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Agenda Packet Parks 11/12/2013Parks and Recreation Board Trophy Club Entities Meeting Agenda 100 Municipal Drive Trophy Club, Texas 76262 Svore Municipal Building Boardroom7:00 PMTuesday, November 12, 2013 CALL TO ORDER AND ANNOUNCE A QUORUM CITIZEN PRESENTATIONS Citizens are allowed three (3) minutes to address the Board regarding an item over which the Board has policy or oversight authority as provided by Texas law, the ethics order, or other policy order. REGULAR SESSION 1.2013-735-T Discuss and take appropriate action on approving the October 8, 2013 Board minutes 10 8 13 minutes.pdfAttachments: 2.2013-736-T Discuss and provide input to staff concerning a presentation by the baseball association regarding both tournament and rental fees 3.2013-737-T Staff/Board discussion of the following items; discussion of same a. family camp-out recap b. Charity Classic event recap c. December events d. Keep Trophy Club Beautiful e. Dino Playground f. Volunteer policies g. TCP h. Trails Sub-Committee i. Independence East j. Bocce Ball k. future programs 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. Parks and Recreation Board 1 of 9 November 12, 2013 November 12, 2013Parks and Recreation Board Meeting Agenda 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 November 9, 2013 by4:00 P.M. in accordance with Chapter 551, Texas Government Code. Adam Adams Director of Parks and Recreation 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 ______________________, 2013. ________________________________, Title: ___________________________ Parks and Recreation Board 2 of 9 November 12, 2013 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12013-735-T Name: Status:Type:Agenda Item Regular Session File created:In control:11/9/2013 Parks and Recreation Board On agenda:Final action:11/12/2013 Title:Discuss and take appropriate action on approving the October 8, 2013 Board minutes Attachments:10 8 13 minutes.pdf Action ByDate Action ResultVer. Discuss and take appropriate action on approving the October 8, 2013 Board minutes Parks and Recreation Board 3 of 9 November 12, 2013 MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS TUESDAY, October 8, 2013 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, October 8, 2013 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 Larry Lentzner Chairman David Abdulky Vice Chairman Glenn Hurst Secretary Patrick Arata Board Member Louis Hocker Board Member Chris McCollister Board Member Tom Mills Board Member Kathy Trotter Board Member PARKS AND RECREATION BOARD MEMBERS ABSENT Hayley Little Board Member Dean Murray Board Member Jim Hanna Board Member Clint Schroeder Council Liaison STAFF AND GUEST(S) PRESENT Sherri Lewis Parks and Recreation Jay Basantkumar Board Member effective 10.9.13 Call to order and announce a quorum. Chairman Lentzner called the meeting to order at 7:05 p.m. noting a quorum was present. REGULAR SESSION Citizen Presentations: JD Stotts recognizes Larry Lentzner for his participation on the Parks and Recreation Board. 1. Welcome new Board Members. New Board Member Patrick Arata, and Jay Basantkumar whose board appointment becomes official on October 9th, 2013. Discuss and take appropriate action concerning an appeal by David Crumpton or his representative(s) regarding P&Z case #SP-13-022 and their request for an appeal of the tree mitigation regulations required by the Tree Preservation Ordinance. Parks and Recreation Board 4 of 9 November 12, 2013 Carolyn Huggins, Community Development Director, gave a brief, detailed update/history on this case and its subsequent appeal. Director Huggins included site plans, tree types, caliper inches as described in the Tree Ordinance, and the fee owed per caliper inch for tree removal. Dr. Crumpton requested some type of financial relief from the $51,600 tree mitigation fee he will owe for cutting down trees on the property he purchased for his dental practice on Plan Development #25. After a thorough discussion, the Tree Board made a motion that passed and will be sent to the Town Council for a final decision. Board Member Hurst made a motion recommending approval of a $20,000 reduction to the tree mitigation fee due from Dr. Crumpton. The $20,000 reduction in fees is based on the 20-year history Dr. Crumpton has with Trophy Club, granting a $1,000 per year reduction for each year that Dr. Crumpton has been a business owner in the community. Board Member Abdulky seconded the motion. After further discussion among the Tree Board members, Board Member Hurst amended his motion to allow Dr. Crumpton to pay out the reduced fee of $31,600 over a four (4) year period. Board Member Abdulky seconded the amendment. Chairman Lentzner called for the vote, which was unanimous. 2. Staff update on the following items; discussion of same. Read by Chairman Lentzner. a. PetFest Petfest was very successful as we averaged between 100 and 150 cars for the entire three hour period. We believe next year with addition of adjacent new homes we will need to coordinate perking as we believe at least another hundred people will attend. b. October Events October 12th October 19th , the Rec Dept is holding a dog obedience class at Freedom Dog Park on. , North Texas Bike Rally will be using the linear park trail system as children’s bike from Byron Nelson all the way into Trophy Club Park to finish at the beautification area. Staff will be there that day leading the children’s ride. This will occur from 8-10a.m. October 19th , Parks and Rec will be working with an anticipated 100+ volunteers (LDS church, Boy Scouts, etc) as we clear brush, rework some of the disc golf holes and generally spruce up the northern section of TCP. October 22nd , Don’t forget to attend the Volunteer Recognition Dinner which is being held at the fire station from 6:30-8:00 p.m. Halloween Judging will take place on October 24th as staff partners with the Trophy Club Women’s Club again. October 26th , the Family camp-out continues to be another event that has a great turn-out at TCP with residents paying a nominal fee and the