Agenda Packet Parks 11/04/2019Parks and Recreation Board
Town of Trophy Club
Meeting Agenda
1 Trophy Wood Drive
Trophy Club, Texas 76262
Council Chambers7:00 PMMonday, November 4, 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
2019-534-T Discuss and take appropriate action on the approval of the August 19, 2019 minutes.
Parks and Rec minutes 08.19.19 DRAFT.pdfAttachments:
2019-538-T Discuss and provide an update regarding projects at Town parks.
2019-539-T Discuss and provide an update regarding ongoing Recreation/Events.
2019-536-T Receive an annual update from the Trophy Club Roanoke Youth Baseball Association.
2019-537-T Receive an annual update from the Greater Northwest Soccer Association.
2019-542-T Discuss and provide recommendation on moving forward with the German Honor Society
volunteer program.
2019-541-T Discuss and take action on creating a sports sub-committee; to meet on an as needed
basis.
2019-571-T Discuss and provide recommendations on the Town hosting a baseball tournament at
Independence Park, June 26 - July 1, 2020.
Park Board baseball tournament staff report 11-4-2019.pdfAttachments:
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.
Park and Recreation Board Page 1 of 15 Meeting Date: Monday, November 4, 2019
November 4, 2019Parks 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 bulletin board at Trophy Club Town
Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on November 1, 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 15 Meeting Date: Monday, November 4, 2019
1 Trophy Wood DriveTrophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12019-534-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:10/21/2019 Parks and Recreation Board
On agenda:Final action:
Title:Discuss and take appropriate action on the approval of the August 19, 2019 minutes.
Attachments:Parks and Rec minutes 08.19.19 DRAFT.pdf
Action ByDate Action ResultVer.
Discuss and take appropriate action on the approval of the August 19, 2019 minutes.
Park and Recreation Board Page 3 of 15 Meeting Date: Monday, November 4, 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, August 19, 2019 at 6:59 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
Mindi Bone Vice Chair Dean Murray Secretary Kim Farrell Board Member David Stout Board Member Michael Geraci Council Liaison ABSENT: Joel Morace Board Member STAFF AND GUEST(S) PRESENT Tony Jaramillo Parks & Recreation Director Jason Avara Recreation Superintendent Melinda Ciaglia Recreation Specialist Julie Smestad Administrative Assistant
Call to order and announce a quorum.
Chairwoman Nimphius called the meeting to order at 6:59 p.m. noting a quorum was present. CITIZEN PRESENTATIONS: Chairwoman Nimphius asked if there were any public requests to speak. Kerstin Hellwege, 3848 Lakeway Dr., Southlake a teacher at Byron Nelson High School spoke about wanting to partner with the Town on volunteer clean-up on weekends at the dog park with the BNHS German Club that she heads. Bill and Brian Noonan, 2209 Alisa Lane, Trophy Club spoke about lack of accessibility to baseball fields in the Town for baseball players who want to practice or play pickup games but not as part of the TCRYBA.
MINUTES OF A REGULAR PARKS & RECREATION BOARD MEETING FOR THE TOWN OF TROPHY CLUB LOCATION: 1 Trophy Wood Drive, TROPHY CLUB, TEXAS Monday, August 19, 2019
Park and Recreation Board Page 4 of 15 Meeting Date: Monday, November 4, 2019
REGULAR SESSION Consider and take appropriate action regarding the approval of the Parks and Recreation Board Minutes dated May 20, 2019. Board Member Stout moved to approve the minutes of the May 20, 2019 minutes. The motion was seconded by Vice Chair Bone. Chairwoman Nimphius called for a vote. The motion passed unanimously. Discuss and provide update regarding projects at town parks. Director Jaramillo provided updates and was available for questions. Items discussed
included:
• Ongoing iron deficiency treatment for trees north of Bobcat Blvd.
• Update on batting cages including current issues of torn netting and other repair
issues needed.
• Update on Sheldon Drive pocket park. Grass seed has been applied, watering
to be done via water tank on trucks.
• Update on various signage in the Town, including Independence Park and
Freedom Dog Park. New monument signs at Independence, examples of
signage that needs to be changed at Freedom Dog Park. Rules for sponsorship
signage at various sports fields were also discussed.
