Agenda Packet Parks 05/27/2008 - Special SessionTown of Trophy Club
Parks & Recreation Board Meeting Agenda
100 Municipal Drive
Trophy Club, Texas 76262
Tuesday, May 27, 2008
700 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 Park Board to convene into a workshop session to discuss the youth baseball
association's current and future operations within Trophy Club.
A.4 Discuss and take appropriate action in approving the Park Board Ordinance.
A.5 Board to discuss and provide input regarding the last park presentations made by
Carter & Burgess.
A.6 Discuss and take appropriate action on the approval of the April 1, 2008 minutes.
A.7 Next meetina will be June 3 at 7:00 D.M.
A.8 Adjourn.
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 5-27-2008
Subject: Agenda Item No.A.1
Call to order and announce a quorum.
EXPLANATION:
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments: Information Memorandum
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 5-27-2008
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: Information Memorandum
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 5-27-2008
Subject: Agenda Item No.A.3
Park Board to convene into a workshop session to discuss the youth baseball
association's current and future operations within Trophy Club.
EXPLANATION:
This is an opportunity for the Board to better understand the structure of the
youth baseball association and how to best address the needs and concerns of
the organization as well as those of the Town during the next several years.
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments:
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 5-27-2008
Subject: Agenda Item No.A.4
Discuss and take appropriate action in approving the Park Board Ordinance.
EXPLANATION:
The Town attorney suggested that the Board remove any language concerning
the appointment of non-voting members by the Board, as only Council has the
power to appoint members to a Board.
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments: Park board Ordinance.
TOWN OF TROPHY CLUB, TEXAS
ORDINANCE NO.2005.27
AN ORDINANCE OFTHE TOWN OFTROPHY CLUB,TEXAS, CREATING
*PARKS AND RECREATION BOARD ["BOARD" }, PROVIDING FORTHE
INCORPORATION OF PREMISES, PROVIDING DEFINITIONS;
ESTABLISHING THE BOARD, PRESCRIBINGTHENIIMBEROFBOARD
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
SEVERABU=; PROVIDING FORENGROSSMMIANDENROLJ24 NT
AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Town Council oftheTownofTmphy Club, Texas (the "Town") is abome
rule municipality empowerad to do all acts and make all regulations which may be necessary or
expedient for the promotion of the pub I is heaftk safety and general welfare; and
I Town _.. onst� acres of padcYand;availabl¢ far the
,.,;:` - peter: gab•
ttx and enjoymVvAEREent Tisa residcndroximatclynnethau
-' "'ka".w.a..nd
WHEREAS, with the existingparkland the futufa gacrealional amcnjlig5 accded to 101,1
,_.� oeieoee ,«mu,—d wwa
devel4nment. avers, dreFonshoction ofRyran Nelson HiGls `rah4RJ, and the perk and recreahomki
opportunities presented byXSyhy Club Park the Town has many apportunmes to explore doe �.' amrade'r .
expansion and develapment of parkland and recreational amenitioa, and-„•�^�'
�"��
nele44
u1Nsea 4Y¢k Puk
►!i[i?Rt?.ec�,b•usepw,ric,land, and, retrea[donal amenities are intended.fw Phe br�sa£t and•_•- octeun: t
enjoyment ofthe nsidears oftho Town, it is important to allow those residents to playa key role in
rcmuabea. a r-ra wwe u•
shaping the expansion and development of parkland and recreational opportunities; end
WIEUL r•.S, the arks and Rrxrtalion Board will allow residents to playa mare active rod....
Y_._............__......_...._.._._._._._w_._._._.._.._............_._ P... y. ......_.._._......._...
- owme:.e erur raw.x
and to provide direct citizen input to the Parks &Recreation Director for the development ofparks
a'°fi°”" eawran R.,
and recreational facilities within die Town;
WHEREAS. the Town of Trophy Club, Texas, benefits by having its citizens involved in
local govemment through service on Boards;
NOW THEREFORE, DE IT ORDAINED BY THE 'TOWN COUNCIL OF THE
TOWN OF TROPHY CLUB, TEXAS:
SECTION 1.
33
INCORPORATION OF PREMSES
Ail ofthe shave premises are true and correct and are hereby incorporated in the body ofthis
Ordinatice as if fully set forth herein.
