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Agenda Packet Parks 04/08/2014Parks and Recreation Board Trophy Club Entities Meeting Agenda 100 Municipal Drive Trophy Club, Texas 76262 Svore Municipal Building Boardroom7:00 PMTuesday, April 8, 2014 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 1.2014-1080-T Consider and provide input concerning the recommendations of the Youth Sports Associations Sub-Committee regarding additions or changes to the youth sports association's contracts. staff report on Sports sub-committee findings.docx Sports Association report and recommendations Park Board.docx Attachments: 2.2014-1081-T Staff/Board updates on the following items; discussion of same a. Trails Sub-Committee b. TCP Sub-Committee c. Easter eggstravaganza d. Back-to-Nature event e. Dinosaur playground f. Linear trail North g. Summer brochure 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. Parks and Recreation Board 1 of 4 April 7, 2014 April 8, 2014Parks and Recreation Board Meeting Agenda 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 April 5, 2014 by 7:00 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 ______________________, 2014. ________________________________, Title: ___________________________ Parks and Recreation Board 2 of 4 April 7, 2014 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12014-1080-T Name: Status:Type:Agenda Item Regular Session File created:In control:4/5/2014 Parks and Recreation Board On agenda:Final action:4/8/2014 Title:Consider and provide input concerning the recommendations of the Youth Sports Associations Sub- Committee regarding additions or changes to the youth sports association's contracts. Attachments:staff report on Sports sub-committee findings.docx Sports Association report and recommendations Park Board.docx Action ByDate Action ResultVer. Consider and provide input concerning the recommendations of the Youth Sports Associations Sub- Committee regarding additions or changes to the youth sports association's contracts. Parks and Recreation Board 3 of 4 April 7, 2014 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12014-1081-T Name: Status:Type:Agenda Item Regular Session File created:In control:4/5/2014 Parks and Recreation Board On agenda:Final action:4/8/2014 Title:Staff/Board updates on the following items; discussion of same a. Trails Sub-Committee b. TCP Sub-Committee c. Easter eggstravaganza d. Back-to-Nature event e. Dinosaur playground f. Linear trail North g. Summer brochure Attachments: Action ByDate Action ResultVer. Staff/Board updates on the following items; discussion of same a. Trails Sub-Committee b. TCP Sub-Committee c. Easter eggstravaganza d. Back-to-Nature event e. Dinosaur playground f. Linear trail North g. Summer brochure Parks and Recreation Board 4 of 4 April 7, 2014 To: Parks & Recreation Board From: Adam Adams CC: Mike Slye, Town Manager Tammy Ard, Town Secretary Re: Consider and provide input concerning the recommendations of the Youth Sports Association Sub-Committee regarding additions or changes to the youth sports associations contracts Parks and Recreation Board Meeting, April 8, 2014 Agenda Item: Consider and provide input concerning the recommendation of the Youth Sports Sub- Committee regarding additions to the youth sports associations contracts. Explanation: The Sports Association Sub-Committee has met several times over the past weeks and interviewed board members and various sports representatives from all youth associations that utilize Town facilities. We are now bringing our first round of recommendations to the Board to discuss whether these items should be considered in the various youth sports association’s future contracts. Attachments: Report on youth sports association’s future contracts Town Council Goals: Goal # 3: Strong Partnerships and Community Involvement Create a positive regional identity Foster a well informed community Forge collaborative relationships with other governmental and public entities Support citizen volunteer opportunities Promote recreational / active lifestyle opportunities for all ages Goal #4: Healthy, Picturesque, and Environmentally Sound Promote recreational / active lifestyle opportunities for all ages Maintain neat and tidy appearance Improve property maintenance standards and code enforcement Develop / Enhance environmental and sustainability standards and programs Goal #5: Financial and Operational Stewardship Develop, recognize, and retain quality staff Implement strong financial management standards Improve effectiveness and efficiency of operational processes Maintain / Improve infrastructure and assets Provide cost-effective services Deliver responsible customer service Recommendation: Staff concurs with the recommendations made within this document. Sports Association Sub-Committee Report The committee met a total of six times and spoke with the various boards and members of the youth soccer, football and baseball associations. The committee created a list of both general and specific questions to address different and like aspects of each association. We looked at each association’s financials until we understood the operational aspects of each one. We also sought staff’s input throughout this process as their relationship with the associations generally was to enable the associations to utilize the Town’s facilities in the best manner possible while at the same time protecting the capital assets that were purchased by the all the tax payers of Trophy Club. The committee’s two main goals were not to dictate how each association would or should be run but that each association’s relationship with the Town was generally equitable for all parties and that recreational play was available to all Trophy Club Children. The questions we asked of them were mainly in the following categories: 1. Financials 2. Recreation vs Select Practice and Play 3. Residential and Non-Residential Usage 4. Tournament Play 5. Maintenance and Capacity Considerations Next we will explain our findings and recommendations for each association using the five categories: Baseball: 1. Financials- The committee saw no discrepancies within their financials but did note the following: a. The association’s bank account is used to process and distribute revenues from both select and rec teams. b. Select team’s revenues and expenses are tracked separately. c. Each select team is responsible for maintaining their own bank within this fund with their monies being generated primarily by select tournament fund raisers d. The association maintains reserves that are earmarked for improvements to Independence Park. 2. Recreation vs Select Practice and Play- The committee saw nothing wrong with baseball’s operation in this area but the general consensus was that select play experienced more ancillary benefits in the use of our facilities than rec teams (although this was similar for other cities as well) and noted the following: a. Select teams practice before and after the regular season. b. Select teams host tournaments for fund raising at no cost to themselves. c. Tournaments held during the season would diminish rec time on the fields as only select participates in these tournaments. 