelson High School. The Board would like the wording of the fifth paragraph on page one, beginning "Whereas, the change", to be changed so that it covers all parks and recreational facilities under Town control. Director Adams will discuss the wording of this section with the Town Attorney. Board Member Graham requested that Town staff check the Town's Board, Commission and Committee Handbook to ensure that Section 3-A-1 is consistent. He questioned whether one must be a registered voter to be a member of the Parks and Recreation Board. Board Member Glaser requested that the definition of Park in Section 2 be changed to remove the phrase "in the Town". Board Member Graham suggested that Town Staff should sign the minutes. Director Adams will look into this. The Board requested that Director Adams rewrite Section 3-A- 1 -c to accurately reflect the duties of the Secretary with regard to the minutes. Board Member Graham requested that a time frame be included in Section 3-A-11 to indicate how long Town Staff have to file minutes with the Town Secretary after they have been approved. Chairperson Twomey requested that a paragraph be added to discuss the addition of non-voting liaisons to the Board after Section 3-A-7. Board Member Matthai requested that the formatting of the document be corrected. The Board Member Matthai and Chairperson Twomey requested that Director Adams amend Section 3-A-8 to include the statement "It is the member's responsibility to try to contact staff if they know they will be absent". Director Adams will also add a line item to each meeting's agenda giving the Board the ability to review and take action on the absence of any members from the prior meeting. The Board would like to strike the last sentence of Section 3-A-9. M A.5 Board to discuss and make recommendations concerning the appointment of a liaison to the various sports associations. Board Member Graham made a motion to create a sport association sub -committee with no less than three members. Secretary Kadow seconded. The motion passed unanimously. Board Member Graham made a motion to staff the sport association sub -committee with Secretary Kadow, Board Member McCollister, and Board Member Stotts. Board Member Matthai seconded. The motion passes unanimously. A.6 Staff and Trophy Club Park Sub -Committee to discuss park operations and planning with the Board. Director Adams discussed the upcoming Trophy Club Park Grand Opening event. He also discussed the process of comprehensive park planning and indicated that the department would move forward with the creation of bid specifications in order to seek the required three bids. A.7 Parks and Recreation Staff update and discussion regarding project updates and items 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. Comprehensive Park Plan Director Adams will have the results of the survey on Friday. The task force will meet to discuss the results next Tuesday night. 2. Arbor Day 3. Recreation Programs 4. Harmony Park update 5. Sports Associations 6. Agenda Process Director Adams informed the Board that agenda items must be received no later than the Wednesday prior to the meeting. Items requiring extensive research may be placed in future agenda items. 7. EDC4A 8. Budget C9' Director Adams asked for two members to meet and learn about the budget. Board Member McCollister and Board Member Glaser volunteered. A.8 Items for future agendas: 1. Investigate use of effluent water on public areas 2. Investigate the drainage area adjacent to the Lakes development 3. Investigate a no smoking ordinance for the parks 4. Update from the Sport Association Sub -Committee 5. Update on Harmony Park bathrooms A.3 Discuss and take appropriate action on the approval of the February 12, 2008 minutes. Board Member Skeen made a motion to approve the February 12, 2008 minutes. Seconded by Board Member Matthai. Board Member Stotts abstained. Motion passed. A.9 Next meeting is April 1, 2008 at 7:00p.m. The Board discussed permanently moving meetings to the second Tuesday of the month, pending Director Adams' confirmation of the room's availability. A.10 Adjourn. Board Member Skeen made the motion to adjourn at 9:42 p.m. Seconded by Board Member Stotts. Motion passed unanimously. PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 4-1-2008 Subject: Agenda Item No.A.7 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. Arbor Day 2. Fourth of July 3. Recreation Programs 4. Harmony Park Update 5. Budget 6. Parks Operations EXPLANATION: RECOMMENDATION: STAFF COMMENTS: C! PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 4-1-2008 Subject: Agenda Item No.A.8 Items for future agendas: 1. Investigate remedies for drainage area adjacent to the Lakes 2. Investigate a no smoking ordinance for the parks. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: E, PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 4-1-2008 Subject: Agenda Item No.A.9 Next meeting will be May 1, 2008 at 7:00 p.m. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: CV1 PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 4-1-2008 Subject: Agenda Item No.A.10 Adjourn. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: CE: