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Agenda Packet Parks 05/13/2009Trophy Club Entities Room 203, City Hall Meeting Agenda Parks and Recreation Board Wednesday, May 13, 2009 7:00 PM Svore Municipal Building Boardroom Call To Order and announce a quorum. Invocation Citizen Presentation REGULAR SESSION 1. 09-150-T Discuss and take appropriate action concering a staff update on the various PID projects including: a. Amenity lakes b. Trail system c. Northeast Park d. Northwest Park 2. 09-151-T Discuss and take appropriate action concerning a presentation from Dr. Joe Walker on the TCP Master Plan. 3. 09-158-T Discuss and take appropriate action concerning a staff presentation on possible future funding requests for EDC4A. 4. 09-152-T Discuss and take appropriate action concerning a splash park presentation by a possible vendor. 5. 09-153-T Discuss and take appropriate action concerning a presentation by staff on dog parks. 6. 09-154-T Discuss and take appropriate action concerning a staff update on the Fourth of July Celebration. 7. 09-155-T Discuss and take appropriate action on the approval of the February 10, March 3 and April 7, 2009 minutes. Attachments:February 10, 2009 minutes March 3, 2009 minutes April 7, 2009 minutes Parks & Recreation Board Page 1 of 26 Meeting date: April 13, 2009 Parks and Recreation Board Meeting Agenda May 13, 2009 8. 09-156-T 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. Youth Sports Challenge b. Summer Adventure Camp 9. 09-157-T Future agenda items: a. Effluent water to Harmony Park b. Participation fees c. In depth discussion on Amenity Lakes operations d. Park signage/advertising e. Swim team/pool signage/advertising f. Land acquisition 10. 09-159-T Adjourn *THE BOARD MAY CONVENE INTO EXECUTIVE SESSION TO DISCUSS POSTED ITEMS AS ALLOWED BY THE TEXAS OPEN MEETINGS ACT, TEXAS LOCAL GOVERNMENT CODE 551.071. Notice is hereby given that a quorum of the Town Council may be in attendance at this meeting. CERTIFICATION I certify that the above notice was posted on the front window of the Svore Municipal Building, 100 Municipal Drive, Trophy Club, Texas, on Friday May 8, 2009 by 5:00 P.M. in accordance with Chapter 551, Texas Government Code. __________________________ Adam Adams Parks & Recreation Director If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 682-831-4600, 48 hours in advance and reasonable accommodations will be made to assist you. I certify that the attached notice and agenda of items to be considered by this Board was removed by me from the front window of the Svore Municipal Building, 100 Municipal Drive, Trophy Club, Texas, on the __________ day of ______________________, 2009 ________________________________, Title: ___________________________ Parks & Recreation Board Page 2 of 26 Meeting date: April 13, 2009 Trophy Club Entities 100 Municipal Drive Trophy Club, TX 76262 File Number: 09-150-T File ID: Type: Status: 09-150-T Agenda Item Regular Session 1Version: Reference: In Control: Parks and Recreation Board 05/08/2009File Created: Final Action: *File Name: Title: Discuss and take appropriate action concering a staff update on the various PID projects including: a. Amenity lakes b. Trail system c. Northeast Park d. Northwest Park Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: *Entered by: jlee@ci.trophyclub.tx.us History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 05/13/2009Parks and Recreation Board Text of Legislative File 09-150-T Discuss and take appropriate action concering a staff update on the various PID projects including: a. Amenity lakes b. Trail system c. Northeast Park d. Northwest Park Parks & Recreation Board Page 3 of 26 Meeting date: April 13, 2009 Trophy Club Entities 100 Municipal Drive Trophy Club, TX 76262 File Number: 09-151-T File ID: Type: Status: 09-151-T Agenda Item Regular Session 1Version: Reference: In Control: Parks and Recreation Board 05/08/2009File Created: Final Action: *File Name: Title: Discuss and take appropriate action concerning a presentation from Dr. Joe Walker on the TCP Master Plan. Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: *Entered by: jlee@ci.trophyclub.tx.us History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 05/13/2009Parks and Recreation Board Text of Legislative File 09-151-T Discuss and take appropriate action concerning a presentation from Dr. Joe Walker on the TCP Master Plan. Parks & Recreation Board Page 4 of 26 Meeting date: April 13, 2009 Trophy Club Entities 100 Municipal Drive Trophy Club, TX 76262 File Number: 09-158-T File ID: Type: Status: 09-158-T Agenda Item Regular Session 1Version: Reference: In Control: Parks and Recreation Board 05/08/2009File Created: Final Action: *File Name: Title: Discuss and take appropriate action concerning a staff presentation on possible future funding requests for EDC4A. Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: *Entered by: jlee@ci.trophyclub.tx.us History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 05/13/2009Parks and Recreation Board Text of Legislative File 09-158-T Discuss and take appropriate action concerning a staff presentation on possible future funding requests for EDC4A. Parks & Recreation Board Page 5 of 26 Meeting date: April 13, 2009 Trophy Club Entities 100 Municipal Drive Trophy Club, TX 76262 File Number: 09-152-T File ID: Type: Status: 09-152-T Agenda Item Regular Session 1Version: Reference: In Control: Parks and Recreation Board 05/08/2009File Created: Final Action: *File Name: Title: Discuss and take appropriate action concerning a splash park presentation by a possible vendor. Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: *Entered by: jlee@ci.trophyclub.tx.us History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 05/13/2009Parks and Recreation Board Text of Legislative File 09-152-T Discuss and take appropriate action concerning a splash park presentation by a possible vendor. Parks & Recreation Board Page 6 of 26 Meeting date: April 13, 2009 Trophy Club Entities 100 Municipal Drive Trophy Club, TX 76262 File Number: 09-153-T File ID: Type: Status: 09-153-T Agenda Item Regular Session 1Version: Reference: In Control: Parks and Recreation Board 05/08/2009File Created: Final Action: *File Name: Title: Discuss and take appropriate action concerning a presentation by staff on dog parks. Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: *Entered by: jlee@ci.trophyclub.tx.us History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 05/13/2009Parks and Recreation Board Text of Legislative File 09-153-T Discuss and take appropriate action concerning a presentation by staff on dog parks. Parks & Recreation Board Page 7 of 26 Meeting date: April 13, 2009 Trophy Club Entities 100 Municipal Drive Trophy Club, TX 76262 File Number: 09-154-T File ID: Type: Status: 09-154-T Agenda Item Regular Session 1Version: Reference: In Control: Parks and Recreation Board 05/08/2009File Created: Final Action: *File Name: Title: Discuss and take appropriate action concerning a staff update on the Fourth of July Celebration. Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: *Entered by: jlee@ci.trophyclub.tx.us History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 05/13/2009Parks and Recreation Board Text of Legislative File 09-154-T Discuss and take appropriate action concerning a staff update on the Fourth of July Celebration. Parks & Recreation Board Page 8 of 26 Meeting date: April 13, 2009 Trophy Club Entities 100 Municipal Drive Trophy Club, TX 76262 File Number: 09-155-T File ID: Type: Status: 09-155-T Agenda Item Regular Session 1Version: Reference: In Control: Parks and Recreation Board 05/08/2009File Created: Final Action: *File Name: Title: Discuss and take appropriate action on the approval of the February 10, March 3 and April 7, 2009 minutes. Notes: Sponsors: Enactment Date: February 10, 2009 minutes ,March 3, 2009 minutes ,April 7, 2009 minutes Attachments: Enactment Number: Hearing Date: Contact: Effective Date: *Entered by: jlee@ci.trophyclub.tx.us History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 05/13/2009Parks and Recreation Board Text of Legislative File 09-155-T Discuss and take appropriate action on the approval of the February 10, March 3 and April 7, 2009 minutes. Parks & Recreation Board Page 9 of 26 Meeting date: April 13, 2009 MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS TUESDAY, FEBRUARY 10, 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, February 10, 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 Caryl Ann Jacobs Board Member Steven Kohs Board Member (arrived 7:40 p.m.) Bill Matthai Board Member Chris McCollister Board Member (arrived 7:35 p.m.) PARKS AND RECREATION BOARD MEMBERS ABSENT Matthew Graham Board Member Larry Lentzner 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 Rhonda Cullum Representative of Lake Cities Church of Christ A.1 Call to order and announce a quorum. Chairman Stotts called the Regular Session to order at 7:08 p.m. noting a quorum was present. A.2 Invocation Chairman Stotts led the Board in an invocation. 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. No citizen presentations were given. Parks & Recreation Board Page 10 of 26 Meeting date: April 13, 2009 A.4 Discuss and take appropriate action on the approval of the January 13, 2009 minutes. Board Member Matthai made a motion to approve the January 13, 2009 minutes. Seconded by Board Member Glaser. Motion passed unanimously. A.5 Discuss and take appropriate action on a presentation made by staff concerning the 2009 Easter Celebration. Recreation Supervisor Lee gave a presentation on the upcoming Town Easter Egg Hunt, including the Town’s partnership with 4 community churches. Rhonda Cullum, a representative of Lake Cities Church of Christ, thanked the Town for including them in the event and expressed pleasure at the partnership. Chairman Stotts turned the meeting over to Vice-Chairman Gregory. 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 Chairman Stotts stated that the Sub-committee met last week, and will meet on the 4th Tuesday of every month. Director Adams presented the Northeast Park timeline from Teague, Nall & Perkins. They will begin surveying this week, and the site plan should be done by the end of April. Construction on the park begins in July, turf and irrigation will be done in September and the facilities/structures will be completed in October. The park will be ready for spring play. This fall soccer will take back the field at Lakeview and football will move to Skyline Park. Next spring football will move to Northeast Park. Chairman Stotts stated that he discussed the amenity lakes with Steve Leinart, the project manager. If Grapevine Lake rises to 572, amenity lakes 2 and 3 will be inundated as will the trails. Chairman Stotts recommended that a section of the trail be moved to avoid the hills, which will make trail maintenance easier. Leinart will speak to Mehrdad about it on Friday. Director Adams shared pictures of trails and stated that he met with trail professionals to discuss ADA rules related to the trail. Chairman Stotts informed the Board of the focus of each member of the Facilities Sub-committee: Joe Boclair and Barbie Kadow will work on Northeast Park, Larry Lentzner and Lucas Reed are working on Northwest Park, and JD Stotts is focusing on the trail system. The Sub-committee is discussing a bond committee and grants to fund Northwest Park. They are pushing for the Northwest Park site plan to be done next month in order to assist with bond pursuit. Board Member Kohs suggested that the Sub-committee explore funding through the MUDs as well. Parks & Recreation Board Page 11 of 26 Meeting date: April 13, 2009 Vice-Chairman Gregory turned the meeting over to Chairman Stotts. 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. Vice-Chairman Gregory stated that the new gate system will be operational by March 1, 2009. The Red Bull area needs new equipment for maintenance, including attachments to the mule. It also needs plantings on the perimeter to keep dirt in the area. Desired park improvements include a staff ATV, asphalt paving in the parking areas, signage near the entrance with a park map and rules, chain link fence around the Red Bull area, a restroom in the back parking area and a security camera at the entrance. A.8 Discuss and take appropriate action on a presentation by staff concerning splash pads and other aquatic amenities. Director Adams informed the Board that a second pool would cost $1.7-2.2 million. A splash pad would cost $275,000-350,000. The potential splash pad would be adjacent to the pool in order to pull people away from the pool. If it were guarded during the summer during pool operations, it would also have to be guarded during the off season. Locating a splash pad in a different area would defeat the purpose of drawing the crowd from the other pool. Insurance issues would also be a concern. Based on these issues, a splash pad would likely have to be built in a different location. The decision to build a splash pad or second pool will be influenced by available financing. A.9 Discuss and take appropriate action concerning the Trophy Club Park informational flyer. The Board examined the information sheet and approved it with no revisions. They requested that the flyer be included in a future “Around the Town” newsletter. It will also go to Council and be posted on the website. A.10 Discuss and take appropriate action concerning a presentation by staff on various recycling possibilities that could be implemented throughout the Town. Director Adams stated that staff is looking at TCEQ grants. He will discuss containers for the parks with the MUD’s, and work with Starbucks to collect grinds for composting at TCP. There is already twice yearly hazardous waste pick up, and we will continue the Christmas tree recycling program. This information will go on the website so that people are aware of current recycling programs. A.11 Discuss and take appropriate action concerning the possibility of going to a paperless agenda. Parks & Recreation Board Page 12 of 26 Meeting date: April 13, 2009 Board Member Glaser made a motion to table this agenda item until the next meeting. Seconded by Board Member Matthai. Motion passed unanimously. 