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Agenda Packet Parks 01/19/2015Parks and Recreation Board Trophy Club Entities Meeting Agenda 100 Municipal Drive Trophy Club, Texas 76262 Svore Municipal Building Boardroom7:00 PMMonday, January 19, 2015 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 1.2015-0050-T Discuss and take appropriate action on the approval of the November 17, 2014 minutes 11.17.14 minutes.pdfAttachments: 2.2015-0051-T Discuss and take appropriate action on the approval of the December 15, 2014 minutes 12.15.14 minutes.pdfAttachments: 3.2015-0052-T Discuss and provide direction concerning the current operations of the dog park related to possible registration system. 4.2015-0053-T Staff/Board update on the following topics; discussion of same. a. Parks Services competitive bid b. Trophy Club Park c. Future class and program brochure d. January 27 Council agenda e. Water restrictions effect on Park operations 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. Town of Trophy Club Page 1 of 11 Monday, January 19, 2015 January 19, 2015Parks 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 January 16, 2015 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: ___________________________ Town of Trophy Club Page 2 of 11 Monday, January 19, 2015 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12015-0050-T Name: Status:Type:Agenda Item Regular Session File created:In control:1/16/2015 Parks and Recreation Board On agenda:Final action:1/19/2015 Title:Discuss and take appropriate action on the approval of the November 17, 2014 minutes Attachments:11.17.14 minutes.pdf Action ByDate Action ResultVer. Discuss and take appropriate action on the approval of the November 17, 2014 minutes Town of Trophy Club Page 3 of 11 Monday, January 19, 2015 STATE OF TEXAS § COUNTY OF DENTON § The Parks & Recreation Board of the Town of Trophy Club, Texas, met in a Regular Session on Monday, November 17, 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 Haley Little Chairwoman David Abdulky Vice Chairman arrived at 7:08 Julie Folley Secretary David Stout Board Member Louis Hocker Board Member Jim Hanna Board Member Tom Mills Board Member Dean Murray Board Member PARKS AND RECREATION BOARD MEMBERS ABSENT Darin Davis Board Member Chris McCollister Board Member STAFF AND GUEST(S) PRESENT Philip Shoffner Town Council Adam Adams Parks & Recreation Director Jacob Lohse Parks & Recreation Superintendent Call to order and announce a quorum. Chairwoman Little called the meeting to order at 7:05 p.m. noting a quorum was present. REGULAR SESSION Citizen Presentations: 1. Chairwoman Little to recognize outgoing Chairman Hanna. Chairwoman Little thanked Board Member Hanna for his service as the board chairman and credited him with being instrumental in getting the bocce ball courts installed. 2. Discuss and take appropriate action on the approval of the September 15th and October 20th, 2014 minutes. September 15th: item 1 needs to change title of Board Member Arata. Board Member Murray made a motion to approve the September 15th minutes with item 1 correction. Board Member Hanna seconded the motion. The motion passed unanimously. MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Monday, November 17, 2014 7:00 P.M. Town of Trophy Club Page 4 of 11 Monday, January 19, 2015 Board Member Hanna made a motion to approve the October 20th minutes. Board Member Hocker seconded the motion. The motion passed unanimously. 3. Chairwoman Little to discuss Board parliamentary procedures as it relates to Park Board meetings. Chairwoman Little let the board know that this item is to assist residents in following the flow of the meetings and it helps all boards operate in a consistent manner. Chairwoman Little gave a brief synopsis of how meetings will operate. 