The URL can be used to link to this page

Agenda Packet Park 08/19/2019Parks and Recreation Board Town of Trophy Club Meeting Agenda 1 Trophy Wood Drive Trophy Club, Texas 76262 Council Chambers7:00 PMMonday, August 19, 2019 CALL TO ORDER AND ANNOUNCE A QUORUM CITIZEN PRESENTATIONS Citizens are allowed four (4) 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 1.2019-390-T Discuss and take appropriate action on the approval of the May 20, 2019 minutes. Parks and Rec minutes 05.20.19 FINAL.pdfAttachments: 2.2019-391-T Discuss and provide update regarding projects at Town parks. 3.2019-388-T Discuss and provide update regarding ongoing Recreation/Events. 4.2019-389-T Discuss and provide input to staff on updating categories for various event contests. Park Board Staff Report 8.19.19.pdf Best Overall Theme Sign.jpg Frosty Recognition Sign.jpg Griswold Award Sign.jpg Most Creative Lighting Sign.jpg North Pole Award Sign.jpg Parade of Patriots Award Signs.pdf Santa's Favorite Sign.jpg Spookiest House Sign.jpg Attachments: 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. Park and Recreation Board Page 1 of 27 Meeting Date: Monday, August 19, 2019 August 19, 2019Parks and Recreation Board Meeting Agenda CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on Friday, August 16, 2019 by 5:00 P.M. in accordance with Chapter 551, Texas Government Code. __________________________________ Julie Smestad Administrative Specialist If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 682-237-2900, 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 bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on the __________ day of ______________________, 2019. ________________________________, Title: ___________________________ Park and Recreation Board Page 2 of 27 Meeting Date: Monday, August 19, 2019 1 Trophy Wood DriveTrophy Club, Texas 76262Town of Trophy Club Legislation Details (With Text) File #: Version:12019-390-T Name: Status:Type:Agenda Item Regular Session File created:In control:8/16/2019 Parks and Recreation Board On agenda:Final action:8/19/2019 Title:Discuss and take appropriate action on the approval of the May 20, 2019 minutes. Attachments:Parks and Rec minutes 05.20.19 FINAL.pdf Action ByDate Action ResultVer. Discuss and take appropriate action on the approval of the May 20, 2019 minutes. Park and Recreation Board Page 3 of 27 Meeting Date: Monday, August 19, 2019 STATE OF TEXAS COUNTY OF DENTON The Parks & Recreation Board of the Town of Trophy Club, Texas, met in a Regular Session on Monday, May 20, 2019 at 7:05 p.m. The meeting was held within the boundaries of the Town and was open to the public. PARKS AND RECREATION BOARD MEMBERS PRESENT: Tiffany Nimphius Chairwoman Darin Davis Board Member David Stout Board Member Joel Morace Board Member ABSENT: Mindi Bone Vice Chair Dean Murray Secretary Kim Farrell Board Member Alicia L. Fleury Council Liaison STAFF AND GUEST(S) PRESENT Tony Jaramillo Parks & Recreation Director Melinda Ciaglia Recreation Specialist Julie Smestad Recording Secretary Call to order and announce a quorum. Chairwoman Nimphius called the meeting to order at 7:05 p.m. noting a quorum was present. CITIZEN PRESENTATIONS: Chairwoman Nimphius asked if there were any public requests to speak. No public requests were submitted. REGULAR SESSION Consider and take appropriate action regarding the approval of the Parks and Recreation Board Minutes dated March 18, 2019. Chairwoman Nimphius moved to approve the minutes of the March 18, 2019 minutes. The motion was seconded by Board Member Stout. Chairwoman Nimphius called for a vote. The motion passed unanimously. Discuss and provide update regarding projects at town parks. MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 1 Trophy Wood Drive, TROPHY CLUB, TEXAS Monday, May 20, 2019 Park and Recreation Board Page 4 of 27 Meeting Date: Monday, August 19, 2019 Director Jaramillo provided updates and was available for questions. Items discussed included: • Parks employee has received the backflow certification. Those types of activities can now be done in-house because we have a certified employee. • Application for TxDOT grant has been submitted and approved at the first level. We are waiting on 2nd level approval which will be sometime after June 2019. • Medians have had seasonal color installed. Trees for Indian Creek and Trophy Club Drive have been delivered and should be installed next week. All trees are ornamental vs. large shade trees. • Harmony Park south playground is complete and waiting for final inspections (should be done this week. Opening ceremony will be held, tentative date is June 5th. Shade structure was damaged in the weekend storm and will need to be replaced. Tony is talking to both the