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 Advertising signage at the parks will be discussed at the 3/16 Town Council meeting. There will also be a Park Board presentation at that meeting. All sports associations will be required to provide practice and/or game schedules 2 weeks prior to the start of any practices and/or games on Town property. The Master Park Plan will be available online. The department has been getting complaints about the locations of some port-a- potties. Planning for Arbor Day at Trophy Club Park has begun. There will shuttling and the event will be much larger than in the past. A.13 Items for future agendas: 1. Dog park operations 2. Converting medians to xeriscapes 3. Project timelines 4. Parkland dedication specifics 5. Lights at Harmony Park 6. Surveillance system 7. MUDs funding parks 8. Paperless agendas A.14 Discuss and take appropriate action on scheduling the next meeting. The next meeting will be March 3, 2009 at 7:00 p.m. A.15 Adjourn. Vice Chairman Gregory made the motion to adjourn at 8:48 p.m. Seconded by Board Member McCollister. Motion passed unanimously. ____________________________________ Parks & Recreation Board Page 13 of 26 Meeting date: April 13, 2009 Barbie Kadow Parks & Recreation Board Secretary Parks & Recreation Board Page 14 of 26 Meeting date: April 13, 2009 MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS TUESDAY, MARCH 3, 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, March 3, 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 Dave Glaser Board Member Matthew Graham Board Member Caryl Ann Jacobs Board Member Steven Kohs Board Member Larry Lentzner Board Member Chris McCollister Board Member (arrived 7:09 p.m.) Sally Ridgeway Board Member PARKS AND RECREATION BOARD MEMBERS ABSENT Barbie Kadow Secretary Bill Matthai Board Member STAFF AND GUEST(S) PRESENT Adam Adams Staff Liaison/Parks and Recreation Director Jasmine Lee Recreation Supervisor Terry Lewis Aquatic/Outdoor Coordinator Jim Moss Town Council Liaison A.1 Call to order and announce a quorum. Chairman Stotts called the Regular Session to order at 7:08 p.m. noting a quorum was present. A.2 Invocation Board Member Kohs led the Board in an invocation. 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. No citizen presentations were given. Parks & Recreation Board Page 15 of 26 Meeting date: April 13, 2009 A.4 Discuss and take appropriate action on a presentation by staff concerning the pros and cons of installing a splash park as opposed to a traditional pool. Aquatic/Outdoor Coordinator Lewis gave a presentation on the various types of splash parks, including recirculatory and flow through systems. Director Adams stated that while the Town may be able to build a pool, they could likely not afford to operate it. The issue of guarding the splash pad during the pool off-season could be addressed by creating a separate entrance for the splash pad and hiring part-time staff to man the splash pad on weekends only. This would minimize the expenditures. The site plan would allow for the future addition of another pool as well. Board Member Graham made a motion to recommend that the Board pursue the exploration of a splash pad or splash park style amenity as opposed to a standing water pool. Seconded by Board Member Ridgeway. The Board discussed the motion and then voted. Motion passed unanimously. A.5 Discuss and take appropriate action on a presentation by staff concerning the xeriscaping of Town medians. Director Adams provided handouts and gave a presentation on the proposed plan to change 20 of the 61 medians to xeriscape. Board Member Glaser made a motion to proceed with the plan to change one third of the medians to xericapes. Seconded by Board Member Jacobs. The motion passed unanimously. A.6 Discuss and take appropriate action on an update from the TCP Sub-Committee over the following items: 1. Gate entrance and operations 2. Red Bull Riding area 3. Meeting with the Grapevine Corp of Engineers 4. Operations 5. Future park programming Vice Chairman Gregory spoke on behalf of the Sub-Committee. He stated that the TCP entrance gate has been installed, but is not yet operational. A pavilion and entry gate have been installed in the Red Bull riding area, and a grand opening event is likely to happen in mid-April. Director Adams met with the new lake manager from the COE Grapevine office. He learned that the COE has no plans to ever fix the roads in the park. Chairman Stotts, who was also at