SECTION S.
DEFINMONS
For the purpose of article, the following terms, phrases, words and their derivations shall
have She meaning given herein:
Parks and Reereatton Board. (the"Board"): The Town of Trophy Club Parks and Recreation
Board appointed by tse Town Council.
Di -rector. A person appointed by the Town Manager as Parks and Recreation Director, or the
Director's designee.
Park: APark, playground, recreation center or any other area, or focilitypwnedr used, cwalrolled,or mom: m> T—
leased by the Town., and devoted to active or passive recreation.
SECTION 3,
HOMW ESTA.9L SHEWN1JMBEROF5 EMBERS/TERM
ESTABLISMI)IQUALMCATIONS
.The Pazks and Reean 13—aid—consisting— of not less nine (4) nor more than eleven (1l) – uAN&A.
regular members is hereby established as follows:
1. Qualifications. Members shall be residents of the?own of Trophy Club.
2. No Compensation. Members shall serve without compensation.
3. Siaggered Terms. Members'tanns will be for three (3) ywVstaggered. Places on the
Board shall be numbered 1 through 11. Places i through d on the initial Board shall
serve fora le rm of one (1) year- Upon expiration of that one(]) year term, members
appointed to three scats shall serve on a regular three (3) year term interval.
C Bold Over. If a replacement has not qualified upon tie expiratiort ofa member's term,
then that member shell continua his+her membership will replued.
5. Officers. The Board shall annually elect a Chairperson, Vie Chairperson and a
Secretary.
a_ The Chairperson shall presidc ovor meetings and shall be entitled to vote upon
each issue. Board shall conduct its matings in accordance with the Town's
Board, Commission and Committee Handbook.
34
b. The Vice -Chairperson shall assist the Chairperson in directing the affairs ofthc
Board. 1n the absence Dfrhe Chairperson, the Vire-Chairperson shall assumcall
duties of the Chairperson. lin the event that the Vice -Chairperson is absent, the
proceedings shall be conducted in accordance with Robert`s Rules of Order.
e. The Secretary shall aiew,minutn of all„mceting�,!M, in.the..S c etary!'s,_..•�-(w sod,, woan
absence; the Chairperson shall designate anothamembe�rtoactasSecrNary.The
Secretary shalt distribute, once a year at the first regular meeting a copy of Ile
current Parks and Recreation Ordinanoa. The Secretary may accept tbte
assistance of Town personnel in taking and transcnbing minutes, when available,
but shall sign it officially before presenting it to rhe Board for approval.
b. Director Panicipation- The Director ofthe parks andRecrcation Departmerrtshall be in
attendance at the Board meetings. The Director shall participate in meetings to provide
staff assislance, reports, and recommendations as requested by the Bow d.
7. Ex Officio Member, The Director shall bean ex officio member ofthe Board, with the
respom ibi.lity to participate in discussions but without the right to vote.
{ 8.
Absence. A member's absence from three {3]�rreeting@ annually,without faamal ,. •.-”
oe�aka:
consent ofthe board shall be deemed to constitute the resignation ofthat member and
shall be certified by thechairparson to tho Tawn Council. A. member's absmn:e will be
considered at I, Lextp=gularly scheduled mecty;tg fvll7svitg the absence.
{
olembers should attempt tv mnke ull reuular meets as, however, jf se member finds ,�--
nrened: cn rr=.e.oemper
................_._........._ r.
dlrtCulty In maintaining regular attendance, It 13 suggested that the mEmber CQn4ldW
,+i�'usf ttl;dtr o".riidui:r. Mcw3ers
whether helshe has sufficient time to be an effective member. Itistheresponsibilityofa
da
ary Zmwerhen Wee W
ryn.r>ye�da���nh ae<�trw
member in this position to initiate adiwitssion with the chair/president or staffstaison
about attendance.
aatnrrd:a
{
The chairman of the baard,ig_m maintain acharted attendance retard for ell members,
anima;«eaoAt, .
....-,.�
... ......__....... _.._..
If attendance becomes an issue, the staff liaison will attempt to secure a written
resignation.
9.
Mfttings- 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 saver (7) days in advance.,
•' w
_.. _..._.........:..._,............. ....... ..... ....._.__._........_.._
ii-btr It
lo.