park covering the rest. c. November Events Friday, November 8th from 5-9p.m., join us for the Charity Classic Festival as we partner with the Trophy Club Country Club to produce an event that has something for both adults and children Saturday, November 9th we invite Council Parks and Recreation Board 5 of 9 November 12, 2013 to join us for our grand opening of the Bocce ball courts at Harmony Park. If you haven’t been out there to check them out recently our staff has laid down flagstone between the courts and sodded and placed decomposed granite around the courts themselves. We will have the ribbon cutting followed by a demonstration and then the ability to sign up for a class. We hope to have a league in place by spring. Look for a Farmer’s Market headed your way soon. Staff hopes to bring you the details at the last October or first meeting in November. d. Highland’s Maintenance Staff will began creating a maintenance plan to convert some of the worst areas for the Highland homes that are adjacent to the trail system; this will include lots between homes that are highly unattractive. Staff has already had several residents that have committed to upkeep some of these areas once we transform them. e. Medians We will begin to remove annual flower color from the medians within the next 10 days. Following that we will prep the beds and hopefully if the temperatures remain stable in the mid 80’s we will then plant pansies. f. Keep Trophy Club Beautiful Park staff worked with Southlake, Grapevine and Flower Mound at the “Treasures and Trash” event held in Grapevine this past Saturday from 8am - 12pm. We look forward to collaborating with these cities and Towns in the future on “Lake Grapevine” related projects which help qualify us for Keep Texas Beautiful grants. g. TCP Parks were at Trophy Club this Sunday Park as we partner with the Trophy Club Women’s Club in the TCP beautification area which is the last stop for residents participating in the Garden Tour of Homes. The Women’s Garden Club annually donates monies for park improvements both within TCP and other park areas. h. Dino Playground This project is coming along slowly.. We are working with a design firm as staff recognized certain deficiencies in the project as proposed. We are looking to ensure that the site has good connectivity, adequate parking and access, the correct orientation and drainage age from off-site properties and examine potential future phases of development that may happen with increased usage. i. Independence Park There should be a lot of activity going on in this park over the next month or so. We have new bleachers coming to the park, one more backstop and the rest of the trees to be placed adjacent to the residential properties next to the park. Look for the cameras to be installed in November. j. Soccer Association The youth soccer association approached staff to determine if there were any additional practice space that could be developed in the Town. Staff identified two areas-one site adjacent to the dog park which is Town property and another near a gas well site which occupies both Town and private property. The Parks and Recreation Board 6 of 9 November 12, 2013 association is seeking a partnership with the Town for these projects as their enrollment numbers continue to grow with the additional residential growth. k. Freedom Dog Park Staff met with Pappy’s Paw Palace to talk potential sponsorship opportunities for the dog park. Other items: Staff will open registration for a trip to Canton’s First Monday tomorrow at the Women’s Club meeting! Onsite registration will be available at the meeting. 3. Board to recognize Chairman Lentzner. Vice Chairman Abdulky made a motion to move item #4 to be discussed after item #5. Board Member McCollister seconded the motion. The motion passed unanimously. Adam Adams prepared a “thank you” letter that Vice Chairman Abdulky read aloud. Chairman Lentzner also prepared a letter which he read aloud. 4. Discuss and take appropriate action on the appointment of the following Board Officer positions. a) Chair: Jim Hanna Chairman Lentzner nominated Board Member Hanna. Board Member Mills nominated Board Member Hurst. With a vote of 5 – 3, Board Member Hanna was elected as the new Chair. b) Vice-Chair Board Member Abdulky remains Vice-Chair. c) Secretary Board Member Hurst remains Secretary. Adjourn Board Member Mills made a motion to dismiss the meeting at 9:53 p.m. Board Member Arata seconded the motion. The motion passed unanimously. ____________________________________ Glenn Hurst Parks & Recreation Board Secretary Parks and Recreation Board 7 of 9 November 12, 2013 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12013-736-T Name: Status:Type:Agenda Item Regular Session File created:In control:11/9/2013 Parks and Recreation Board On agenda:Final action:11/12/2013 Title:Discuss and provide input to staff concerning a presentation by the baseball association regarding both tournament and rental fees Attachments: Action ByDate Action ResultVer. Discuss and provide input to staff concerning a presentation by the baseball association regarding both tournament and rental fees Parks and Recreation Board 8 of 9 November 12, 2013 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12013-737-T Name: Status:Type:Agenda Item Regular Session File created:In control:11/9/2013 Parks and Recreation Board On agenda:Final action:11/12/2013 Title:Staff/Board discussion of the following items; discussion of same a. family camp-out recap b. Charity Classic event recap c. December events d. Keep Trophy Club Beautiful e. Dino Playground f. Volunteer policies g. TCP h. Trails Sub-Committee i. Independence East j. Bocce Ball k. future programs Attachments: Action ByDate Action ResultVer. Staff/Board discussion of the following items; discussion of same a. family camp-out recap b. Charity Classic event recap c. December events d. Keep Trophy Club Beautiful e. Dino Playground f. Volunteer policies g. TCP h. Trails Sub-Committee i. Independence East j. Bocce Ball k. future programs Parks and Recreation Board 9 of 9 November 12, 2013