3. Residential vs Non-Residential Use- Decisions in this area are primarily policy decisions as many cities do charge differently for residents vs non-residents but the difference is negligible and all of our associations are multi-city associations. Currently the following standards are in place: a. Residents and non-residents pay the same. b. Trophy Club residents account for the largest user group within the association. c. The rec teams are required to have a minimum number of Trophy Club children on each team. d. No Trophy Club children have ever been turned away from rec league play 4. Tournament Play- Home-field tournament play primarily benefits select play as fund raising opportunities, however the volunteers for such play are almost exclusively select parents. We noted the following concerning tournament play: a. The free tournaments actually cost the Town money due to labor, electricity, and materials being provided by the Town for such play. We estimate each tournament costs the Town around $2,000. b. In large tournaments the cities hosting the tournament benefits directly due to the tournaments commercial impact; unfortunately this is minimal to Trophy Club at this time. c. Most tournaments held either by the association or an outside vendor utilizes other fields in addition to those at Independence Park. d. Tournaments held during the regular season could diminish rec access to the fields. e. Tournament play occasionally requires paid concession workers if there are insufficient volunteers. f. Tournaments held during the regular season create additional shifts for all staff and create additional overtime usage. g. All-Stars is the only recreation tournament but this is standard in all cities. 5. Maintenance and Capacity Considerations- This along with Tournaments were the areas that concerned staff the most. We noted that baseball had never really gauged the capacity limits of our facilities. We noted the following: a. Baseball feels both our and Roanoke fields are at capacity with 833 children registering for the spring season. b. Independence East was created as a game facility only but there are some practices being held there. c. Independence East and West during the season (West during practice) are utilized seven days a week. d. The remaining population of the Highlands has not been accounted for concerning the capacity on our fields. e. Staff feels that our fields are slowly degrading due to over use. f. Future water restrictions could cause additional damage to the fields and restrict usage even more. Baseball Recommendations: 1. Financials- The Sub-Committee has no recommendations in this area. 2. Recreation vs Select Practice and Play- The Sub-Committee recommends: a. Recreation teams continue to pay $10 per child per season as a pass-through cost to the Town. b. Select teams pay $20 per child per season as a pass-through cost to the Town. c. The association shall give priority to recreational play and shall not deny access to any child wanting to play recreation baseball. d. To play recreation baseball the child must reside within the geographic boundaries that serve Byron Nelson High School. 3. Residential vs Non-Residential Use- The Sub-Committee has no recommendation. 4. Tournament Play- The Sub-Committee recommends the following: a. The baseball association shall be allowed to hold three tournaments per year at a cost of $2,000 per tournament. b. Only one tournament per season shall be allowed during the regular season with all other tournaments being held before or after the season. c. The All-Stars tournament shall be exempt from rental fees. 5. Maintenance and Capacity Considerations- The Sub-Committee recommends the following: a. The baseball association shall designate one day per week in which there will be no practice or games allowed. b. There shall be no use of Independence East other than for coach-look or game play. c. As has been done previously the fields will be closed for a period yet to be determined after the end of Fall and Spring baseball. d. Our fields will not be rented out to any organization other than for tournament play. Soccer: 1. Financials- The committee saw no discrepancies within their financials but did note the following: a. Soccer has the largest reserves of any of the associations but they have these funds set-aside for future land improvements and acquisition and facility upgrades. b. Soccer does pay people contractually to run skills camps and camps for improving coaching. 2. Recreation vs Select Practice and Play- Soccer is a recreation league at this time. 3. Residential vs Non-Residential Use- The organization soccer is part of is not in anyway tied to school district boundaries. There are no other options at this time. 4. Tournament Play- Soccer normally does not engage in tournaments and Roanoke at this time has the better game fields. 5. Maintenance and Capacity Considerations- Soccer currently provides paint for striping and seed for over-seeding. Justin also provides fields. The level of maintenance is much lower than baseball. Soccer Recommendations: We only have three recommendations for Soccer: 1. We establish a tournament fee in the event they hold a tournament. 2. We only let this organization use the fields. 3. At the request of the organization we determine the amount of supplies they will purchase for the Town as opposed to a pass-through payment. Football: 1. Financials- The committee saw no discrepancies within their financials. They have the smallest reserves of any of the organizations. 2. Recreation vs Select Practice and Play- Football is recreation play only. 3. Residential vs Non-Residential Use- Football played in Trophy Club is composed primarily of children from Trophy Club and Roanoke. 4. Tournament Play- They will never have tournaments. 5. Maintenance and Capacity Considerations- Football uses only a practice field for six months out of the year and requires the least amount of maintenance of any organization. Football Recommendations: We have no recommendations for football except that they probably should remain fee free.