Quorum. A majority of members shall constitute a quorum.
ea �waea -
11.
Minutes. Minutes of each Board mtotirtg shall be filed with the Town Svoretary„i;,p,__ .
-tom:.
p
lioioly manner.
SECTION 4.
35
POWERS AND DUTIES OF THE HOARD
The Parks and Recreation Hoard shell have the Fnllowingpowers andperform. the follawing .- Dd1 d:A.
duties:
I. Advisory Capasity to Council: The Board shalt astprincipally is an advisory capacity
to the Town staffand the Town Council in all matters pertabiing to parks and recreation,
shall acquaint itself with and make a continuous study of the complete parks and
recreation services ofthe Town; and shall advise the staffand 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 k by Town Ordinance,
2. Study And Development of Recreation And Recreation Areas: The Baird shall study
and encourage the development of parks and recreation areas and the development of
recreation for all residents of the Town.
3- Aoiwi ntmenli The Board may fmm time -to -I ime anpoi nt a non -yd ing member to serve
on the Board in order to foci l imle a greater tmders land ing in a stsecific area concem ing
}elks and recreation.
4........ Adviaury,Capacitytuthebirector:. hshalladvisethe Parks and Recreatim anpro6kms., odetea:s
of development of recreatim areas, facilities, programs and improved recreation
services.
Recommend 5tandmds- It 311413 recommend the adaption, of, standards for areas, .,_._ ncl.t.a♦
facilities, programs and financial support for pm*s and reercation purposes.
j. Advise on l -R-.Ramge.Parks and Recreational Capital Imgfovcment Pfpg ams: Tho..,.. o.l.t.e, s
Board shall advise and recommendParis an
- to the d Recreation Director the
development oflong-range capit¢I improvement propams, toil wren the need exists for
addition.] park end —time] facilities, the Baud shall make appropriate
recommendation to the Town Council. It may also recommend the acquisition of
additional parks, park and recreational equipment and supplies.
Solicitations: The Bird may solicit grants, an behalf of the Parks and Recreation. Dema: s
Board; provided however, that the acceptance of any such grant is subject to the
approval and acceptance of Town Council.
�... Cooperative Opportunities The. Baud may., eaaperaee wigs, tither govemmertl;al pnteriatt
agencies, civic organizations and all citizens ofthe Town in the advancement ofseand
parks and recreation planning and programming.
?,, Amgndments to 9rdin—e: The Bard may,, FIOAIt_littie to timcr•recammend So the od.tad:s
Torun Cau.ciI amendmenrs to this Ordinance.
36
Reports;TheBoard,shelukitoughitsChaiepetsan;achisJherdesignee mgF:pOnoraland ,.r nettwa:v
written report semi-annually to the Town Council concerning its activities during the
past year and its proposals for the coming year.
I !. Budget .Tho, 8oard,shalt. review the, prpposed budges.[or Wc•par&s and Recreation _,..-• a.rne: is
Department, wid make any recommendation to the Park& and Recreation Director
deemed necessary, The Board is net authorized to add, delete or change in anyway the
budget as prepared by the Parks and Recreation Director,
,23•.,.,,.604itional.R.I. The Board shat l have authority tandp�rtsucEt,sdditional rules that are ._. oetereaen
not in canfifct with this Ord mance tha4 ii deems necessary to carry the purpose and i Ment
ofthis ordinance, subject to Town Council approval.
,13- Actions of Board As a Unit. No action of arty imdividuat member[s)• is aufharized aeretwi tz
--
Wept as approved by the Hoard. Only the Board acting as a whole shall exercise the
powers and duties ofthe Board.
5$CTIOM 5.
PROCEDURES OF THE BOARD
,_._'The prgcEdurus of the Board are es,aet ou[,tielow:,_--- . _. _. .......... ..— oil~a A.
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 .oboe as prescribed by law.
2. A quorum consisting of a majority ofinembers shall be required for the transaction of
any business.
SECTION 6.