contractor and insurance to determine coverage and costs involved to replace. Town has received many complements on the look and condition of the fields throughout Harmony and all Town parks. Independence Park has had new tables installed, tennis courts and pickle ball courts resurfaced. Security lights throughout Independence Park have been replaced. • Sheldon Park information and plans will be submitted in the near future to Council, hopefully before the end of June. • Pool has undergone a number of repairs, repainting and replacement of components. Pool and splash pool are ready for opening this weekend and all repairs and painting, etc., is complete. • National Trails Day (Organized Trail Walk) https://americanhiking.org/national- trails-day/. Tony is talking with other P&R Directors in cities that border Lake Grapevine about all advertising the National Trails Day and combining our efforts to get the word out to citizens in or near the trails around Lake Grapevine. Discuss and provide update regarding ongoing recreational programs/events. Recreation Specialist Melinda Ciaglia provided updates and was available for questions. Items addressed included: Summer Adventure Camps • Registration opened Monday April 1 and all sessions except July 4th week (Week 5) are full. • Staff held a seasonal orientation last week for all summer camp and pool employees. • First day of summer camp is Monday, June 3rd and will run through Friday, August 9th. July 4th Celebration: • Registration is currently open for the Patriot 5K and Fun Run as well as applications to participate in the Parade of Patriots. • Registration and application information can be found on the Town’s website and the Parks and Recreation Facebook page. Sponsorships: Park and Recreation Board Page 5 of 27 Meeting Date: Monday, August 19, 2019 • Staff has created a sponsorship proposal package for the Fourth of July Celebration. • The proposal has been posted on the Town website under the Fourth of July Celebration page. o Currently we have received 1,000 bags from Luke’s Locker in Dallas to use as swag bags for the participants of the 5K & Fun Run. o State Farm has committed to as $1,000 sponsorship and CareNow has committed to a $500 sponsorship. o Staff is still actively looking for other local businesses and organizations to help sponsor the event. Discuss and take appropriate action on creating a Parks Improvement sub-committee. Chairman Nimphius opened the discussion indicating that she would like to see this committee create a priority list for each park area. The committee could then present the data and suggestions to the full board at the Park & Recreation Board meetings. Chairman Nimphius indicated that Vice Chairperson Mindi Bone (who was not present) has already expressed interest in serving on the committee. Board Member David Stout volunteered to serve on the sub-committee. Chairman Nimphius indicated that a sub-committee would be formed with Chiarman Nimphius, Vice Chair Mindy Bone, and Board Member David Stout as the committee members. Chairman Nimphius asked if anyone had any future agenda items. None were noted. Chairman Nimphius said she would like to see a budget snapshot at the next board meeting (July 2019). Tony Jaramillo indicated that he could provide the current year budget figures but that next FY budget has not yet been approved. Next Park & Recreation Board meeting will be held Monday, July 15, 2019 Adjourn Chairwoman Nimphius adjourned the meeting at 7:44 p.m. ____________________________________ _____________________________ Dean Murray Julie Smestad Parks & Recreation Board Secretary Recording Secretary Park and Recreation Board Page 6 of 27 Meeting Date: Monday, August 19, 2019 1 Trophy Wood DriveTrophy Club, Texas 76262Town of Trophy Club Legislation Details (With Text) File #: Version:12019-391-T Name: Status:Type:Agenda Item Regular Session File created:In control:8/16/2019 Parks and Recreation Board On agenda:Final action:8/19/2019 Title:Discuss and provide update regarding projects at Town parks. Attachments: Action ByDate Action ResultVer. Discuss and provide update regarding projects at Town parks. Park and Recreation Board Page 7 of 27 Meeting Date: Monday, August 19, 2019 1 Trophy Wood DriveTrophy Club, Texas 76262Town of Trophy Club Legislation Details (With Text) File #: Version:12019-388-T Name: Status:Type:Agenda Item Regular Session File created:In control:8/16/2019 Parks and Recreation Board On agenda:Final action:8/19/2019 Title:Discuss and provide update regarding ongoing Recreation/Events. Attachments: Action ByDate Action ResultVer. Discuss and provide update regarding ongoing Recreation/Events. Park and Recreation Board Page 8 of 27 Meeting Date: Monday, August 19, 2019 1 Trophy