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Agenda Packet Parks 06/03/2008Town of Trophy Club Parks & Recreation Board Meeting Agenda 100 Municipal Drive Trophy Club, Texas 76262 Tuesday, June 3, 2008 7:00 PM A.1 Call to order and announce a auorum. A.2 Citizen Presentations: this is an ODDortunity 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 to staff concerning the July 4th Celebration. A.4 Discuss and Drovide input concernina the various fundina nations for the Northwest and Northeast Parks. A.4 Discuss and take appropriate action on the approval of the May 13 and May 27, 2008 minutes. A.5 Update from Board Member McCollister and others concerning Town Council's discussion of the drainage easement adjacent to the Lakes development. A.6 Discuss and provide input on Trophy Club Park Operations. A.7 Items for future agendas: 1. No -smoking ordinance 2. Recreation Budget Models. 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 reauired. the item may be placed on a future agenda. 1. Harmony Park. 2. Baseball Operations 3. Pool operations 4. Tree Board operations. A.9 Next meeting will be June 18, 2008 at 7:00 p.m. A.10 Adjourn. PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 6-3-2008 Subject: Agenda Item No.A.1 Call to order and announce a quorum. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 6-3-2008 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: (aa) Attachments: PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 6-3-2008 Subject: Agenda Item No.A.3 Discuss and provide input to staff concerning the July 4th Celebration. EXPLANATION: Staff will discuss the various particulars of the event currently planned. RECOMMENDATION: STAFF COMMENTS: (aa) PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 6-3-2008 Subject: Agenda Item No.A.4 Discuss and provide input concerning the various funding options for the Northwest and Northeast Parks. EXPLANATION: Board Member Stotts has asked that this discussion be initiated as timing for the available funding may be a critical factor in the success of these projects. RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 6-3-2008 Subject: Agenda Item No.A.4 Discuss and take appropriate action on the approval of the May 13 and May 27, 2008 minutes. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 6-3-2008 Subject: Agenda Item No.A.5 Update from Board Member McCollister and others concerning Town Council's discussion of the drainage easement adjacent to the Lakes development. EXPLANATION: Town Council will discuss the drainage area at the Lakes at their June 2nd meeting. Board member McCollister has been invited to speak at the Council meeting concerning various aspects associated with the drainage area. RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 6-3-2008 Subject: Agenda Item No.A.6 Discuss and provide input on Trophy Club Park Operations. EXPLANATION: Staff will update the Board on park operations for purposes of discussion. RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: Trophy Club Park RFP rough draft. Town of Trophy Club Trophy Club Park Development and Operation Analysis Master Plan Table of Contents I. Purpose and Goals II. Innovative Park Planning Methods III. Team Experience IV. Team Member Availability and Project Responsibility V. Principal Office Location and Staff VI. Meetings (To be added) I. Purpose and Goals The Purpose of a site specific Park Master Plan The purpose of this effort is to develop a comprehensive assessment and action plan that would help to outline priorities and directions for the Recreation Department to develop Trophy Club Park into a facility that provides a comprehensive spectrum of recreation opportunities to meet demands of the residents and function a regional destination for surrounding communities that will generate long term sustainable economic impacts. The Purpose of Parks Planning Lake recreation resources, facilities, and programming have a direct impact on the overall quality of life of the community residents and visitors. These resources and opportunities can also influence the viability of area industry, and overall economic diversity of the community. Recreation planning is a coordinated process that evaluates the general and specific residential attitudes and desires for recreation opportunities while investigating the existing resources, current trends, expected population growth and urban development changes that are expected to occur within the city area and the competing region. The purpose of recreation planning is to attempt to improve the overall quality of life within the community while investigating potential economic opportunities that can meet the increasing demands of the growing population within the limits of the available resources and potentially provide additional sources of revenue. The recreation planning process requires political sensitivity, a coordination of various public and private sectors, recreation professionals insight and residential and community organization support. Parks planning accomplishes two primary tasks. 1) foresight to anticipate future needs; and 2) the creation of tools to direct immediate decision making. The Lake Planning Process The lake planning and site plan process consisted of a series of essential steps that include an inventory and analysis of all facilities and programs, stakeholder input, economic feasibility analysis, site plans, estimated development cost. And long range return projections, These steps are outlined in the following list: Inventory resource Determine Corps of Engineers use accepted developments and limitations Develop a use menu profile Examine current and future demographic trend Examine park and recreation master plan Create a development profile Determine development investment, operation cost, and economic return Create site plan Financial Master Planning Issues This Site Specific Master Plan will investigate the following financial mechanisms and how they could impact the Park System. A customized financial plan that is the best fit for the City's financial habit will be developed. • Special assessment/Special use districts • User fees, Impact fees • Local government reserves • Service contracts • Government grants • Match fund leveraging • Corporate and Private business support The Gams of the Site Master Plan • Assess public and municipal attitude toward the development, management,. and acquisition of new land, open spaces and outdoor recreation facilities. • Identify and classify regional park customers • Inventory and assess park infrastructure