CUM[ILA= REPEALER
This Ordinance shall be cumulative of all other Ordinances and shall not repeal any ofthe
provisions of such Ordinances except for those instances where (here are direct can ll icts with the
provisions of this Ordinance and where such Other Qrdinance(s) do not specifically state that fees
contained therein take precedence. Ordinances or parrs thereof in force at the time this Ordinance
shall take effect and that are inconsistent with this Ordinance are hey repealed to the extent that
they are inconsistent with this Ordinance. Provided however, that my complaint, action, claim or
lawsuit which Ices been initiated or has arisen under or pursuant to any such Ordinance on the date of
adoption o rth is Ordinance shal I continue to be governed by the provisions of such Ordinance and for
that purpose the Ordinance shall remain in full force and effect.
37
SECTION 7.
SEVERABELT Y
If any section, article, paragraph, sentence, clause, phrase or word in this Ordinance or
application thereof to any person or c mMstancc is held invalid or unconstitutional by a Court of
competent jurisdiction, such holding shall not affect the validity of the remaining part ions of this
Ordinance, and the Town Council hereby declares it would haw passed such remaining portions of
this Ordinance despite such inval idiry or unconstitutionality and that such remaining portiom shall
remain in full force and effect.
SECTION H.
ENGROSSMNTAND ENROLLMENT
The Town Secretary ofthe Town of Trophy Club is hereby directed to engross and enroll this
Ordinance by topying the exact Caption and Effective slate in the minutes ofthe Town Council and
by filing this Ordinance in the ordinance records of the Town.
SECTIO N R.
EFFECTIVE DATE
That this Ordinance shall be in Po]] font and effect from and after its date of passage and
publication, in accordance with law, and it is so ordained.
PASSED AND APPROVED by theTowo Council ofthe Town ofTrophy Club, Texas this
5° day of December, 2005.
Mayor
Town ofTrophy Club, Texas
Effective Date;
ISEAL]
ATTEST:
Town Secretary
Town of Trophy Club, Texas
38
APPROVED TO AS FORM:
Town Attomey
Town ofTmphy Club, Texas
39
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 5-27-2008
Subject: Agenda Item No.A.5
Board to discuss and provide input regarding the last park presentations made by
Carter & Burgess.
EXPLANATION:
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments: Information Memorandum
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 5-27-2008
Subject: Agenda Item No.A.6
Discuss and take appropriate action on the approval of the April 1, 2008 minutes.
EXPLANATION:
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments: April 1, 2008 minutes.
{'l11} Cil
it
MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Tuesday, April 1, 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, April 1, 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
Steven Kohs
Board Member
Bill Matthai
Board Member Arrived at 7:15 p.m.
Sally Ridgeway
Board Member Arrived at 7:40 p.m.
JD Stotts
Board Member
PARKS AND RECREATION BOARD MEMBERS ABSENT
Chris McCollister Board Member
STAFF AND GUEST(S) PRESENT
Adam Adams
Staff Liaison/Parks and Recreation Director
Jasmine Lee
Recreation Supervisor
Terry Flickenger
Youth Football Association President
Joey Breton
TRYBA President
A.1 Call to order and announce a quorum.
Chair Person Twomey called the Regular Session to order at 7:05 pm. 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 fisted
on the agenda. The Board will hear presentations on specific agenda
items prior to the Board addressing those items.
Neil Twomey residing at 203 Oakmont spoke.
Board Member Gregory makes a motion that Item A4 be moved before item A3
to accommodate the invited association members. Board Member Glaser
seconds. The motion is unanimous.
A.4 Discuss and provide input concerning the results of the public park survey.
Board Member Stotts introduces the item. He explains that currently all fields, but
more specifically, the practice field at Harmony Park is overscheduled which is
resulting in generally poorer field conditions. Stotts discussed the need for
additional storage and the possibility of advertising sponsorships be explored.
Terry Flickenger residing at 24 Hillcrest and a baseball board member as well as
the current football association president spoke on the need for a lightning
detection system to address safety concerns.
Board Member Matthai concurred with the need for a lightning detection system.
Board Member Graham interjects that the Board is not posted to talk about the
lightning detection system and suggested that it could be added to the future
items list.
Mr. Flickenger expressed the need for additional field space for football as
currently there were two hundred children enrolled and that they were expecting
three hundred children in the next season.
Joey Breton, Baseball's current association president, addressed the Board and
stated that baseball's enrollment would also exceed the current field capacity for
either trophy Club or Roanoke.
Director Adams asked Mr. Breton how many more fields would be needed in his
estimation.
Mr. Breton suggested that 3-5 fields might be adequate as long as each field was
designed to accommodate more than one age group.