the meeting, learned that no hunting of any kind is allowed in the park. Vice Chairman Gregory stated that Aquatic/Outdoor Coordinator Lewis has organized a volunteer group to do a monthly work day at the park. There were approximately 10 people at the first meeting. Board Member Graham recommended speaking to the courts about offering community service hours at the park. Parks & Recreation Board Page 16 of 26 Meeting date: April 13, 2009 Aquatic/Outdoor Coordinator Lewis has been approached about hosting race events in the Red Bull riding area. Game Time has approached Director Adams about installing a new playground structure inside the park. The Arbor Day Celebration will be held at the park on April 25th. Board Member Glaser and Director Adams presented a chart on weekend ridership trends at the park over the past year. The Parks & Recreation Board took a short break at 8:38 p.m. and reconvened at 8:48 p.m. A.7 Discuss and take appropriate action on an update from the Park Facility Sub- Committee on the following items: 1. North Trail system 2. Amenity lakes 3. Northeast Park 4. Northwest Park 5. Funding issues Board Member Lentzner spoke on behalf of the Sub-Committee. The developer building the North Trail system asked the Town to consider a new route across his property to reduce his expenses. Chairman Stotts stated that the new route would reduce the length of the trail and connect to Trophy Club Park in an unusual area. The pump for the amenity lakes will be installed in one week, and it will take 90 days to fill the lakes. Water from the lakes will be used to irrigate the new medians. Board Member Graham requested hard figures on the cost of maintaining the lakes. The site plan for Northeast Park will be ready in approximately one week. Board Member Lentzner expressed concern that the ground around the culvert be properly filled and compacted to minimize impact on future facilities and fields built on that land. The Sub-Committee recommended that the Town move forward with a site plan for Northwest Park as soon as the culvert is filled. Director Adams informed the Board that the pool had to be removed from the current plan. Northwest Park will not be available for use until Spring 2011. He will ask EDC4A to pay for field time at Integrity Park to supplement TCRBA play next spring. The current Town budget is approximately $570,000 short. A.8 Discuss and take appropriate action concerning the March 16th, 2009 Park Presentation before Town Council. The March 16 meeting was moved to March 9, and the presentation was moved to the following meeting. The presentation will include an overview of PID and capital projects. Director Adams will put the presentation together with Chairman Stotts. Board Member Glaser asked to include hard data on Trophy Club Park compared to last year to dispel misnomers about the park. Parks & Recreation Board Page 17 of 26 Meeting date: April 13, 2009 Board Member Graham would like the presenters to discuss how items such as the amenity lakes are going to affect the department’s budget Board Member Jacobs requested that the presentation spotlight new programming and events in the Town. Board Member Lentzner ask that the presentation discuss how operational and capital costs will be addressed. Vice-Chairman Gregory suggested that they presentation mention potential alternate funding sources such as EDC4A and the Trophy Club Women’s Club. A.9 Discuss and take appropriate action on the Town Hall meeting on March 17th concerning the Comprehensive Park Plan. Director Adams stated that Carter & Burgess will help present the plan at the meeting. He will post for a quorum, the meeting may last up to 1.5 hours. The presentation itself should take approximately 30 minutes. The goal of the meeting is to convey knowledge to the public. A.10 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. PID projects 2. Budget 3. EDC4A Director Adams stated that due to budgetary shortfalls he will be presenting a revised budget with a 3% cut for the current fiscal year to the Town next week. The shortfall will also affect next year’s budget, which is expected to be lower than this year. Chairman Stotts requested a budget workshop for late April or early May to assist with preparing the budget. Due to the fact that the budget is due by April 3rd, Director Adams informed the Board that they would be able to review the budget that had already been submitted at the next meeting. Director Adams will be seeking funding from EDC4A to assist with some of the upcoming projects. A.11 Items for future agendas: 1. Recreational Programming 2. Arbor Day/TCP Park presentation 3. Fees for amenities 4. Approach MUDs to pay for effluent lines