condition and need • Identify cultural and socio-economic users and preferences • Incorporate results into GIS framework to facilitate park analysis with regards to public perception, surplus, and deficiencies • Inventory available assets, conditions, utilization and availability of recreation through out the region. • Identify bond issue support • Research the implementation of recreation programs which relate to community priorities, enterprise opportunities, and programs that reflect the current and future demographic composition of the region. • Develop strategies which efficiently manage the resources by utilizing the full capacity of the many existing departments and organizations in the region. • Devise a plan to connect existing parks and recreation facilities with greenways and trails where possible and to preserve the natural and environmentally sensitive areas. The development of the final Master Plan will execute the following strategies: 1. Regional Recreation Interest profile (Survey households in the region) 2. Best fit to property menu (with cost /impact/CORPS limitation) 3. Match to Trophy Club needs assessment (completed 3/31/08) 4. Use strategy based on the combined information 5. Conjoint profiles (on-line citizen review) b. Property Use strategy (mapped out) 7. Development timeline (based on cost, time, corps mitigation time) The final project deliverables will include a written report and additional snaps that address the following:. Introduction and Background Benefits of Parks, Recreation and Open Space Sites Community Background Recent PIanning Efforts Socio -Economic Characteristics Park, Recreation and Open Space Facility Inventory Facility Inventory and Analysis (Integrated GIS) Lake Park Assessments Inventory of Regional Lake Recreation Facilities Customized GPTX Park Classifications Non -Profit, State, and Private Facilities Facility Assessment and Recommendations GIS Competition Assessment (Minority Populations, Population Density, Projected Growth Patterns) Park Facility Recommendations Development Recommendations and Actions Open Space Preservation Techniques Programming Sports Programming Analysis Community Programming Analysis Innovative Approaches in Recreation Regional Private/Public/Non-Profit Programming Competition Analysis Grant Funding for Innovative Programming Recommendations and Actions Facilities and Equipment Maintenance Maintenance Management Plan General Maintenance Expenditures Maintenance Department Recommendations and Actions Administration and Agency Personnel Recreation and Parks Administration Analysis Future Staffing Needs Contractual and Part Time Staff Public Relations Policy and Procedures Recommendations and Actions Recreation and Sports Tourism Opportunities Regional Tourism Identity Analysis Understanding the Communities Position within the Tourism Market Using Existing and Future Assets to Improve Visitation Current Economic Influence of Recreation Assets Potential Economic Development through Recreation Development Funding Fee Based Funding Projected Yearly Expenditures Funding Capital Developments Proposed Operational Budget Increasing Recreation Fee Revenue Private Development Impact Review Bond Referendum Preparation Outline Developmental Funding Alternatives and Assistance Future Budget Trends Recommendations and Action Plan Existing Facility Recommendations and Site Plans Programming Recommendations and Actions Maintenance Department Recommendations Management Recommendations Funding Recommendations Community and Management Deliverables Take Master Plan Information Poster Existing Parks and Recreation Resource Poster Comprehensive Parks Master Plan Project Tracking Poster Innovative Park Planning Methods The staff will need to provide professional service, talents, analysis skills, and organizational resources to provide a comprehensive assessment of the economic potential of the park facilities, sport and recreation facilities, open space areas, and available programming efforts. In addition to traditional parks, recreation, and open space planning analysis the team will need to expand the process to include an investigation of how this recreation infrastructure can influence regional visitation and the potential of future recreation developments that will improve visitation to the immediate area increasing impact fees and local sales tax. Finally, the team will need to provide a series of project deliverables that can be used to inform the public of the results of the study, the future plans of the recreation department, guide the board in future development strategies. Team Members would need the following expertise: Specialize in community recreation development, recreation land use, community tourism development, recreation administration, community recreation funding strategies, and comprehensive recreation planning. Expertise should include includes community tourism development, recreation development, survey techniques: focus groups, specialist meeting, steering committees, individual interview, web -based interviews, survey design, phone survey, and internet survey methodologies; his technical skills include GIS for land use analysis, residential access to park land, and investigating population variables and demographics related to comprehensive community recreation/tourism opportunities. Principal Office Location and Staff The principal office should be located in the region and the primary investigator should be available to the director and board throughout the project. PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 6-3-2008 Subject: Agenda Item No.A.7 Items for future agendas: 1. No -smoking ordinance 2. Recreation Budget Models. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: (aa) PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 6-3-2008 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. 1. Harmony Park. 2. Baseball Operations 3. Pool operations 4. Tree Board operations. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: (aa) PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 6-3-2008 Subject: Agenda Item No.A.9 Next meeting will be June 18, 2008 at 7:00 p.m. EXPLANATION: This will be a special meeting for the primary purpose of reviewing the updated concept plans for the Northwest and Northeast Parks. RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: PARKS AND RECREATION BOARD MEMORANDUM From: The Office of the Parks and Recreation Director Date: 6-3-2008 Subject: Agenda Item No.A.10 Adjourn. EXPLANATION: RECOMMENDATION: STAFF COMMENTS: (aa) Attachments: