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Agenda Packet Parks 05/13/2014Parks and Recreation Board Trophy Club Entities Meeting Agenda 100 Municipal Drive Trophy Club, Texas 76262 Svore Municipal Building Boardroom7:00 PMTuesday, May 13, 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 1.2014-1155-T Consider and recommend the approval of the February 11, 2014 minutes 2.11.14 minutes.pdfAttachments: 2.2014-1156-T Consider and recommend the approval of the April 8, 2014 minutes 4.8.14 minutes.pdfAttachments: 3.2014-1157-T Consider and provide a recommendation to Town Council concerning the recommendations of the Youth Sports Sub-Committee and Town Council regarding additions or changes to the youth sports associations contracts. Staff Report Final.pdf Final Sports Sports Sub-Committee Recommendations and Town Council input.pdf Attachments: 4.2014-1158-T Staff/Board updates; discussion of same a. Dino Playground b. Linear Trail system c. TCP d. Fourth of July Celebration 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 16 May 13, 2014 May 13, 2014Parks 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 May 10, 2014 by 7:00 P.M. in accordance with Chapter 551, Texas Government Code. Adam Adams Director of Parks & 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 16 May 13, 2014 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12014-1155-T Name: Status:Type:Agenda Item Regular Session File created:In control:5/10/2014 Parks and Recreation Board On agenda:Final action:5/13/2014 Title:Consider and recommend the approval of the February 11, 2014 minutes Attachments:2.11.14 minutes.pdf Action ByDate Action ResultVer. Consider and recommend the approval of the February 11, 2014 minutes Parks and Recreation Board 3 of 16 May 13, 2014 MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS TUESDAY, February 11, 2014 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 11, 2014 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 Jim Hanna Chairman David Abdulky Vice Chairman Patrick Arata Board Member Jaysheel Basantkumar Board Member Louis Hocker Board Member Hayley Little Board Member Tom Mills Board Member Kathy Trotter Board Member PARKS AND RECREATION BOARD MEMBERS ABSENT Glenn Hurst Secretary Chris McCollister Board Member Dean Murray Board Member STAFF AND GUEST(S) PRESENT Adam Adams Parks & Recreation Director Jacob Lohse Parks & Recreation Call to order and announce a quorum. Chairman Hanna called the meeting to order at 7:00 p.m. noting a quorum was present. REGULAR SESSION Citizen Presentations: 1. Discuss and provide direction concerning the construction of the Dinosaur Playground to be located at or adjacent to Freedom Dog Park. Director Adams reviewed Dinosaur Playground concept plan B; playground located in current dog training area, eight foot walkway around playground, hedging, trees, distance between playground and fence line, “playground only” parking, no fence along front section of playground, bathrooms needed, picnic tables, benches. Alternate concept plan; 19 new parking spaces, minimal impact to current dog park, need signage saying “do not unleash dogs in parking lot,” requires less overall work, Director Adams asked the board if they would consider using unallocated Park bond money (approximately $32,000) for the Dinosaur Playground project. Board was open to the idea of spending bond money on the fencing and playground, not parking spaces. Parks and Recreation Board 4 of 16 May 13, 2014 Director Adams let the board know that the original site for the Dinosaur Playground had to be changed due to the unpaved road and limited parking spacing. Also, if the loop road is done, it would pass through the playground. Chairman Hanna would like to be sure the mothers that Board Member Little is communicating with are “okay” with moving the playground to Freedom Dog Park. Board Member Little let the board know that they would not have any issue with moving the location. Chairman Hanna also expressed his concern over not having a fence all the way around the playground. Board member Little agreed with this concern, and would also like to see a screen placed on the fence. Director Adams proposed fencing the entire park apart from one opening eight feet wide, but it would require a ramp in order to be ADA compliant. Director Adams reviewed what the board would like to see taken to Council: screen between fencing with all dog areas, one opening in fence, entire playground wrapped in four foot fence, water fountain on inside of fence, Park bond money to be used on actual construction of playground (not parking spaces). 2. Consider and take appropriate action to recommend the allocation of Park Bond monies to be used for the repair and replacement of pool infrastructure. Director Adams reviewed quote from Sunbelt Pools. Pool is 10 years old and needs infrastructure improvements. Director Adams is asking the board if they would consider using $18,000 towards the cost of the infrastructure needs at the pool. The Board was reluctant to use Park bond money on infrastructure/maintenance needs. The Board also agreed that infrastructure and maintenance costs need to be added to the budget. A motion was made to approve allocating $18,000 of Park bond money towards repair and replacement of pool infrastructure. Motion failed six to two. (Board members Hanna and Abulky voted in favor. Board members Little, Arata, Basantkumar, Hocker, Trotter, and Mills voted against.) 