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Agenda Packet Parks 04/18/22Town of Trophy Club Meeting Agenda Packet Parks and Recreation Board 1 Trophy Wood Drive Trophy Club, Texas 76262 April 18, 2022 7:00 PM Council Chambers CALL TO ORDER AND ANNOUNCE A QUORUM PUBLIC COMMENTS This is an opportunity for citizens to address the Board on any matter. The Board is not permitted to discuss or take action on any presentations made to the Board. Presentations are limited to matters over which the Board has authority. Speakers have up to four (4) minutes or the time limit determined by the presiding officer. Each speaker must complete the Speaker’s Form that includes the topic(s) to be presented. You may also email Tjaramillo@trophyclub.org ANNOUNCEMENTS AND REPORTS 1.Provide an update regarding ongoing Town Parks Projects. (T. Jaramillo) 2.Provide an update regarding ongoing Recreation Programs and Events. (T. Jaramillo) REGULAR SESSION 3.Take appropriate action to approve the Parks and Recreation Board Meeting Minutes of November 08, 2021 and March 21, 2022. (T. Jaramillo) 4.Discuss and provide input to staff regarding the replacement of the existing batting cages at Independence Park West and present to Town Council for final approval. (T. Jaramillo) 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. 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 Thursday, April 14, 2022 by 5:00 P.M. in accordance with Chapter 551, Texas Government Code. ________________________________________ Tony Jaramillo, 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 682­237­2900, 48 hours in advance and reasonable accommodations will be made to assist you. Town of Trophy ClubMeeting Agenda PacketParks and Recreation Board 1 Trophy Wood DriveTrophy Club, Texas 76262April 18, 2022 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUMPUBLIC COMMENTSThis is an opportunity for citizens to address the Board on any matter. The Board is notpermitted to discuss or take action on any presentations made to theBoard. Presentations are limited to matters over which the Board hasauthority. Speakers have up to four (4) minutes or the time limit determined by thepresiding officer. Each speaker must complete the Speaker’s Form that includes thetopic(s) to be presented. You may also email Tjaramillo@trophyclub.orgANNOUNCEMENTS AND REPORTS1.Provide an update regarding ongoing Town Parks Projects. (T. Jaramillo)2.Provide an update regarding ongoing Recreation Programs and Events. (T. Jaramillo)REGULAR SESSION3.Take appropriate action to approve the Parks and Recreation Board Meeting Minutes ofNovember 08, 2021 and March 21, 2022. (T. Jaramillo)4.Discuss and provide input to staff regarding the replacement of the existing batting cagesat Independence Park West and present to Town Council for final approval. (T. Jaramillo)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. 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 Thursday, April 14, 2022 by 5:00 P.M. in accordance with Chapter 551, Texas Government Code. ________________________________________ Tony Jaramillo, 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 682­237­2900, 48 hours in advance and reasonable accommodations will be made to assist you. Parks and Recreation Board Monday, November 08, 2021 Page 1 of 3 TOWN OF TROPHY CLUB PARKS AND RECREATION BOARD MINUTES MONDAY, November 08, 2021; 7:00 PM The Trophy Club Parks and Recreation Board met in a Regular Session on Monday , November 08, 2021 . BOARD MEMBERS PRESENT: Dean Murray Chairperson Tom Bath Vice Chair Tracey Hunter Secretary Wendie Bailey Board Member Robert Ferguson Board Member Patrick Schrein Board Member BOARD MEMBERS ABSENT: Steve Babineaux Board Member STAFF PRESENT: Tony Jaramillo Director of Parks and Recreation Sumner Haye Recreation Superintendent Debra Emond Senior Administrative Assistant CALL TO ORDER AND ANNOUNCE A QUORUM Chairperson Murray called the meeting to order at 7:02 PM and noted a quorum with Vice Chair Bath, Board Members Bailey, Hunter, Ferguson, Schrein. PUBLIC COMMENTS Chairperson Murray confirmed there were no speakers registered for Public Comment. REGULAR SESSION Take action regarding the approval of the Parks and Recreation Board minutes dated September 20, 2021. Chairperson Murray asked if board members had reviewed the revised minutes from September 20, 2021. Chairperson Murray asked for a motion. Vice Chair Bath moved to approve the minutes dated September 20, 2021. Seconded by Board Member Ferguson. Chairperson Murray called for a vote. Motion was approved unanimously (6-0). Discuss and provide updates regarding Parks projects. Director Jaramillo then introduced his newest team member, Debra Emond, Senior Administrative Assistant with Parks and Recreation. Parks items provided by Director Jaramillo included: 1. Parks staff has worked extremely hard for the last several weeks installing new seasonal plants in the medians and flower beds in the Town common spaces. 2. The playground replacement at Independence Park West was approved. Staff is working with the contractor on logistics and installation dates. Parks and Recreation Board Monday, November 08, 2021 Page 2 of 3 3. Winter Rye seed was applied at Harmony Park. The sports fields look immaculate as well as the fields at Lakeview Elementary. 4. Director Jaramillo shared a photo of the playground equipment that was approved to be installed at Independence Park West and informed the board that the equipment is ADA compliant. 5. The Christmas tree for the roundabout is scheduled to be installed the week of November 15th. It usually takes about 3 days to complete installation. Discuss and provide updates regarding Recreational programs and Events. Recreational items provided by Recreation Superintendent Haye 1. Fright Lights Contest was a tremendous success. Numerous homeowners competed. Judging the homes was a lot of fun. There were winners in several different categories, including Monster Mash, Best Animation and Best Decorated Pumpkin. We plan to duplicate the contest during Christmas. 2. Movies in the Park at Independence Park Parking Lot was held last Friday. The park field was too wet ; staff moved to the parking lot and food trucks were also available. 3. Bocce Ball and Kick Ball Leagues are down to the last few weeks of play. According to the weekly updates everyone is enjoying the league games. 4. Clean up day is scheduled this weekend for Trophy Club Park. Volunteers will be coming out to help us on v arious projects such as cleaning up pavilions and painting. 5. Gingerbread house decorating registration opened last week and is about half full. This year staff is offering two days for gingerbread house decorating, one on Friday night then again Saturday morning. 6. Christmas activities are coming soon. a. Staff is partnering with the football association for Christmas in the Park. They are hosting a toy drive before our event. Marketing and flyers are in place for the toy drive. b. Holiday Lights Contest categories are posted on the website. c. Letters to Santa will start November 29th. 7. Staff is partnering with an organization called TORN to host a motocross race the first weekend of December at Trophy Club Park. TORN will be revamping our tracks for this huge race. The town, our hotels and restaurants will benefit from the large amount of people coming in from out of town. We have already communicated with the hotels which will be advertised along with the event. We will also be reaching out to local businesses and restaurants to see how they would like to be part of the event. Director Jaramillo congratulated new Board Member Schrein and introduced him. He also spoke of Board Member Schrein’s dedication and his volunteerism at Trophy Club Park. 8. In our last board meeting we discussed creating a new event for the town. We would like to propose “A Taste of Trophy Club.” We would like to partner with our local restaurants to come out and share what they have to offer along with a play area for kids that will include inflatables and games. We will also have bands playing on a stage nearby and an area for seating. Chairperson Murray recommended selling beer and wine at the Taste of Trophy Club event to increase participation and sales. Director Jaramillo discussed doing more research with regards to alcohol sales at the event and to include input from our police department. Possible event dates include March and April. Chairperson Murray moved to recommend the Taste of Trophy Club event to include food, beer and wine. Board Member