Board Members Graham and Stotts requested that the associations continue to
provide accurate enrollment numbers in order to calculate the impact created by
the additional development.
Board Member Glaser questioned the percentage of the children in baseball that
were from Roanoke and the percentage that were from Trophy Club..
Board Member Gregory thanked the two sports association representatives and
reiterated the statement that a diligent effort needed to be made to try and
accommodate the growing number of children as quickly as possible.
Director Adams asked if Mr. Flickenger had contacted the NISD about possibly
using their school fields for football.
Mr. Flickenger replied that he had not.
Board Member Skeen stated that he would research lightning detection systems
and bring the results back to the Board.
A.3 Discuss and provide input concerning the results of the public park survey
Director Adams explains the purpose of the April Ninth meeting is to brain storm
any and all ideas concerning possible uses for the Northwest and Northeast
Parks, and asks the Board if they have any questions.
Board Member graham suggests that the information from the survey be
compiled into a more brief form and be placed on the website.
Board Members discuss the fact that a skate park did not rate as highly on the
list as expected,
Director Adams explains that in order to have a viable adult softball league the
Town would need the field primarily designated for that use only and that until
that is possible U14 baseball would continue to use Indy 4 and that adult softball
would need to remain suspended.
Board Members Matthai and Gregory suggest the Town not rely on the possible
use of the new high school's fields.
Board Member McCollister mad a motion to move the next meeting to May 13,
2008, Vice Chair Person Gregory seconded the motion. Motion passed
unanimously.
A.5 Discuss and take appropriate action concerning the park Ordinance No
2005-27,
Director Adams explains that after reviewing the audio the only contested item
contained in the ordinance was the question of whether term limits should be
imposed on Officers of the Board.
Board Member graham makes a motion that the Board adopt the changes made
by !Director Adams and that if agreed upon the Board would then visit the
question of term limits. Board Member Glaser seconds the motion. The motion
passes unanimously.
Board member Glaser makes a motion that a two year term limit be placed upon
the Board's chairperson position. Board Member Matthai second s the motion for
discussion.
Board Member Glaser explains that he believes term limits encourages
participation from the Board when more people have the opportunity to rotate
through the chair position.
Board Member Stotts states that he would only be in favor of a three year term
limit.
Board Member graham states that he opposes term limits as it is undemocratic
and additionally points out that no other Board has term limit restrictions.
Chairwoman Twomey states that she is against term limits.
Board Member Skeen states that he is against term limits
Board Member Matthai supports term limits as he believes rotation in that
position is good and expresses that an appointed position should be considered
differently than an elected position.
Board Member Glaser amends the motion to a three year limit. Board Member
Matthai seconds the amendment.
Chairwoman Twomey calls for a vote on the amended motion.
Board members Glaser, Gregory, Kohs and Matthai vete in favor.
Board Members Graham, Kadow, Skeen, Stotts and Twomey vote against. The
motion fails.
A.6 Discuss and take appropriate action concerning the approval of the March
11, 2008 minutes.
Board Member Graham makes a motion to accept the minutes as presented.
Board Member Matthai seconds. The potion passes unanimously.
A7. Parks and recreation Staff updates as listed below.
1. Arbor Day
2. Fourth of July
3. Recreation programs
4. Harmony Park Update
5, Budget
6. Parks Operations
A8. Items for future agendas.
1. Investigate remedies for drainage areas adjacent to the lakes.
2. Investigate a no -smoking ordinance.
3. Discuss lightning detection system
4. Investigate funding for Parks and Rec from the MUDs
5. Update from trophy Club park
6. TCP Master plan stairs
7. Explore budget recreation models
8. Amenity lakes project.
9. Status of Parkland dedication
10. Pool update.
A8. Schedule next meeting.
Next meeting is scheduled for April 9, 2008
A70. Adjourn.
Board Member Stotts makes a motion to adjourn. Board Member Skeen seconds
the motion. The motion passes.
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 5-27-2008
Subject: Agenda Item No.A.7
Next meeting will be June 3 at 7:00 p.m.
EXPLANATION:
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments: Information Memorandum
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 5-27-2008
Subject: Agenda Item No.A.8
Adjourn.
EXPLANATION:
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments: Information Memorandum