Discuss and provide update regarding ongoing recreational programs/events. Recreation Specialist Melinda Ciaglia provided updates and was available for questions. Items addressed included:
• Closeout information about the Summer Adventure Camp was provided. Camp
will be held at Beck Elementary next year due to construction at Medlin. Goals
for Summer Adventure Cam include:
-Discounted rate for Trophy Club residents;
-Increase weekly enrollment to 55 campers per week;
-Open enrollment to Town residents a week early.
• Update on July 4th event including Patriot 5K and Fun Run, Parade, Fireworks
Celebration and sponsors.
• Upcoming activities include Pet Fest in September, Community Night and Fright
Lights in October, Fall Family Campout, Letters to Santa, and Holiday Lights in
November (and part of December) and Gingerbread House Decorating and
Christmas in the Park in December.
Park and Recreation Board Page 5 of 15 Meeting Date: Monday, November 4, 2019
Recreation Superintendent Jason Avara provided updates and was available for questions. Items addressed included:
• Current and ongoing adult programs with registration information for Kickball,
Bocce Ball League, and Pickleball.
• Update on the Triton Swim Team.
• Trophy Club Park (TCP) information and updates:
-Information about paddle board, yoga, and kayak rentals;
-Hiking and horse trails;
-updates on flooding and water receding;
-Trail and road grants for TCP including one that was extended because
of flooding;
-Suggestion to update and improve the Trophy Club Park Garden at the
current location;
-Suggestion for a wildflower area within TCP, possibly in a standalone
location or in the Trophy Club Park Garden.
Discuss and provide input to staff on updating categories for various event contests. Staff presented discussion on updating categories for various event contests including Fright Lights, Holiday Lights, and Parade of Patriots. Board discussed judging categories for each event. Chairwoman Nimphius asked for future agenda items: 1. Discussion about baseball field usage for Town residents; and 2. Recommendations for signage changes at Freedom Dog Park. 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 15 Meeting Date: Monday, November 4, 2019
1 Trophy Wood DriveTrophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12019-538-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:10/21/2019 Parks and Recreation Board
On agenda:Final action:
Title:Discuss and provide an update regarding projects at Town parks.
Attachments:
Action ByDate Action ResultVer.
Discuss and provide an update regarding projects at Town parks.
Park and Recreation Board Page 7 of 15 Meeting Date: Monday, November 4, 2019
1 Trophy Wood DriveTrophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12019-539-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:10/21/2019 Parks and Recreation Board
On agenda:Final action:
Title:Discuss and provide an update regarding ongoing Recreation/Events.
Attachments:
Action ByDate Action ResultVer.
Discuss and provide an update regarding ongoing Recreation/Events.
Park and Recreation Board Page 8 of 15 Meeting Date: Monday, November 4, 2019
1 Trophy Wood DriveTrophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:22019-536-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:10/21/2019 Parks and Recreation Board
On agenda:Final action:
Title:Receive an annual update from the Trophy Club Roanoke Youth Baseball Association.
Attachments:
Action ByDate Action ResultVer.
Receive an annual update from the Trophy Club Roanoke Youth Baseball Association.
Park and Recreation Board Page 9 of 15 Meeting Date: Monday, November 4, 2019
1 Trophy Wood DriveTrophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12019-537-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:10/21/2019 Parks and Recreation Board
On agenda:Final action:
Title:Receive an annual update from the Greater Northwest Soccer Association.
Attachments:
Action ByDate Action ResultVer.
Receive an annual update from the Greater Northwest Soccer Association.
Park and Recreation Board Page 10 of 15 Meeting Date: Monday, November 4, 2019
1 Trophy Wood DriveTrophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12019-542-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:10/21/2019 Parks and Recreation Board
On agenda:Final action:
Title:Discuss and provide recommendation on moving forward with the German Honor Society volunteer
program.
Attachments:
Action ByDate Action ResultVer.
Discuss and provide recommendation on moving forward with the German Honor Society volunteer program.
Park and Recreation Board Page 11 of 15 Meeting Date: Monday, November 4, 2019
1 Trophy Wood DriveTrophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12019-541-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:10/21/2019 Parks and Recreation Board
On agenda:Final action:
Title:Discuss and take action on creating a sports sub-committee; to meet on an as needed basis.
Attachments:
Action ByDate Action ResultVer.
Discuss and take action on creating a sports sub-committee; to meet on an as needed basis.
Park and Recreation Board Page 12 of 15 Meeting Date: Monday, November 4, 2019
1 Trophy Wood DriveTrophy Club, Texas 76262Town of Trophy Club
Legislation Details (With Text)
File #: Version:12019-571-T Name:
Status:Type:Agenda Item Regular Session
File created:In control:10/28/2019 Parks and Recreation Board
On agenda:Final action:10/21/2019
Title:Discuss and provide recommendations on the Town hosting a baseball tournament at Independence
Park, June 26 - July 1, 2020.
Attachments:Park Board baseball tournament staff report 11-4-2019.pdf
Action ByDate Action ResultVer.
Discuss and provide recommendations on the Town hosting a baseball tournament at Independence Park, June 26 - July
1, 2020.
Park and Recreation Board Page 13 of 15 Meeting Date: Monday, November 4, 2019
Page 1 of 2
To: Parks and Recreation Board
From: Tony Jaramillo, Director of Parks and Recreation
CC: Melinda Ciaglia, Recreation Specialist
Marvin Athans, Parks Superintendent
Julie Smestad, Administrative Assistant
Re: The Town partnering with an outside organization in order to host a Youth
Baseball World Series at Independence Park.
Agenda Item:
Discuss and provide recommendation on the Town partnering with an outside organization to
host a Baseball World Series at Independence Park, June 26 – July 1, 2020. (T. Jaramillo).
Background and Explanation:
A representative from the National Championship Series (NCS) organization contacted staff in
July of this year and requested to use Independence Park in order to host a Youth Baseball
World Series from June 26 – July 1, 2020. The NCS is as organization that promotes the game of
baseball and players through championship events. NCS is known to manage various
tournaments annually and ensures teams compete with the best baseball clubs in the nation.
If NCA’s request is approved, all seven fields at Independence Park would be used throughout
the duration of the World Series from approximately 8am – 8pm. An approximate total of eight
to nine games will be played daily.
Staff met with Trophy Club Roanoke Youth Baseball Association (TCRYBA) to discuss NCS’s
request. TCRYBA would operate the concessions at the World Series.
Financial Considerations:
Approximately six to eight games will be played on each field throughout the duration of the
World Series. The following information is a rough estimate of what is required from Town staff
in order to accommodate this particular event.
Park and Recreation Board Page 14 of 15 Meeting Date: Monday, November 4, 2019
Page 2 of 2
Date
OT Hours Field
Prep OT Cost Materials
Staff working
event Total Cost
June 26,
2020 6 Hours (2 staff) 0 (During day) $50-$100 P/T - No cost $ 100.00
June 27,
2020 6 Hours (2 staff) $420 (approx) $50 2 Staff $ 470.00
June 28,
2020 6 Hours (2 staff) $420 (approx) $50 OT $560 $ 470.00
June 29,
2020
0 OT - Monday
6 Hours (2 Staff)
$22/Hr. during
day
$352 - 2 Staff $50-$100
P/T - No cost
(evening) $ 452.00
June 30,
2020
0 OT - Tuesday
6 Hours (2 Staff)
$22/Hr. during
day
$352 - 2 Staff $50
P/T - No cost
(evening) $ 402.00
July 1, 2020
0 OT - Wednesday
6 Hours (2 Staff)
$22/Hr. during
day
$352 - 2 Staff $50
P/T - No cost
(evening) $ 402.00
Total Potential Cost $ 2,296.00
NCS is requesting to utilize all seven fields at Independence Park beginning on June 26 to July 1,
2020 at $100.00 per game. According to the World Series schedule approximately 125 – 200
games will be played total. If the World Series request is approved, NCS will encourage families
that need to travel to stay at one of the Town’s hotels and will promote the Town’s hotels on
their website.
Legal Review:
Not applicable
Strategic Link:
Nature & Beautification – Improve the aesthetic and recreational value of the Town
Board/Commission/ or Committee Recommendation
Not applicable
Staff Recommendation
Staff recommends that the Park Board approve NCS’s request to utilize Independence Park
Park’s fields to hold a baseball World Series.
Attachments:
Not Applicable
Park and Recreation Board Page 15 of 15 Meeting Date: Monday, November 4, 2019