Agenda Packet Parks 03/11/2008Town of Trophy Club
Parks & Recreation Board Meeting Agenda
100 Municipal Drive
Trophy Club, Texas 76262
Tuesday, March 11, 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 February 12, 2008
minutes.
A.4 Review and provide input and recommendations regarding the 2005 Park Board
Ordinance.
A.5 Board to discuss and make recommendations concerning the appointment of a
liaison to the various sports associations.
A.6 Staff and Trophy Club Park Sub -Committee to discuss park operations and
Dlannina with the Board.
A.7 Parks and Recreation Staff update and discussion regarding prosect updates and
items as listed below: There will be no action taken on anv individual Droiect
Dosted under this item and discussion will be limited. If extensive discussion is
reauired. the item may be Dlaced on a future aaenda
1. Comprehensive Park Plan
2. Arbor Day
3. Recreation Programs
4. Harmony Park update
5. Sports Associations
6. Agenda Process
7. EDC4A
8. Budget
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
A.9 Next meeting will be April 1, 2008 at 7:00p.m.
A.10 Adjourn.
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 3-11-2008
Subject: Agenda Item No.A.1
Call to order and announce a quorum.
3
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 3-11-2008
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.
C!
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 3-11-2008
Subject: Agenda Item No.A.3
Discuss and take appropriate action on the approval of the February 12,
2008 minutes.
Attachments: February 12, 2008 minutes
6i
��l�il' rir
o i+
NOTICE OF A PARKS & RECREATION BOARD
' MEETING FOR THE TOWN OF TROPHY CLUB
Tuesday, February 12, 2008
7:00 PM
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 to discuss Parks and Recreation operational planning with the Board.
AA Discuss and take appropriate action on the approval of the January 8th, 2008 minutes.
A.5 Board to discuss and give direction to Staff and Trophy Club Sub -Committee members
regarding the presentation on Trophy Club Park for the February 18th, 2008 Town
Council Meeting
A.6 Staff to discuss and receive direction on the presentation regarding the Park Board
update to Town Council on February 18th.
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.
Sports Associations
Trophy Club Park
Comprehensive Park Plan
Arbor Day
Recreation Programs
Other Parks and Recreation Projects.
A.8 Items for future agendas:
Investigate use of effluent water on public areas
Investigate the position of Secretary further.
Investigate drainage areas adjacent to the Lakes.
Investigate no smoking ordinance for the parks.
r
A.9 Next meeting will be March 11th, 2008 at 7:00 p.m.
A.10 Adjourn.
t'wrkc wid Rc•creauinr t)wccmr
Notice is hereby given that a quorum of the Town Council may be in attendance at this
scheduled meeting.
*THE PARKS AND 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.
The Parks and Recreation Agenda was prepared in accordance with the Open Meetings Act, Chapter 551 of the
Texas Government Code, and was posted on Friday, February 8, 2008. This facility is wheelchair accessible and
accessible parking spaces are available. Requests for accommodations or interpretive services must be made 48
hours prior to this meeting. Please contact Jasmine Lee, Recreation Supervisor at 682-831-4603, so appropriate
arrangements may be made.
N
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 3-11-2008
Subject: Agenda Item No.A.4
Review and provide input and recommendations regarding the 2005 Park
Board Ordinance.
EXPLANATION:
This topic was discussed at the Park Board presentation to Town Council.
Attachments: 2005 Park Board Ordinance
E:
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 FORTHE
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 constriction of the new high school, and the park and recreational opportunities
presented by Marshall Creels 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:
0
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 terns, 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 Terns. Members' tenns 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 tern of one (1) year. Upon expiration of that one (1) year tenn, 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 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
10
Board, Commission and Conmiittee Handbook.
b. The Vice -Chairperson shall assist the Chairperson in directing the affairs of the
Board. hi the absence of the Chairperson, the Vice -Chairperson shall assume all
duties of the Chairperson. In the event that the Vice-Chaii person is absent, the
proceedings shall be conducted in accordance with Robert's Rules of Order.
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 persormel 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 amlually 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 conrrnission 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 quonrrn.
11. Minutes. Minutes of each Board meeting shall be filed with the Town Secretary.
11
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
reconnnendation to the Town Council. It may also reconmmend 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 govenumental
agencies, civic organizations and all citizens of the Town in the advancement of sound
parks and recreation planning and prograrmning.
8. Amendments to Ordinance: The Board may, from time to time, recommend to the
Town Council amendments to this Ordinance.
12
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 odes 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:
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 bythe provisions of such Ordinance and for
that purpose the Ordinance shall remain in frill force and effect.
13
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 frill 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
5"' day of December, 2005.
Mayor
Town of Trophy Club, Texas
Effective Date:
[SEAL]
ATTEST:
Town Secretary
Town of Trophy Club, Texas
14
APPROVED TO AS FORM:
Town Attorney
Town of Trophy Club, Texas
15
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 3-11-2008
Subject: Agenda Item No.A.5
Board to discuss and make recommendations concerning the appointment
of a liaison to the various sports associations.
MO
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 3-11-2008
Subject: Agenda Item No.A.6
Staff and Trophy Club Park Sub -Committee to discuss park operations and
planning with the Board.
17
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 3-11-2008
Subject: Agenda Item No.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
2. Arbor Day
3. Recreation Programs
4. Harmony Park update
5. Sports Associations
6. Agenda Process
7. EDC4A
8. Budget
W-0
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 3-11-2008
Subject: Agenda Item No.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
19
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 3-11-2008
Subject: Agenda Item No.A.9
Next meeting will be April 1, 2008 at 7:00p.m.
20
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 3-11-2008
Subject: Agenda Item No.A.10
Adjourn.
21