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Agenda Packet Parks 12/02/2008Town of Trophy Club Parks & Recreation Board Meeting Agenda 100 Municipal Drive Trophy Club, Texas 76262 Tuesday, December 2, 2008 7:00 PM A.1 Call to order and announce a auorum. 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 Discuss and take appropriate action on the approval of the October 7th and November 11, 2008 minutes. A.4 Discuss and take appropriate action on the Northeast Park concept design and cost allocation. A.5 Discuss and take appropriate action on the creation of a new Park Facilities Sub- committee and the appointment of a chair -person to the sub -committee. A.6 Park Chairman to discuss and solicit direction from the Board on saeakina before the NISD Partnership Committee in January concerning the topic of Trophy Club Park. A.7 Chair to discuss with the Board future procedural issues regarding citizen's presentations during Park Board meetings and the possibility of having an invocation at the beginning of a meeting. A.8 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.9 Items for future agendas: A.10 Discuss and take appropriate action on scheduling the next meeting. A.11 Staff to aive presentation on the Clock Tower Liahtina and related items. A.12 Adjourn. PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 12-2-2008 Subject: Agenda Item No.A.1 Call to order and announce a quorum. K PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 12-2-2008 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. 3 PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 12-2-2008 Subject: Agenda Item No.A.3 Discuss and take appropriate action on the approval of the October 7th and November 11, 2008 minutes. (aa) Attachments: 1. October 7, 2008 minutes 2. November 11, 2008 minutes C! 1 MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB ` LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS TUESDAY, OCTOBER 7, 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, October 7, 2008 at 7:00 p.m. The meeting was held within the boundaries of the Town and was open to the public. Steve Gregory Vice -Chairman Barbie Kadow Secretary (arrived 7:30pm) Dave Glaser Board Member Matthew Graham Board Member Caryl Ann Jacobs Board Member Steven Kohs Board Member Larry Lentzner Board Member Bill Matthai Board Member Chris McCollister Board Member (arrived 7:20pm) JD Stotts Board Member PARKS AND RECREATION BOARD MEMBERS ABSENT Sally Ridgeway Board Member STAFF AND GUEST(S) PRESENT Adam Adams Staff Liaison/Parks and Recreation Director Jasmine Lee Recreation Supervisor Terry Lewis Outdoor/Aquatic Coordinator Steve Melbourne Trophy Club Tritons Swim Coach A.1 Call to order and announce a quorum. Vice -Chairman Gregory called the Regular Session to order at 7:18 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. Board Member Stotts made a motion to move item A.6 up on the agenda. Seconded by Board Member Matthai. Motion passed unanimously. A.6 Staff presentation on swim team and pool operations. 67 Coach Melbourne gave a presentation to the Board on summer 2008 swim team operations. He discussed enrollment, which reached maximum capacity, staffing concerns, and goals for the future. A.3 Discuss and take appropriate action in the nomination and placement of new Board Officers for the following seats: 1. Chairperson Board Member Graham nominated Board Member Stotts for the position of Chairperson. Seconded by Board Member Glaser. Board Member Matthai nominated Vice Chairman Gregory for the position of Chairperson. Seconded by Board Member Kohs. Each nominee spoke briefly about their interest in the position. Board Member Stotts received votes from Board Member Graham, Secretary Kadow, Board Member McCollister, Board Member Jacobs, Board Member Lentzner, and Board Member Glaser. Vice Chairmen Gregory received votes from Board Member Kohs and Board Member Matthai. The new Chairperson of the Parks & Recreation Board is Chairmen Stotts. 2, Vice Chairperson Board Member Matthai nominated Vice Chairman Gregory for the position of Vice Chairperson. Seconded by Board Member McCollister. The vote was unanimous. The new Vice Chairperson of the Parks & Recreation Board remains Vice Chairmen Gregory. 3. Secretary Board Member Graham nominated Secretary Kadow for the position of Secretary. Seconded by Chairmen Stotts. The vote was unanimous. The new Secretary of the Parks & Recreation Board is Secretary Kadow. AA Discuss and take appropriate action on the approval of the September 2, 2008 minutes. Board Member Glaser made a motion to approve the September 2, 2008 minutes. Seconded by Board Member Matthai. The motion passed, Board r u Member Graham, Board Member Jacobs, and Board Member Lentzner abstained. A.5 Discuss and provide input on agreements between the Town and the sponsored sports associations concerning the use of Town facilities and amenities. Director Adams reviewed the previous association contract with the Board. He explained that the previous contract has lapsed, and staff is preparing to write a new contract for the associations. Areas that will be examined in the new contract include standardization for when schedules must be turned in to the town, use of field lighting (as it applies to departmental budgets), and use of the concession stands. Vice Chairman Gregory requested information as to how other cities handle their concession stands. Chairman Stotts recommended that a flat fee be charged for a concession stand contract. He also suggested that the department work with planning and zoning to take control of signage at the fields. Advertising space at the fields could then be sold to the associations for a flat fee, and the associations could sell the space to other businesses to raise funds. Board Member Lentzner stated that all concession stand revenue from the baseball association is used to run umpire programs and offset increase in program fees. He advised that a nominal fee would not receive heavy opposition from the associations, but that large fees would be heavily opposed. A.7 Discuss and provide input concerning park related issues associated with the Highland's development. Director Adams provided a series of updates. He informed the Board that staff will be meeting on the trail map as it pertains to the section next to the pool. The new road leading toward Trophy Club Park will end shortly after Churchill Downs, and will not go up to the park entrance. Medians in the development will be turned over to the Town approximately one year after substantial completion. The amenity lakes will be used for irrigation; excavation for the lakes will begin within a month. Chairman Stotts requested that Director Adams present the current tree count in the development. Chairman Stotts inquired as to the status of Northeast Park and a timeline. Director Adams informed the Board that no work can begin until the park plan is approved by Council. The Board inquired about the state of the ditch in the area known as Northeast Park. Director Adams stated that he believes work on the ditch will begin shortly. A.8 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. N 1. Day Camp operations- Recreation Supervisor Lee provided an overview of the 2008 Summer Adventure Camp program, including attendance figures, staffing, and plans for the future. She also gave a presentation on the upcoming Fall Festival. 2. Trophy Club Park- Director Adams will be meeting with Joe Walker of LINT to prepare a presentation for Council approval regarding a Trophy Club Park master plan. The new bathroom has been delivered and will be operational shortly. Outdoor/Aquatic Coordinator Lewis provided the Board with a handout covering a potential upcoming event at the park with Red Bull. 3. Sports Associations- Soccer gave football the largest field at Lakeview Park in exchange for Skyline Park. 4. Park operations- The Harmony Park bathrooms and parking lot should be completed by the end of this month. The comprehensive park plan should go before council for approval by the first meeting of November. A.9 Items for future agendas: 1. Advertising on the fields 2. Comprehensive Park Pian 3. Park revenue generation 4. Update on the amenity lakes and irrigation plans 5. Northeast Park timeline 6. Dog park 7. Skate park 8. Entrance sign at Trophy Club Park A.10 Next meeting will be November 4, 2008 at 7:00 p.m. The Board agreed to move the meeting to November 11, 2008 at 7:00 p.m. due to the election on November 4, 2008. The November 11 meeting will be a joint meeting with the Tree Board. A.10 Adjourn. Chairman Stotts made the motion to adjourn at 9:51 p.m. Seconded by Board Member Kohs. Motion passed unanimously. Barbie Kadow Parks & Recreation Board Secretary Fu 4y Y �f MINUTES OF A SPECIAL PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS TUESDAY, NOVEMBER 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, November 11, 2008 at 7:00 p.m. The meeting was held within the boundaries of the Town and was open to the public. JD Stotts Chairman Steve Gregory Vice -Chairman Barbie Kadow Secretary Dave Glaser Board Member Matthew Graham Board Member Caryl Ann Jacobs Board Member Steven Kohs Board Member Larry Lentzner Board Member Bill Matthai Board Member Chris McCollister Board Member Sally Ridgeway Board Member STAFF AND GUEST(S) PRESENT Adam Adams Staff Liaison/Parks and Recreation Director Jasmine Lee Recreation Supervisor Jim Moss Town Council Liaison/Task Force Member Richard Bell EDC4A /Task Force Member Deandra Pugh Tree Board Bob Downey Tree Board A.1 Call Park Board to order and announce a quorum. Chairman Stotts called the Regular Session to order at 7:13 p.m. noting a quorum was present. A.2 Call Tree Board to order and announce a quorum. Chairwoman Pugh called the Tree Board to order at 7:14 p.m. noting a quorum was present. 