3. Staff update on the following items; discussion of same. a. Sports Sub-Committee Director Adams reviewed a list of questions that are being asked of the sports associations. Field conditions have become an issue as the associations continue to grow in numbers. The sub-committee will bring back more details at the March or April meeting. b. Trails Sub-Committee Board member Mills showed pictures of projects that were completed with bond money, $25,000: benches, kiosk, and low-water crossings. c. TCP Director Adams spoke with the head of the Texas Parks and Wildlife grant department, Andy Goldbloom, regarding grant money for the motorized portion of TCP. Staff will re-submit paperwork requesting $200,000 of grant money. Director Adams included a new pay station as part of this money, as well as a water line. Staff should know if we are approved for the grant in March. Parks and Recreation Board 5 of 16 May 13, 2014 d. Freedom Dog Park The weather for Mutts and Mochas was cold and drizzly. Coffee vendor stayed all morning. Back section of fence will be changed slightly due to new homes being built behind the park. e. Independence Park The connecting trail now has trees planted and the LDS trail has been turned over to the Town. f. Harmony Park Transformed the entrance to the park with sod, trees and irrigation. g. TCP Audio stopped h. Linear Trails North One day the dock/piers will need to be addressed. Trash problem has been reduced. i. Volunteer Policies Use of equipment can be authorized by Parks staff. Adjourn Board Member Mills made a motion to dismiss the meeting at approximately 9:45 p.m. Board Member Arata seconded the motion. The motion passed unanimously. ____________________________________ Glenn Hurst Parks & Recreation Board Secretary Parks and Recreation Board 6 of 16 May 13, 2014 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12014-1156-T Name: Status:Type:Agenda Item Regular Session File created:In control:5/10/2014 Parks and Recreation Board On agenda:Final action:5/13/2014 Title:Consider and recommend the approval of the April 8, 2014 minutes Attachments:4.8.14 minutes.pdf Action ByDate Action ResultVer. Consider and recommend the approval of the April 8, 2014 minutes Parks and Recreation Board 7 of 16 May 13, 2014 MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS TUESDAY, April 8, 2014 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 8, 2014 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 Jim Hanna Chairman David Abdulky Vice Chairman Glenn Hurst Secretary Patrick Arata Board Member Louis Hocker Board Member Tom Mills Board Member Chris McCollister Board Member Dean Murray Board Member Kathy Trotter Board Member PARKS AND RECREATION BOARD MEMBERS ABSENT Jaysheel Basantkumar Board Member Hayley Little Board Member STAFF AND GUEST(S) PRESENT Adam Adams Parks & Recreation Director Jacob Lohse Parks & Recreation Call to order and announce a quorum. Chairman Hanna called the meeting to order at 7:00 p.m. noting a quorum was present. REGULAR SESSION Citizen Presentations: 1. 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. Board Member Abdulky is the chair of the Youth Sports Sub-Committee and shared the committee’s findings regarding the current contract with the board. Football: no discrepancy with their financials, recreation only league, primarily TC/Roanoke residents, no tournaments, no games on town property, use practice space four months out of year on (lighted and unlighted) Indy multiuse fields, rent field and pay electricity on Beck property, multiuse fields require rest and seeding after football season, no recommendations for football. Soccer: no discrepancy with their financial, practice at Lakeview and town Harmony Park, largest reserves of all associations, pays contractor for coaching and certifications, recreation league, participants come from the entire region (GNWSA), most games are played in Roanoke, recommending association pay Parks and Recreation Board 8 of 16 May 13, 2014 to assist in maintenance costs (can be paid in equipment or maintenance supplies; amount of supplies needs to be determined) and establish a tournament fee. Baseball: no discrepancy in financials, association bank account processes both recreation and select monies (tracked separately), select teams hold tournament fundraisers, recommending: select teams pay slightly higher fee per child, priority goes to recreational play, children must live in geographic boundaries that serve BHNS, three tournaments per year at the rate of $2000 per tournament, All-Stars tournament will be exempt from rental fee. TCRBA president, Chuck Hall, was present and joined in the discussion. 