Wood DriveTrophy Club, Texas 76262Town of Trophy Club Legislation Details (With Text) File #: Version:12019-389-T Name: Status:Type:Agenda Item Regular Session File created:In control:8/16/2019 Parks and Recreation Board On agenda:Final action:8/19/2019 Title:Discuss and provide input to staff on updating categories for various event contests. Attachments:Park Board Staff Report 8.19.19.pdf Best Overall Theme Sign.jpg Frosty Recognition Sign.jpg Griswold Award Sign.jpg Most Creative Lighting Sign.jpg North Pole Award Sign.jpg Parade of Patriots Award Signs.pdf Santa's Favorite Sign.jpg Spookiest House Sign.jpg Action ByDate Action ResultVer. Discuss and provide input to staff on updating categories for various event contests. Park and Recreation Board Page 9 of 27 Meeting Date: Monday, August 19, 2019 Page 1 of 3 To: Parks and Recreation Board From: Tony Jaramillo, Director of Parks and Recreation CC: Jason Avara, Recreation Superintendent Melinda Ciaglia, Recreation Coordinator Julie Smestad, Administrative Assistant Re: New categories for various event contests Parks and Recreation Board Meeting, August 19, 2019 Agenda Item: Discuss and provide input to staff on updating categories for various event contests. (T. Jaramillo). Strategic Link: Nature Beautification – Improve the aesthetic and recreational value of the Town Background and Explanation: The current judging categories for the Town’s annual Fright Lights Contest, Holiday Lights Contest and Parade of Patriots have been used for several years. Most participants do not fall into the current categories making it hard for staff/volunteers to judge at these events. Staff plans to update and/or add new categories for the upcoming fiscal year. Current Fright Lights Categories • Spookiest House • Most Creative • Best Overall Theme Suggestions for NEW Categories • Most Spine-Tingling • Most Intimidating • Creepiest Skeleton Award • Best Decorated Pumpkins • Best New Entry Park and Recreation Board Page 10 of 27 Meeting Date: Monday, August 19, 2019 Page 2 of 3 • Scariest House • Best use of Animation • Creepy Carnival • Spiders and Webs • Monster Mash • Day of the Dead • Judge’s Favorite Current Holiday Lights Categories • Griswold Award – Because you can never have too many lights • Santa’s Favorite – Best display that has an organized appearance or theme • Frosty Recognition – Best all white display • North Pole Award – Best neighborhood entrance Suggestions for NEW Categories • Most Classic Christmas Award • Best Themed Display • Best Overall • Best Use of Non-Lighting Decorations • Best Use of Animation • Most Appealing to Children • Most Traditional • Judge’s Favorite Current Parade of Patriots Categories • Best Dressed Pet • Most Patriotic or Spirit of Trophy Club • Best Decked Out Golf Cart • Best HOA or Neighborhood Suggestions for NEW Categories • Biggest Float • Best Decorated Team or Organization • American Flag – Best use of American flags • Judge’s Favorite • Most Creative Float or Golf Cart • Mayor’s Award • Parks & Recreation Award Park and Recreation Board Page 11 of 27 Meeting Date: Monday, August 19, 2019 Page 3 of 3 • Best Classic or Sports Car Award • Grand Prize Award • Best Theme • Best Original Theme • Best Visual Effects Financial Considerations: The approximate cost for new Fright Lights and Holiday Lights award signs is $90.00 per sign and $10.00 per sign for the Parade of Patriots awards. Legal Review: Not applicable Board/Commission/ or Committee Recommendation Not applicable Staff Recommendation Staff recommends updating each event with new categories. Attachments: • Most Creative Lighting Sign • Best Overall Theme Sign • Spookiest House Sign • Frosty Recognition Sign • Santa’s Favorite Sign • North Pole Award Sign • Griswold Award Sign • Parade of Patriots Award Signs Park and Recreation Board Page 12 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 13 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 14 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 15 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 16 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 17 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 18 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 19 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 20 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 21 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 22 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 23 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 24 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 25 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 26 of 27 Meeting Date: Monday, August 19, 2019 Park and Recreation Board Page 27 of 27 Meeting Date: Monday, August 19, 2019