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 ti hear presentations on specific agenda items prior to the Board addressing those items. No citizen presentations were given. AA Park Board and Tree Board to convene into a joint session to discuss and take appropriate action on the following items: 1. Introductions and comments from Park and Tree Board members. The members of the Park and Tree Boards introduced themselves to the group. 2. The placement of one or more Tree Board members on the Trophy Club Park Sub -Committee. Chairman Stotts submitted Chairwoman Pugh as a nominee to the Trophy Club Park Sub -Committee. Board Member Downey supported the nomination. Director Adams discussed the benefits of adding a member of Tree Board to the sub -committee. Chairman Stotts announced that he is stepping down from the sub -committee due to his position as Chairman of the Parks & Recreation Board. He stated that Board Member Kohs is also open to stepping down from the sub -committee in order to provide the opportunity to participate to a new person. Secretary Kadow made a motion for Vice Chairman Gregory to chair the Trophy Club Park Sub -Committee and to allow Chairman Stotts to appoint other members to the sub -committee as needed. Seconded by Board Member McCollister. Board Member Graham made a motion to bifurcate Secretary Kadow's motion. Seconded by Board Member Matthai. Motion passed. Secretary Kadow's motion for Vice Chairman Gregory to chair the Trophy Club Park Sub -Committee passed. Secretary Kadow rescinded the motion to allow Chairman Stotts to appoint other members to the sub -committee as needed. Board Member McCollister rescinded his second to the motion. Chairman Stotts appointed Chairwoman Pugh to the Trophy Club Park Sub - Committee. 3. The construction of the new trail system bordering the north side of Trophy Club as it relates to tree mitigation and conservation. Director Adams displayed the original trail map, made in March 2006. He then presented the current trail map and discussed the changes, including a change in connectivity and an increase in the width of a section from 7 feet to 8 feet. Director Adams also mentioned the potential reduction of two amenity lakes to a single amenity lake. 10 Board Member Graham expressed concern that the change in trail connectivity has led to a trail that is no longer continuous. Chairman Stotts was concerned at the potential reduction of two amenity lakes to one amenity lake, due to the change in trail path which would lead further into a drainage area. He felt that placing an amenity lake in the path of a drainage area could cause the surrounding trees to be flooded. Board Member Jacobs and Board Member Graham requested that a tree study be done to determine the level of concern needed when considering the new trail path and lakes. Board Member Graham stated that the changes to the trail system were not approved by the Park Board. He expressed concern about the Board's lack of involvement in the changes. Director Adams will discuss the Board's level of involvement with Town Manager Emmons. Vice Chairman Gregory made a motion to table this agenda item until the Board is provided with more information. There was no second, the Board continued discussion on the agenda item. Board Member Graham made a motion that the Board not approve of the construction of the new trail system bordering the north side of Trophy Club because of the complete lack of information as to how it relates to tree mitigation and conservation. Seconded by Board Member Kohs, Councilman Moss noted that the Board should act quickly or risk being left out of the remaining process. Board Member Kohs asked Councilman Moss to suggest the avenues that should be approached. Councilman Moss stated that the Board to get the attention of the Town Manager and the developer. He suggested that the Town Manager be invited to hear the position of the Board. Board Member McCollister noted that in past similar situations, involving the Town Manager has not brought the desired change. Board Member Glaser stated that the Board, as an advisory group, may not have the authority to disapprove of the trail system map as he is unsure whether the Board has power in the Town's decision-making process. Board Member Kohs would like to know what the developer is giving the Town in exchange for the changes to the map, and what the repercussions on the developer are for these changes. Councilman Moss recommended that the Board have Director Adams get their decision on the next Town Council agenda so that the Council can decide if they would like to agree with the Board's proposal to put a hold on construction of the trail until further information is presented. Board Member Graham accepted Councilman Moss' friendly amendment to his motion and amended the motion to state that the decision be transmitted to Town Council immediately and placed on the next possible agenda. 