Bailey made a motion to further investigate the Taste of Trophy Club including food and alcohol. Motion was seconded by Secretary Hunter. Chairperson Murray called for a vote. The motion passed unanimously (6-0). Director Jaramillo would like to present to council in December if possible. Parks and Recreation Board Monday, November 08, 2021 Page 3 of 3 Director Jaramillo requested a date for the next board meeting. Possibly Tuesday, January 18 th. ADJOURN Chairperson Murray adjourned the meeting at 7:34PM. _ Tony Jaramillo, Director of Parks and Recreation Town of Trophy Club, TX Parks and Recreation Board Monday, March 21, 2022 Page 1 of 3 TOWN OF TROPHY CLUB PARKS AND RECREATION BOARD MINUTES MONDAY, March 21, 2022; 7:00 PM The Trophy Club Parks and Recreation Board met in a Regular Session on Monday , March 21, 202 2 . BOARD MEMBERS PRESENT: Dean Murray Chairperson Tom Bath Vice Chair Steve Babineaux Board Member Wendie Bailey Board Member Patrick Schrein Board Member BOARD MEMBERS ABSENT: Robert Ferguson Board Member Tracey Hunter Secretary STAFF PRESENT: Tony Jaramillo Director of Parks and Recreation Sumner Haye Recreation Superintendent Erin Seifert Aquatic and Recreation Coordinator Debra Emond Senior Administrative Assistant CALL TO ORDER AND ANNOUNCE A QUORUM Chairperson Murray called the meeting to order at 7:01 PM and noted a quorum with Vice Chair Bath, Board Members Bailey, Babineaux, and Schrein. PUBLIC COMMENTS Chairperson Murray confirmed there were no speakers registered for Public Comment. ANNOUNCEMENTS AND REPORTS Introduction of the Trophy Club Parks and Recreation Specialist – Erin Seifert. (T. Jaramillo) Ms. Seifert worked in Parks and Recreation for Addison for five years. She graduated from North Texas with a degree in Recreation Events and Sports Management. Ms. Seifert also planned our most recent event, “Touch-A-Truck,” which was a huge success. We are excited to have her on our team. Introduction of the Trophy Club Parks and Recreation Volunteer Association (TCPRVA) – Stacey Bauer. (T. Jaramillo) Ms. Bauer has been a Trophy Club resident for the past eleven years, she has five kids, volunteers and supports local athletic leagues and events, and is also an attorney. Ms. Bauer is the President of TCPRVA which is a newly formed organization that will assist the Trophy Club Parks & Recreation Department in the planning and execution of all Town events. Ms. Bauer provided information regarding TCPRVA. TCPRVA is an organization working to support recreational, educational, environmental, and cultural events and opportunities for all who live and work in Trophy Club. TCPRVA has 30+ members and we are expecting many more by our July 4th event. TCPRVA is taken over “Star and Stripes” on July 4th and will be hosting events and fund raisers. Provide an update regarding ongoing Town Parks Projects. (T. Jaramillo) Director Jaramillo provided information on our upcoming event, “Taste of Trophy Club.” The event is scheduled for April 30th and will include live music and beer/wine sales. Director Jaramillo noted that seasonal colors will go in by mid to the end of April. Parks and Recreation Board Monday, March 21, 2022 Page 2 of 3 Director Jaramillo announced new schedules for tennis court instructors offering lessons. These hours will be on a trial basis and posted at the tennis courts. Monday – Wednesday – Friday 4:00 – 7:00 PM Tuesday – Thursday – Sunday 11:00 AM – 2:00 PM Saturday 11:00 AM – 1:00 PM Director Jaramillo also reminded the board that NISD is adding tennis courts that will be open to the public. Director Jaramillo invited the board to TCRYBA’S opening day this weekend. Mayor Fleury and Mayor Gierisch will attend and the National Anthem will be performed by Christi Kendrick. Provide an update regarding ongoing Recreation Programs and Events. (S. Haye and E. Seifert) Mr. Haye provided the following updates: Trophy Club Park Service Day on 3/5/2022: over 1300 ft of pipe rail fencing painted by the Church of Christ of Ladder day Saints Kickball Leagues Start this Wednesday, March 23 TCRYBA Opening Day is this Saturday, March 26 Trophy Club Park Service Day with NISD on 4/2/2022: Groups scheduled to paint pipe rail fencing, and pick up trash along our hiking and biking trails Bocce Ball Leagues set