2. Staff update on the following items; discussion of same. a. Trails Sub-Committee Director Adams let the board know that this sub-committee will be rolled into the Trophy Club Park sub-committee. Concrete trail near Chefield Ct. is being put in by the developer; no trailheads on the street yet. b. TCP Sub-Committee Director Adams let the board know that CFAB is looking at various aspects of the park and is working on improving communication from the park. c. Easter Eggstravaganza Jacob Lohse reviewed the event flyer; starts at 9:00 a.m., two waves of children. d. Back To Nature Jacob Lohse reported on the Family Campout; same concept as past campouts. Board member Trotter reviewed Back To Nature vendor list. e. Dinosaur Playground Location will be at Freedom Dog Park. The park should open by the end of June. f. Linear Trail North The linear bridge is complete. g. Summer Brochure Jacob Lohse let the board know that the brochure was mailed out the last week in March and registration for swim lessons and summer camp starts on April 1. Senior programming has been successful. Adjourn Board Member Abdulky made a motion to dismiss the meeting at approximately 8:35 p.m. Board Member Arata seconded the motion. The motion passed unanimously. ____________________________________ Glenn Hurst Parks & Recreation Board Secretary Parks and Recreation Board 9 of 16 May 13, 2014 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12014-1157-T Name: Status:Type:Agenda Item Regular Session File created:In control:5/10/2014 Parks and Recreation Board On agenda:Final action:5/13/2014 Title:Consider and provide a recommendation to Town Council concerning the recommendations of the Youth Sports Sub-Committee and Town Council regarding additions or changes to the youth sports associations contracts. Attachments:Staff Report Final.pdf Final Sports Sports Sub-Committee Recommendations and Town Council input.pdf Action ByDate Action ResultVer. Consider and provide a recommendation to Town Council concerning the recommendations of the Youth Sports Sub-Committee and Town Council regarding additions or changes to the youth sports associations contracts. Parks and Recreation Board 10 of 16 May 13, 2014 To: Parks & Recreation Board From: Adam Adams CC: Mike Slye, Town Manager Tammy Ard, Town Secretary Re: Consider and provide a recommendation to Town Council concerning the recommendations of the Youth Sports Association Sub-Committee and Town Council regarding additions or changes to the youth sports associations contracts Parks and Recreation Board Meeting, May 13, 2014 Agenda Item: Consider and provide a recommendation to the Town Council concerning the recommendations of the Youth Sports Sub-Committee and suggestions by Town Council regarding additions or changes to the youth sports associations contracts. Explanation: The Sports 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. Those recommendations were subsequently taken to Town Council for discussion at the Council Workshop held April 21, 2014. Council was in agreement with all items except those mentioned in the document. The Board needs to consider and make recommendations on all recommendations and Council suggestions. Staff will have a working contract template for the Parks and Recreation Board at this meeting. Attachments: Final Sports Sub-Committee Recommendations/Town Council input from their April 21, 2014 Workshop 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 Parks and Recreation Board 11 of 16 May 13, 2014 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 Parks and Recreation Board 12 of 16 May 13, 2014 Final Sports Sub-Committee Recommendations/ Town Council Input from Their April 21, 2014 Workshop All Association Recommendations: 1. Associations must provide the Town a list of all association rec/select teams prior to the beginning of the regularly scheduled recreation practice. 2. Associations must provide the Town the name of all teams when making a field reservation. 3. Associations must have an officer of the Board meet with the Parks and Recreation Board prior to the beginning of the rec season and then at the end of that season. Baseball Recommendations: 1. Recreation and 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. 2. 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 (currently the Town gives them three tournaments at no cost). b. Only one tournament per season shall be allowed during the regular season with all other tournaments being held before or after the season. Parks and Recreation Board 13 of 16 May 13, 2014 c. The All-Stars tournament shall be exempt from rental fees. 3. 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 on that day. 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 Recommendations: 1. The Town establish a tournament fee in the event they hold a tournament. 2. The Town restricts soccer field use to GNWSA only. 3. Soccer will provide materials to the Town that are equivalent in value to five dollars per child per season. Football Recommendations: Football shall remain fee free due to the minimal operational cost impact to the Town. TOWN COUNCIL ITEMS FOR DISCUSSION: Parks and Recreation Board 14 of 16 May 13, 2014 1. Councilman Shoffner suggested grandfathering-in the current children who are playing youth baseball and exempt them from the Byron Nelson suggested residency restrictions. 2. Councilman Lamont suggested the possibility of removing two fields from youth baseball use and utilizing those fields to provide an opportunity for another leagues use such as kickball, senior softball, etc. Parks and Recreation Board 15 of 16 May 13, 2014 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12014-1158-T Name: Status:Type:Agenda Item Regular Session File created:In control:5/10/2014 Parks and Recreation Board On agenda:Final action:5/13/2014 Title:Staff/Board updates; discussion of same a. Dino Playground b. Linear Trail system c. TCP d. Fourth of July Celebration Attachments: Action ByDate Action ResultVer. Staff/Board updates; discussion of same a. Dino Playground b. Linear Trail system c. TCP d. Fourth of July Celebration Parks and Recreation Board 16 of 16 May 13, 2014