11 Chairwoman Pugh made a friendly amendment Board Member Graham's motion to state that, due to the Joint Session, the recommendation is coming from the Tree Board as well as the Park Board. Board Member Graham accepted. Board Member Graham restated the motion as amended: The Parks & Recreation Board and the Tree Board disapprove of the construction of the new trail system bordering the north side of Trophy Club as it relates to tree mitigation and conservation, among other issues, and that we would like our disapproval and our motion to be made known to Council as judiciously as possible so that it can be considered at the next Council meeting. Board Member Ridgeway expressed concern that the use of "tree mitigation and conservation" in the phrasing of the motion presents those items as the main issue, when in truth they are not the Board's main concern. She offered a friendly amendment to withdraw the term "tree mitigation and conservation" from the motion. Board Member rejected the amendment as unfriendly, as the wording of the motion was designed to reflect the agenda item being discussed. Board Member Graham called the question. Chairman Stotts read the motion in it's final format: The Parks & Recreation Board and the Tree Board disapprove the construction of the new trail system bordering the north side of Trophy Club as it relates to tree mitigation and conservation, among other issues, and that this disapproval be transmitted to Council and that this be placed on the next Council meeting agenda. The motion was previously seconded by Board Member Kohs. Motion passed unanimously. 4. Future tree mitigation and conservation in neighborhoods 10 and 11. Director Adams informed the Boards that the lack of a Community Development Director has allowed for the lack of oversight of tree mitigation and conservation. In Neighborhoods 1-9, we are currently about 120 tree inches behind. Upon completion of these neighborhoods, the Town should end up 899 tree inches ahead of where it started. Director Adams will be working with the Tree Board to rewrite the tree ordinance to address concerns about Neighborhoods 10-11, which are not currently under development. The Tree Board will be involved in the oversight of future tree mitigation. A.5 Tree Board to adjourn. Park Board to convene into regular session. The Tree Board thanked the Park Board for the invitation to meet jointly, and expressed a desire to work together again in the future. Board Member Downey made the motion to adjourn at 8:39 p.m. Seconded by Board Member Kohs. Motion passed unanimously. Park Board took a break at 8:40 p.m. Chairman Stotts called the meeting back to order at 8:48 p.m. A.6 Discuss and provide input to staff concerning the master park plan document. 12 Director Bell made a presentation to the Board concerning the position of EDC4A relating to the Master Park Plan. He stated that as the master plan currently stands, it will receive the support of EDC4A. EDC4A may not support certain details that the citizens listed as concerns, such as the recreation center, but will still support the plan as a whole. Board Member Glaser stated that the plan is well done and easy to follow. He does not agree with all of the priorities, and feels that the plan should focus on some of the lower budget items in addition to the large budget items. He noted that several places in the document say "5 Year Action Plan" at the top, and then say 10 Year Action Plan" on the charts located below. Director Adams noted this typo for future correction. Board Member Glaser inquired as to how the plan would reach the community once it is passed by Council. Director Adams announce that the Town newsletter, Around the Town, and the marquees would be used to send people to the website, where a copy of the plan would be provided. Board Member Matthai stated that the document should be sent to local newspapers to show others in the region that the Town has a plan. Board Member Kohs sought a directive to staff to ensure the plan would be fully publicized. Councilman Moss reminded the Board that reporter Lee Graham would be in attendance at the Council meeting where the plan was presented. Board Member Graham requested that several color, spiral -bound copies of the document be available at the Council meeting. Board Member Lentzner stated that the Board should be prepared for the community to demand a timeline, and that such community interest could help build support for a bond. Chairman Stotts informed the Board of the Texas Attorney General's decision concerning staff