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