4. Discuss and make a recommendation to Town Council concerning the creation and implementation of a community garden to be located within Harmony Park. Berna Sennelly represented residents supporting the garden. Ms. Sennelly reviewed concept of garden plans, garden logistics/timelines, cost per plot, and partnerships: phase one would cost approximately $5000. Board Member Hocker suggested a fence that will keep out animals and requested a cost estimate for the project (including labor). Board Member Abdulky also thought a fence to keep animals out was a good idea. Some money may be available from property maintenance in Parks’ budget – for installation. The person coordinating the garden (Lead Gardener) has not been determined. Board Member Mills asked if the Girl Scouts were still involved at the level they wanted to be involved. Board Member Hanna has concerns about maintenance and upkeep of the garden. Board Member Murray suggested name plates for the plots. Board Member Folley made the suggestion to submit photos and contracts from other gardens to the Town Council. Board Member Stout made a motion to recommend to Council to accept the proposal presented to Park Board. Board Member Folley seconded the motion. 5. Staff/Board update on the following items; discussion of same. a. Dino playground opening Grand opening is 10:00 a.m. on Saturday, November 22. Trophy Club Families is helping with the opening. Weather may be an issue for grand opening; date will be confirmed on Wednesday. Perhaps move date to Sunday, November 23 at 2:00 p.m. as secondary date. Two pieces of playground will be installed after the opening: small section of fencing at front and water fountain. b. Christmas Celebration/light judging December 6th at 6:30 at the clock tower, Beck and Lakeview choirs, refreshments. Need volunteers for judging lights; date need to be set. c. Town cookie exchange Board Member Folley gave update. Event will be held at country club and has become huge. Event will benefit Christ Haven’s Home. Possibly partner with the town next year. December 13th, 11:00 a.m. – 2:00 p.m. d. Community library Board Member Folley gave update. Book drives before annual garage sales. Have boxes of books on each side of town; bring a book, take a book. Need waterproof boxes. Self -monitoring for maintenance of boxes of books. Would like to see a box in each neighborhood, eventually. Director Adams may be able to install benches next to book boxes. Board Member Mills asked about the viability of these boxes based on the fact that many kids use digital books. Board like the general idea. e. Trophy Club Park Possibly changing recreation software from RecPro to Active to accommodate changes at the park. Will take this item to council next week. Movie Night was cancelled due to weather. Disc Golf Tournament was held last Saturday. Family Town of Trophy Club Page 5 of 11 Monday, January 19, 2015 CampOut on October 25th had 220 registrants. Board Member Mills gave maintenance update regarding kiosks. f. Development and redevelopment of soccer fields Redevelopment of Lakeview fields is waiting to be reviewed by the ISD before moving forward with progress. Phase two Commons fields development lease agreement is being nailed down with developer. g. Classes and programs Gingerbread Cookie Decorating on December 12th at 6:30 p.m. in the Fire Station. Astronomy Class has 12 people participating; considering more classes. Landscaping to Attract Birds will be held on Dec. 6th. Kickball finals will be on November 19th. Bocce ball league started on November 8th; eight teams of two players. h. Royal Troon Director Adams anticipates Royal Troon being on council agenda in January. i. Open Board seat Interviews of applicants during December meeting. Chairwoman Little asked the Board to meet at 6:30 p.m. for the December meeting. Adjourn Board member Hanna made a motion to dismiss the meeting at approximately 8:37 p.m. Board member Abdulky seconded the motion. The motion passed unanimously. ____________________________________ Julie Folley Parks & Recreation Board Secretary Town of Trophy Club Page 6 of 11 Monday, January 19, 2015 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12015-0051-T Name: Status:Type:Agenda Item Regular Session File created:In control:1/16/2015 Parks and Recreation Board On agenda:Final action:1/19/2015 Title:Discuss and take appropriate action on the approval of the December 15, 2014 minutes Attachments:12.15.14 minutes.pdf Action ByDate Action ResultVer. Discuss and take appropriate action on the approval of the December 15, 2014 minutes Town of Trophy Club Page 7 of 11 Monday, January 19, 2015 STATE OF TEXAS § COUNTY OF DENTON § The Parks & Recreation Board of the Town of Trophy Club, Texas, met in a Regular Session on Monday, December 15, 2014 at 6:30 p.m. The meeting was held within the boundaries of the Town and was open to the public. PARKS AND RECREATION BOARD MEMBERS PRESENT Haley Little Chairwoman David Abdulky Vice Chairman Julie