updates. He stated that he had discussed the issue with Town Attorney Adams, and read an excerpt of her emailed response. The response stated "reports given by staff and others must be properly and specifically posted, and that the use of general headings such as 'Manager's Report' or `Staff Update on Parks' does not meet the legal requirements for notice under the Open Meetings Act. Whereas in the past we listed general topics on the agenda such as 'Manager's Report', we must now post those items that will be reported on with sufficient detail so that the public will understand the subject that is to be discussed. The fact that there is no discussion of or questions asked about the item does not help, it will still a violation of the act if not specifically posted." Board Member Graham added that it is a violation of the Open Meetings Act for a quorum of the Board to receive information from a third party if the public is not notified that the information is going to be provided to the Board. Therefore, all presentations should now occur during citizen presentations, rather than during discussion on specific agenda items, unless the person is noted on the agenda. He stated that the final sentence of agenda item A.3 is a violation of the Open Meetings Act and should be removed from future agendas. 13 Director Adams stated that there will be staff updates in the future, but they will be very specific. A.7 Items for future agendas: 1. Sports agreements 2. Advertising on park land 3. Future park amenities 4. Addition of flags to the budget for future holidays 5. Listing of all current committees and their membership 6. Update on Northeast and Northwest Parks, including start dates 7. Harmony Park bathroom update 8. Update on Town Christmas event involvement A.8 Next meeting will be December 2, 2008 at 7:00 p.m. A.9 Adjourn. Board Member Matthai made the motion to adjourn at 9:22 p.m. Seconded by Board Member Lentzner. Motion passed unanimously. Barbie Kadow Parks & Recreation Board Secretary 14 PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 12-2-2008 Subject: Agenda Item No.A.4 Discuss and take appropriate action on the Northeast Park concept design and cost allocation. EXPLANATION: Staff will move forward on engineering on this park with the intention of having a site plan developed shortly after the holidays. This park is a required amenity of the PID and the Town is required to spend a minimum of $175,000.00 at this park site. RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: 1. Proposed cost allocation spreadsheet 2. Original cost allocation spreadsheet 15 NORTHEAST COMMUNITY PARK Trophy Club, Texas Preliminary Budget Projections T -BALL AREA A. Demolition 1 $5,000.00 $5,000.00 B. Mass Grading for portion of site not in Drainage Easement, & imported fill (all material to remain on site) C. T -ball Fields (Includes Fine Grading, Topsoil, Clay Infield, Backstop, Turf and Irrigation) D. Security Lighting E. Site Utilities for Building (Water, Sanitary Sewer, Electrical) F. Ballfield Area Landscape Development (Includes Trees, Turf, Irrigation) G. Gravel Parking Lot H. Hydromulch & Irrigation of a practice field I. Nature Trail (Decomposed Granite) 6" thick, 6' wide 10,000 $4.00 $40,000.00 2 $30,000.00 $60,000.00 1 $30,000.00 $30,000.00 1 $35,000.00 $35,000.00 1 $15,000.00 $15,000.00 1 16,00.00 60,000 $0.65 $39,000.00 2,000 $32.00 $64,000.00 TOTAL $304,000.00 NORTHEAST COMMUNITY PARK i rophy Club, Texas Preliminary Budget Projections 1. T -BALL AREA A. Demolition 1 LS $10,000.00 B. Mass Grading for portion of site not in 11,930 CY $4.00 Drainage Easement, & imported fill (all material to remain on site) B. T -ball Fields 2 EA $30,000.00 (Includes Fine Grading, Topsoil, Clay Infield, Backstop, Turf and Irrigation) C. Security Lighting 1 IS $30,000.00 E. Restroom/Pavilion 1 LS $275,000.00 F. Pavilion Structure 1 LS $80,000.00 H. Site Utilities for Building 1 LS $100,000.00 (Water, Sanitary Sewer, Electrical) I. Concrete Walks 2,900 LF $24.00 J. Entry Walkway to Core Plaza and Park 140 LF $50.00 K. Ballfield Area Landscape Development 1 LS $25,000.00 (Includes Trees, Turf, Irrigation) L. Concrete Parking 44 Spaces $1,800.00 (Including Curb and Gutter) M. Miscellaneous Parking Drives and 1,115 LF $175.00 Drop -Off Area 0. Parking Lot Storm Drainage 1 LS $25,000.00 P. Parking Lot Landscape Development 1 LS $20,000.00 (Includes Trees, Turf, Irrigation) Q. Playground 1 LS $150,000.00 R. Sprayground 1 LS $250,000.00 17 S. Hydromulch T. Site Furnishings/Signage 36,000 SF $0.15 1 LS $20,000.00 TOTAL i. Multi -Use PRACTICE FIELDS A. Hydromulch & Irrigation 169,000 LS $0.65 B. Nature Trail (Decomposed Granite) 6" thick, 6' wide 2,000 LF $32.00 Base Total + 15% CONTINGENCY CONSTRUCTION TOTAL W07 PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 12-2-2008 Subject: Agenda Item No.A.5 Discuss and take appropriate action on the creation of a new Park Facilities Sub -committee and the appointment of a chair -person to the sub- committee. EXPLANATION: IWE Although there was a previous sub -committee created with this designation there was not a need to meet at that point in -time. The addition of new members on the board coupled with the imminent creation of both PID and other park amenities necessitates the need to move forward on appointing a chair and at a later establishing new members to serve on this sub -committee. This committee would also allow the following: 1. Park Board should only need to meet typically once a month. 