to begin April 9 Board Member Babineaux requested an update on the December TORN racing event at Trophy Club Park. Mr. Haye stated that the event was extremely successful. There were over 700 in attendance and nearly 300 racers. He noted that our attendance and revenue has increased 10% since hosting the event. Ms. Seifert provided the following updates: EGGstravaganza is coming up on Saturday, April 16 15,000 egg hunts separated by age groups We will have photos with the Easter bunny Taste of Trophy Club April 30th First event with beer and wine Secured band to perform, inflatables, face painters, and balloon artists 5 restaurants confirmed and sponsors are flowing in Pool Preparation is underway for the summer! Currently hiring seasonal staff Pool memberships Summer Registration is opening on April 1 Summer camp Pool facility rentals/parties Pool memberships REGULAR SESSION Take appropriate action to Appoint Two Board Members to the Tree Preservation Ad Hoc Committee . Chairperson Dean Murray and Board Member Steve Babineaux volunteered to head the Tree Preservation Ad Hoc Committee and work with staff on any potential amendments to the Tree Ordinance in the future. Chairperson Murray moved to approve the appointment of Dean Murray and Steve Babineaux to the Tree Preservation Ad Hoc Committee. Motion was seconded by Vice Chair Bath. The motion passed unanimously (5-0). Parks and Recreation Board Monday, March 21, 2022 Page 3 of 3 ADJOURN Chairperson Murray adjourned the meeting at 7:39 PM. _ Tony Jaramillo, Director of Parks and Recreation Town of Trophy Club, TX Page 1 of 2 To: Parks and Recreation Board Meeting From: Tony Jaramillo, Parks and Recreation Director CC: Debra Emond, Sr. Administrative Assistant Erin Seifert, Aquatic and Recreation Coordinator Sumner Haye, Recreation Superintendent Re: Discussion of batting cages replacement at Independence Park West Date: Parks and Recreation Board Meeting, April 18, 2022 Agenda Item: Discuss and provide input to staff regarding the replacement of the existing batting cages at Independence Park West and present to Town Council for final approval (T. Jaramillo) Strategic Link: Improve the aesthetic and recreational value of the Town Background and Explanation: The current batting cages located at Independence Park West were installed in 2016; various maintenance procedures to the batting cages were completed since they were installed, however, in March of 2022, the batting cages were taken out of commission because they were in disrepair due to their age. Per the Town’s current agreement with Trophy Club Roanoke Youth Baseball Association (TCRYBA), staff is to meet with TCRYBA in March of each year to discuss capital improvements and funding options for Independence Park. Staff met with TCRYBA representatives, and it was agreed upon both parties to replace the existing batting cages and lights at Independence Park West. TCRYBA through the Independence Park signage sponsorship program agreed to fund fifty percent of the total cost of the project and the Town will fund the remain ing fifty percent. The Town currently has approximately $350,000 available in Parkland Dedication Fund that can be utilized toward the fifty percent of the batting cage project. Page 2 of 2 Staff obtained three estimates to replace the batting cages and three estimates to replace the light fixtures with LED’s. The bids are as follows: Contractor Batting Cages Lowest Qualified Bidder Playground Solutions $43,813.94  Americas Nationwide Netting $53,000.00 Precision Services $80,000.00 Electrical Contractor Light Replacement Dennis Services $5,963.00  Nema 3 $6,071.03 Daniel Electric $8,002.52 Total $49,776.94 10% Contingency Total $54,776.94 Financial Considerations:  There is approximately $350,000 available in Parkland Dedication Funds  TCRYBA will split the cost with the Town by 50 percent, their cost would be $27,388.47; the Town will be responsible for the remain ing balance of $27,388.47. Legal Review: N/A Board/Commission/ or Committee Recommendation: N/A Staff Recommendation: Staff recommends replacing the batting cages at Independence Park West by utilizing Parkland Dedication Funds and splitting the cost by fifty percent with Trophy Club Roanoke Youth Baseball Association. Attachments: N/A