Agenda Packet Parks 02/10/2009Town of Trophy Club
Parks & Recreation Board Meeting Agenda
100 Municipal Drive
Trophy Club, Texas 76262
Tuesday, February 10, 2009
7:00 PM
A.1 Call to order and announce a auorum.
A.2 Invocation
A.3 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.4 Discuss and take appropriate action on the approval of the January 13, 2009
minutes.
A.5 Discuss and take appropriate action on a presentation by staff concerning the
2009 Easter Celebration.
A.6 Discuss and take aDDroariate action concernina an uodate from the Park
Facilities Sub -Committee as it relates to the following:
1. Trail systems
2. PID projects
3. Amenity lakes
4. Northwest and Northeast Parks
5. Aquatic facilities
A.7 Discuss and take aDDro
on the following:
1. New gate system
2. Red -Bull area
3. Park Improvements.
4. Securitv issues.
riate action on an uDdate from the TCP Sub -Committee
A.8 Discuss and take appropriate action on a presentation by staff concerning splash
Dads and other aauatic amenities.
A.9 Discuss and take appropriate action concerning the Trophy Club Park
informational flyer.
A.10 Discuss and take appropriate action concerning a presentation by staff on
various recycling possibilities that could be implemented throughout the Town.
A.11 Discuss and take appropriate action concerning the possibility of going to a
paperless agenda.
A.12 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. Advertisina sianaae for the soorts associations on the Darks
2. Sports facility agreement
3. Harmony Park
4. Porta Dottie locations
5. Arbor Day/TCP day
A.13 Items for future aaendas:
1. Dog park operations
2. Converting medians to xeriscapes
3. Project timelines
4. Parkland dedication specifics
A.14 Discuss and take appropriate action on scheduling the next meeting_
A.15 Adjourn.
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 2-10-2009
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: 2-10-2009
Subject: Agenda Item No.A.2
Invocation
EXPLANATION:
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments:
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 2-10-2009
Subject: Agenda Item No.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 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: 2-10-2009
Subject: Agenda Item No.A.4
Discuss and take appropriate action on the approval of the January 13, 2009
minutes.
EXPLANATION:
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments: January 13, 2009 minutes
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P
r MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING
FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DERIVE, TROPHY CLUB, TEXAS
TUESDAY, JANUARY 13, 2009 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, January 13, 2009 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
JD Stotts
Chairman
Steve Gregory
Vice -Chairman
Barbie Kadow
Secretary
Dave Glaser
Board Member
Matthew Graham
Board Member (arrived 7:18 p.m.)
Caryl Ann Jacobs
Board Member
Steven Kohs
Board Member
Larry Lentzner
Board Member
Bill Matthai
Board Member
Chris McCollister
Board Member (arrived 7:42 p.m.)
Sally Ridgeway
Board Member
PARKS AND RECREATION BOARD MEMBERS ABSENT
STAFF AND GUEST(S) PRESENT
Adam Adams Staff Liaison/Parks and Recreation Director
Jasmine Lee Recreation Supervisor
AA Call Park Board to order and announce a quorum.
Chairman Stotts called the Regular Session to order at 7:12 p.m. noting a
quorum was present. Board Member Matthai led the Board in an invocation.
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.
A.3 Discuss and take appropriate action on the approval of the December 2, 2008
minutes.
Board Member Lentzner made a motion to approve the December 2, 2008
minutes. Seconded by Board Member Matthai. Motion passed unanimously.
The Board moved item A.5 up on the agenda.
A.5 Discuss and provide input concerning a public statement page for Trophy Club
Park.
Director Adams provided the Board with the public statement created by staff and
the Trophy Club Park Sub -Committee. Vice Chairman Gregory stated that the
purpose of the document is to clearly state how long the Town has had a contract
with the Corps of Engineers for Trophy Club Park, the length and term of the
contract, and what our primary goals and objectives are.