2. It would allow for a faster response time during this process allowing staff to act more expeditiously in certain matters. 3. It allows for a more creative environment 19 PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 12-2-2008 Subject: Agenda Item No.A.6 Park Chairman to discuss and solicit direction from the Board on speaking before the NISD Partnership Committee in January concerning the topic of Trophy Club Park. EXPLANATION: (aa) Council requested that the Park Board give a presentation on Trophy Club Park's future plan to the NISD Partnership Committee in January. The consultant will begin work on this project in January, so it would be more appropriate if the Chair and possibly staff spoke to the Committee more to make them aware of the current status quo of the Park rather than to speculate on future plans. 20 PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 12-2-2008 Subject: Agenda Item No.A.7 Chair to discuss with the Board future procedural issues regarding citizen's presentations during Park Board meetings and the possibility of having an invocation at the beginning of a meeting. EXPLANATION: In order to ensure that Park Board meetings comply with the Committee Handbook and that the meetings operate in an orderly fashion, the Chairman has requested that certain portions of the meeting procedures be examined. STAFF COMMENTS: (aa) Attachments: Excerpt from the Committee Handbook: The Chair shall allocate sufficient time for both applicants and opponents of an issue to present their information. Regardless of whether a contemplated issue is listed as a public hearing item or not, interested parties should be given a reasonable opportunity to present their information and opinions, unless the group is meeting in a workshop session. The Chair must allocate and manage the time to be allotted and shall use discretion based upon the agenda and other factors. It is appropriate for the Chair to ask persons to refrain from repeating information. 21 PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 12-2-2008 Subject: Agenda Item No.A.8 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. Parks and Recreation Staff Update: 1. Trophy Club Park a. front gate b. Red Bull Area c. tree planting in garden area d. new bathrooms 2. Harmony Park bathroom and parking lot 3. Highland trail development areas a. North trail construction b. trail loop status c. Neighborhood 9 trail frontage d. trail widths e. amenity lakes 4. Comprehensive park plan update 5. Northwest Park ditch status 6. Holiday street flags 7. Future workshop session 8. Sports agreement 22 PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 12-2-2008 Subject: Agenda Item No.A.9 Items for future agendas: 1. Parkland dedication land donation specifics 2. Public calendar 3. Advertising in parks 4. Dog park 5. Skate park 6. Sports agreement 23 PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 12-2-2008 Subject: Agenda Item No.A.10 Discuss and take appropriate action on scheduling the next meeting. 24 PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 12-2-2008 Subject: Agenda Item No.A.11 Staff to give presentation on the Clock Tower Lighting and related items. EXPLANATION: The Clock Tower Lighting Ceremony is an annual event. RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: promotional flyer 25 o Town Tree Lighting 6:00 pm Clock Tower Lakeview Choir, Christmas stories, complimentary hot chocolate and coffee by Starbucks. Free to the public. Thursday, Nov. 13th, At 7:30 pm, the Trophy Club Country Club will open for a silent auction with over $8,000 in items Nth,-. for holiday shopping. The reception features light appetizers and a Cash Bar. Adults only, please. For more information on either event, please contact Carol Warren at carwar1(c3sbcglobaI.net. • !- �_ Community Christmas Lighting Contest Open to all residents'. Judging will begin at 6:00 pm. Categories: Best Theme, Best Use of Lights, Best Small Neighborhood, and Best Large Neighborhood. Winners posted at www.trophyclub.org, call 682-831-4603 for info. K: PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 12-2-2008 Subject: Agenda Item No.A.12 Adjourn. 27