to Harmony Park A.12 The next meeting will be April 7, 2009 at 7:00 p.m. A.13 Adjourn. Board Member Lentzner made the motion to adjourn at 9:48 p.m. Seconded by Board Member McCollister. Motion passed unanimously. Parks & Recreation Board Page 18 of 26 Meeting date: April 13, 2009 ____________________________________ Barbie Kadow Parks & Recreation Board Secretary Parks & Recreation Board Page 19 of 26 Meeting date: April 13, 2009 MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS TUESDAY, APRIL 7, 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, April 7, 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 Caryl Ann Jacobs Board Member Steven Kohs Board Member Larry Lentzner Board Member (arrived 7:13 p.m.) Chris McCollister Board Member (arrived 7:14 p.m.) Sally Ridgeway Board Member PARKS AND RECREATION BOARD MEMBERS ABSENT Bill Matthai Board Member STAFF AND GUEST(S) PRESENT Adam Adams Staff Liaison/Parks and Recreation Director Jasmine Lee Recreation Supervisor Jim Moss Town Council Liaison Call to order and announce a quorum. Chairman Stotts called the Regular Session to order at 7:09 p.m. noting a quorum was present. Invocation Vice Chairman Gregory led the Board in an invocation. 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. Parks & Recreation Board Page 20 of 26 Meeting date: April 13, 2009 1. The Board reviewed the minutes from the February 10 and March 3, 2009 meetings. The item was not posted correctly, therefore no action was taken. 2. Discuss and take appropriate action on a budget presentation by staff. Director Adams gave a presentation on general budgetary figures from the ’08- ’09 fiscal year and projected figures from the ’09-’10 fiscal year. Chairman Stotts stated that the projected budget for medians, common areas and amenity lakes looked extremely low, as he expects the start-up costs for the amenity lakes and new trails to be significant. 3. Discuss and take appropriate action concerning a staff presentation on Arbor Day Celebration at Trophy Club Park. Recreation Supervisor Lee gave a presentation on the entertainment, concessions and vendors that would be present at the Arbor Day Celebration. 4. Discuss and take appropriate action concerning the Park presentation to Town Council on April 6, 2009. The Board stated that the presentation was well done and seemed well received. 5. Discuss and take appropriate action concerning an update from TCP Sub- Committee on Trophy Club Park. Vice-Chairman Gregory spoke on behalf of the TCP Sub-Committee. The gate at the entrance is not yet operational. Director Adams stated that there were issues with the credit/banking system that are being worked out through the finance department. Red Bull will lengthen the motocross trail and do dirt work in the upcoming weeks. Director Adams stated that Dr. Walker will be at the next Parks & Recreation Board meeting to give a presentation on the TCP Master Plan. Heroes on the Water will do a kayak fishing tournament on May 9th at TCP. Sport vendors will display equipment. All proceeds benefit Heroes on the Water, a charity that works with wounded veterans. 6. Discuss and take appropriate action on an update from Park Facilities Sub- Committee concerning: a. Northeast Park b. Northwest Park c. Amenity Lakes d. Trail system e. Culvert Parks & Recreation Board Page 21 of 26 Meeting date: April 13, 2009 Director Adams met with Teague Nall & Perkins along with Chairman Stotts and Town staff. He was presented with 4 potential site plans, and they discussed flood plains and drainage concerns. The Facilities Sub-Committee will examine alternate positions for the amenities and determine a final site plan at their next meeting. Chairman Stotts stated that a drainage pipe and retaining wall will be needed at the park, which will add to overall cost. Director Adams stated that all trail forms on the developer’s property have been set and will be poured by Friday. He spoke to Steve Leinart and will bring in an ADA specialist to evaluate the trail. The developer is willing to extend the trail to its original ending point in TCP, but he must get permission for a cement trail from the Corps of Engineers. If he cannot get permission, that portion of the trail will be decomposed granite. The Town will need legal documentation for easement for the section of trail that passes near the gas well. Director Adams stated that there are only approximately 30’ left to complete on the culvert. Director Adams has instructed Teague Nall & Perkins to begin a site plan for Northwest Park. Board Member Lentzner presented the idea of a park bond committee to Town Council in the Park Board presentation. 