Folley Secretary David Stout Board Member Louis Hocker Board Member Jim Hanna Board Member arrived at 6:53 Chris McCollister Board Member arrived at 6:53 Tom Mills Board Member Dean Murray Board Member arrived at 6:59 PARKS AND RECREATION BOARD MEMBERS ABSENT Darin Davis Board Member STAFF AND GUEST(S) PRESENT Philip Shoffner Town Council Adam Adams Parks & Recreation Director Jacob Lohse Parks & Recreation Superintendent Call to order and announce a quorum. Chairwoman Little called the meeting to order at 6:33 p.m. noting a quorum was present. REGULAR SESSION Citizen Presentations: 1. Interview applicants for open Parks and Recreation Board seat. Applicants interviewed: Jonathan Portnoy, Earl Bilbrey, Chris McAllister, Berna Sennelly. Veronica Ruangskul removed herself from the pool of applicants. MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS Monday, December 15, 2014 6:30 P.M. Town of Trophy Club Page 8 of 11 Monday, January 19, 2015 2. Discuss and take appropriate action regarding a recommendation to fill a vacant seat on the Parks and Recreation Board. Chairwoman Little – Sennelly Board member Folley – Sennelly Board member Hocker – Sennelly Board member Hanna - Sennelly Board member Stout – Bilbrey Board member Murray – Bilbrey Vice Chairman Abulky – Bilbrey Board member Mills – McAllister Board member McCollister – McAllister Board member Stout made a motion to select Earl Bilbrey to the vacant seat. Vice Chairman Abdulky seconded the motion. Board members McCollister, Abdulky, Murray, Stout, and Mills were in-favor of selecting Earl Bilbrey to fill the vacant seat. Board members Folley, Hocker, Hanna and Little were opposed. With a vote of 5:4 the motion passed. 3. Staff/Board update on the following items; discussion of same. (This item was moved to the top of the agenda as #1.) a. Dinopark The dinopark opened on Sunday, November 23rd with a huge amount of success. Fencing along the front portion of the park still needs to be installed. There will be one entrance, per ADA laws. b. Baseball contract Town council extended the contract through June 2015 and included an optional six month extension. A sub-committee may be created to review the contract. c. CFAB recommendation concerning Trophy Club Park CFAB determined that Trophy Club Park is viable. Mike Buck will report these findings to council on January 13, 2015. d. Parks RFP RFP going to CFAB in January. CFAB will be reviewing the language of the RFP; the contract includes all services, divided by sections within the Parks’ department. Adjourn Board member Abdulky made a motion to dismiss the meeting at approximately 7:52 p.m. Board member Hanna seconded the motion. The motion passed unanimously. ____________________________________ Julie Folley Parks & Recreation Board Secretary Town of Trophy Club Page 9 of 11 Monday, January 19, 2015 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12015-0052-T Name: Status:Type:Agenda Item Regular Session File created:In control:1/16/2015 Parks and Recreation Board On agenda:Final action:1/19/2015 Title:Discuss and provide direction concerning the current operations of the dog park related to possible registration system. Attachments: Action ByDate Action ResultVer. Discuss and provide direction concerning the current operations of the dog park related to possible registration system. Staff from Parks and Recreation and Animal Control will discuss various options relating to registering animals using the park with specific focus on non-resident use. Town of Trophy Club Page 10 of 11 Monday, January 19, 2015 100 Municipal Drive Trophy Club, Texas 76262Trophy Club Entities Legislation Details (With Text) File #: Version:12015-0053-T Name: Status:Type:Agenda Item Regular Session File created:In control:1/16/2015 Parks and Recreation Board On agenda:Final action:1/19/2015 Title:Staff/Board update on the following topics; discussion of same. a. Parks Services competitive bid b. Trophy Club Park c. Future class and program brochure d. January 27 Council agenda e. Water restrictions effect on Park operations Attachments: Action ByDate Action ResultVer. Staff/Board update on the following topics; discussion of same. a. Parks Services competitive bid b. Trophy Club Park c. Future class and program brochure d. January 27 Council agenda e. Water restrictions effect on Park operations Town of Trophy Club Page 11 of 11 Monday, January 19, 2015