Director Adams stated that the document would be distributed to staff, Town
Council, used in the budgetary process, provided to Dr, Walker, and posted on
the Town website.
The Board provided input on changes and grammatical corrections to the
document.
Board Member Graham asked if it would be possible to include the public
statement in the water bill for Trophy Club residents. Board Member Kohs stated
that it would cost $460 to include the statement with the water bill. Board
Member Graham asked if, in lieu of including the statement in the water bill, we
could publish it in the Around the Town newsletter. Recreation Supervisor Lee
stated that it would be possible, but would require the cooperation of several
other departments who regularly contribute to the newsletter each month.
Chairman Stotts wanted to ensure that this document would be distributed to all
Town staff.
Director Adams stated that he would make the requested changes and present a
final draft to the sub -committee for approval.
A,4 Discuss and provide input on staffs presentation concerning the remaining
special events for the 2008-2009 fiscal year.
Recreation Supervisor Lee gave a presentation on upcoming events including
the Easter Egg Hunt, Arbor Day Celebration, Youth Sport Challenge, 4'h of July
Celebration, and PetFest. Board Member Lentzner and Secretary Kadow offered
to communicate with the youth baseball and soccer associations regarding the
Youth Sport Challenge.
A.6 Staff and Park Facility Sub -Committee members to discuss goal and objectives
covered at their first meeting with the Park Board.
Director Adams stated that staff will create a mission statement for the sub-
committee. The scope of its work will be limited to capital improvement projects,
especially those requiring a bond. Staff will move forward on a site plan for
Northeast Park to determine the park elements, including a dog park. Funds are
there for Northeast Park so they pian to move forward on it immediately. Board
Member Lentzner is the chair of the sub -committee, which will be going on a field
trip this Saturday to see the sites of future parks. !Northwest Park may be
included in an upcoming bond package.
Board Member Lentzner stated that Chairman Stotts would be taking the lead on
projects relating to the North Trail. Sub -committee member Joe 6oclair will take
the lead on projects relating to Northeast Park, which will need a new site plan
based on the available budget. Board Member Lentzner will be taking the lead
on projects relating to Northwest Park.
Chairman Stotts stated that most of the North Trail will have to be widened to 8
feet. it will be very expensive, and is not covered by the PID monies.
Board Member Glaser asked if there was a timeline for Northeast Park. Board
Member Lentzner stated that staff would be moving forward Immediately with
securing a contract to create a site plan so that construction on the park can
begin in a timely manner.
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. Trophy Club Park operations as they relate to the bathroom, new gates, and
attendance figures.
a. Bathroom: All improvements have been made, currently working on an
issue with the door, bathrooms are open to the public.
b. New gates: Funding is ready to go, currently waiting for the company
to do a site inspection. Street department has agreed to install a loop line
for the sensors around the guard shack.
c. Attendance figures: The ,park has brought in $38,000 in the last three
months. Park is 200 riders shy of revenue for all of fiscal year 2007-2008.
2. Public Calendar: Should be available in March, in the meantime we will add a
link to the website with a list of upcoming activities that Parks and
Recreation is Involved in.
3. Median tree planting: Staff just planted about $9,000 worth of trees, which will
allow the Town to finalize its status as Tree City for the Vh year.
A,8 Items for future agendas:
I. Dog park operations
2. Advertising in the parks (including medialcommercials filmed at Trophy Club
Paris with Red Bull)
3. Amenity lakes
4. Recycling program
5, Grants
6. Converting medians to dryscape
7. Project timeline
8. Sports agreements
9. Parkland dedication land donation specifics
A.9 Set date and time for next Board meeting.
The next meeting will be February 10, 2009 at 7:00 p.m.
A.14 Adjourn.
Board Member Matthai made the motion to adjourn at 8:44 p.m. Seconded by
Board Member Glaser. Motion passed unanimously.