7. Discuss and take appropriate action on a staff update concerning the following: a. Youth Sports Challenge b. Beginner Youth Tennis League c. Summer Adventure Camp d. Aquatic programs e. Lakeview Garden Project Recreation Supervisor Lee distributed informational flyers about the Youth Sports Challenge, Beginner Youth Tennis League, and Summer Adventure Camp. The Town is working with TCRBA and TCRSA to schedule games around the event and inform local families about the athletic opportunity. The Beginner Youth Tennis League has completed enrollment and reached maximum capacity. There were several families who wanted to participate but did not enroll by the deadline, so the program will likely be offered again in the fall. The League will begin on April 19th. Summer Adventure Camp enrollment is progressing rapidly. The average weekly enrollment has already reached the same level as last summer. All camp staff has been hired. Director Adams informed the Board that the Trophy Club Community Pool will be closed on Tuesdays and Thursdays this summer. Swim team and swim lesson registration has begun. Resident Bill Rose stated that he feels citizens want additional pools, and not fewer operational days. Board Member Kohs and Secretary Kadow disagreed with the Thursday closure. Secretary Kadow and Board Member McCollister would prefer to have such decisions presented to the Board prior to making a final decision. Board Member Jacobs suggested that Thursday be promoted as a special party or camp day. Parks & Recreation Board Page 22 of 26 Meeting date: April 13, 2009 The Parks Department worked with Lakeview Elementary and volunteers to complete the Outdoor Learning Center. The Department provided several man- hours, supplies, equipment and food to everyone in attendance. 8. Future agenda items: a. Effluent water to Harmony Park b. Dog park operations c. Fourth of July operations d. Participation fees e. In depth discussion on Amenity Lakes operations f. Harmony Park parking g. Park signage/advertising h. Swim team/pool signage and advertising i. Land acquisition 9. Discuss and take appropriate action on scheduling the next meeting. The next meeting will be May 12, 2009 at 7:00 p.m. Adjourn Vice Chairman Gregory made the motion to adjourn at 9:18 p.m. Seconded by Board Member Kohs. Motion passed unanimously. ____________________________________ Barbie Kadow Parks & Recreation Board Secretary Parks & Recreation Board Page 23 of 26 Meeting date: April 13, 2009 Trophy Club Entities 100 Municipal Drive Trophy Club, TX 76262 File Number: 09-156-T File ID: Type: Status: 09-156-T Agenda Item Regular Session 1Version: Reference: In Control: Parks and Recreation Board 05/08/2009File Created: Final Action: *File Name: Title: 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. Youth Sports Challenge b. Summer Adventure Camp Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: *Entered by: jlee@ci.trophyclub.tx.us History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 05/13/2009Parks and Recreation Board Text of Legislative File 09-156-T 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. Youth Sports Challenge b. Summer Adventure Camp Parks & Recreation Board Page 24 of 26 Meeting date: April 13, 2009 Trophy Club Entities 100 Municipal Drive Trophy Club, TX 76262 File Number: 09-157-T File ID: Type: Status: 09-157-T Agenda Item Regular Session 1Version: Reference: In Control: Parks and Recreation Board 05/08/2009File Created: Final Action: *File Name: Title: Future agenda items: a. Effluent water to Harmony Park b. Participation fees c. In depth discussion on Amenity Lakes operations d. Park signage/advertising e. Swim team/pool signage/advertising f. Land acquisition Notes: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: *Entered by: jlee@ci.trophyclub.tx.us History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 05/13/2009Parks and Recreation Board Text of Legislative File 09-157-T Future agenda items: a. Effluent water to Harmony Park b. Participation fees c. In depth discussion on Amenity Lakes operations d. Park signage/advertising e. Swim team/pool signage/advertising f. Land acquisition Parks & Recreation Board Page 25 of 26 Meeting date: April 13, 2009 Trophy Club Entities 100 Municipal Drive Trophy Club, TX 76262 File Number: 09-159-T File ID: Type: Status: 09-159-T Agenda Item Draft 1Version: Reference: In Control: Parks and Recreation Board File Created: Final Action: *File Name: Title: Notes: Sponsors: Enactment Date: Hearing Date: Contact: Effective Date: *Entered by: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 05/13/2009Parks and Recreation Board Text of Legislative File 09-159-T Parks & Recreation Board Page 26 of 26 Meeting date: April 13, 2009