Barbie Kadow
Parks & Recreation Board Secretary
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 2-10-2009
Subject: Agenda Item No.A.5
Discuss and take appropriate action on a presentation by staff concerning the 2009
Easter Celebration.
EXPLANATION:
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments: 2009 Easter Celebration flyer
svgg
10:00am-12:00pm
12:00pm-2:00pm
Tentative Schedule of Events
Individual church celebrations
-Arts & crafts
-Games
Pictures with Easter bunny
-Other family activities`
Town Easter Egg Hunt at Harmony Park
-Music: CDs played on sound system
Children's Christian music, borrowed from churches
-Egg games
Egg toss
Egg in spoon races/relays
Egg bowling
Others?
-Bounce houses/slides
1 large combo provided by Lake Cities
1 bounce house provided by Trophy Lakes
1 giant slide provided by the Town
-Easter egg hunts
Expect 350-400 children
Age groups:
Walking -3 years Hide & Seek Bunnies
4 years -6 years Egg Hunt
7 years -9 years Egg Hunt
10 years -12 years Egg Hunt
Eggs (4,000 total)
500 filled eggs provided by Lake Cities
400 filled eggs provided by FUMC
3,100 eggs and candy provided by the Town
Church volunteers will fill empty eggs with candy
provided by the Town
Recycle bins to collect empty plastic eggs after hunts
-Easter bunny provided by Lake Cities
-Concessions
Drinks sold by Lake Cities
(Hot dogs, nachos, snow cones) sold by Trophy Lakes
(Hot dogs) sold by FUMC
J
vwg
What we ask of each church
• 7-8 volunteers (16 or older) to assist with hunts and activities
AND
At least 400 filled plastic eggs
OR J f
One inflatable (a bounce house, slide, or combo) s `
What we provide
• Calor advertising of individual church events as well as the
Town event in the Around The Town newsletter in the paper
and online
• Sound system, generators for bounce houses, any needed
tables/chairs
• Event shirts for all volunteers
. Town staff to set up/tear down the event
• Ensure there are 3 inflatables and 4,000 eggs total for the
events
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 2-10-2009
Subject: Agenda Item No.A.6
Discuss and take appropriate action concerning an update from the Park Facilities
Sub -Committee as it relates to the following:
1. Trail systems
2. PID projects
3. Amenity lakes
4. Northwest and Northeast Parks
5. Aquatic facilities
EXPLANATION:
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments:
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 2-10-2009
Subject: Agenda Item No.A.7
Discuss and take appropriate action on an update from the TCP Sub -Committee on
the following:
1. New gate system
2. Red -Bull area
3. Park Improvements.
4. Security issues.
EXPLANATION:
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments:
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 2-10-2009
Subject: Agenda Item No.A.8
Discuss and take appropriate action on a presentation by staff concerning splash
pads and other aquatic amenities.
EXPLANATION:
Staff will give a presentation on various aspects concerning splash pads as an aquatic
amenity is required by the PID.
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments:
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 2-10-2009
Subject: Agenda Item No.A.9
Discuss and take appropriate action concerning the Trophy Club Park
informational flyer.
EXPLANATION:
Staff is bringing back the information sheet to be reviewed by the Board prior to
distribution of this document.
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments: Informational document on TCP
Trophy Club Park at Lake Grapevine
In 2002 the Town Council of Trophy Club had the foresight to
enter into a twenty-five year lease with the Army Corp of
Engineers on an 877 acre piece of property adjacent to Trophy
Club previously known as Marshall Creek Park.
Trophy Club Park is a valuable asset to Trophy Club as it is zoned
for multiple recreational uses such as youth sports venues,
ATV/Motorcycle riding, fishing, horseback riding and a variety of
other uses. The primary objectives for entering the lease were:
1. To provide for the recreational needs of our growing
community.
2. To preserve open space for the enjoyment of all visitors.
3. To procure an area for environmental education.
In 2006 the Parks & Recreation Board created a Park Sub -
Committee to allow for a closer study of the operation and
management of the Park.
In 2007 a Town -wide survey was conducted and the residents of
Trophy Club identified the need for trails and open space as their
highest priorities in future park development. Trophy Club Park
currently provides over 600 acres of open space that is available
for passive recreational use; coupled with the additional park
acreage recently acquired by the Town, Trophy Club residents
have access to over one thousand acres of parkland with the
highest park space acreage per capita ratio in the state of Texas.
Also in 2007 Town Council voted to change the name of the Park,
allowing it to be more closely identified with the Town of Trophy
Club as a large portion of the new residential development is
adjacent to the Park.
In 2008 the Town Council commissioned a study of Trophy Club
Park utilizing $25,000 from EDC4A to identify and prioritize the
best possible uses of the Park in order to address the needs of the
citizens as well as potential regional uses. The Town will submit a
revised concept plan to the Army Corp of Engineers for adoption
at the conclusion of the study.
Financially, Trophy Club Park continues to be the most
inexpensive park Trophy Club operates. Although the Park's
revenue was diminished in the 2006-2007 fiscal year due to
extreme flooding, the estimated revenue from the Park during the
Town's first four years of operation is $303,000. This money is
primarily generated by the 177 acres utilized for
ATV/motorcycles. This use represents a substantial return on our
investment in several ways:
1. The Town is required by the Corp of Engineers to maintain
the Park's infrastructure, which is paid for by the use of
ATV's and motorcycles. Without this revenue source the
Town would experience a greatly increased financial burden
in the operation of the Park.
2. We have the ability to regulate the entry fees to the Park, and
in 2008, we increased the motorized user fees by 30%.
3. The motorized area has allowed us to apply for and receive
over $270,000 in grant monies that benefited all the users of
the park in the construction of a restroom, improved access,
new parking areas and a controlled entry system.
4. In December of 2008 Red Pull expended $20,000 to create a
motocross area that will create additional park revenue.
5. The Park continues to attract more families to this venue due
to increased safety measures and the creation of a youth
riding area.
S. In 2009 the Town will apply for over $350,000 in grants,
which if funded would benefit all Park users.
Conclusion
In the years to come Trophy Club Park will remain the unique
amenity operated by the Town of Trophy Club. The Park will
continue to offer an increasing variety of recreational opportunities
at the lowest possible cost to our residents and visitors from
neighboring communities.
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 2-10-2009
Subject: Agenda Item No.A.10
Discuss and take appropriate action concerning a presentation by staff on various
recycling possibilities that could be implemented throughout the Town.
EXPLANATION:
Several Board members have requested that staff look into recycling programs that
could be implemented in Trophy Club.
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments:
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 2-10-2009
Subject: Agenda Item No.A.11
Discuss and take appropriate action concerning the possibility of going to a
paperless agenda.
EXPLANATION:
Sending out the agenda by email would both save consumable resources and
operational costs.
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments:
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 2-10-2009
Subject: Agenda Item No.A.12
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. Advertising signage for the sports associations on the parks
2. Sports facility agreement
3. Harmony Park
4. Porta pottie locations
5. Arbor Day/TCP day
EXPLANATION:
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments:
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 2-10-2009
Subject: Agenda Item No.A.13
Items for future agendas:
1. Dog park operations
2. Converting medians to xeriscapes
3. Project timelines
4. Parkland dedication specifics
EXPLANATION:
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments:
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 2-10-2009
Subject: Agenda Item No.A.14
Discuss and take appropriate action on scheduling the next meeting.
EXPLANATION:
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments:
PARKS AND RECREATION BOARD
MEMORANDUM
From: The Office of the Parks and Recreation Director Date: 2-10-2009
Subject: Agenda Item No.A.15
Adjourn.
EXPLANATION:
RECOMMENDATION:
STAFF COMMENTS:
(aa)
Attachments: