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Agenda Packet Parks 10/17/22Town of Trophy Club Meeting Agenda Packet Parks and Recreation Board 1 Trophy Wood Drive Trophy Club, Texas 76262 October 17, 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.Introduce new Parks and Recreation team members Kassidy Hill, Tim Ready, and Daniel Wilson. 2.Recognize Tom Bath and Steve Babineaux for their service to the Parks and Recreation Board. 3.Discuss and provide updates regarding parks projects. 4.Discuss and provide an update regarding recreation programs and events. REGULAR SESSION 5.Take action regarding the approval of the Parks and Recreation Board minutes dated April 18, 2022. 6.Consider appointment of a Parks and Recreation Vice Chairperson. 7.Discuss and take action on the Community Pool Facility Capital Improvment Project. 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 of Trophy Club Town Council may be in attendance at this meeting. The Town Council will not deliberate or take any action. 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, October 14, 2022 by 5:00 PM 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 76262October 17, 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.org.ANNOUNCEMENTS AND REPORTS1.Introduce new Parks and Recreation team members Kassidy Hill, Tim Ready, and DanielWilson.2.Recognize Tom Bath and Steve Babineaux for their service to the Parks and RecreationBoard.3.Discuss and provide updates regarding parks projects.4.Discuss and provide an update regarding recreation programs and events.REGULAR SESSION5.Take action regarding the approval of the Parks and Recreation Board minutes dated April 18, 2022. 6.Consider appointment of a Parks and Recreation Vice Chairperson. 7.Discuss and take action on the Community Pool Facility Capital Improvment Project. 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 of Trophy Club Town Council may be in attendance at this meeting. The Town Council will not deliberate or take any action. 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, October 14, 2022 by 5:00 PM 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, April 18, 2022 Page 1 of 3 TOWN OF TROPHY CLUB PARKS AND RECREATION BOARD MINUTES MONDAY, April 18, 2022; 7:00 PM The Trophy Club Parks and Recreation Board met in a Regular Session on Monday , April 18, 202 2 . The meeting was held at Town Hall, 1 Trophy Wood Drive in the Council Chambers. BOARD MEMBERS PRESENT: Tom Bath Vice Chair Tracey Hunter Secretary Robert Ferguson Board Member Steve Babineaux Board Member Patrick Schrein Board Member BOARD MEMBERS ABSENT: Dean Murray Chairperson Wendie Bailey 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 Vice Chair Bath called the meeting to order at 7:00 PM and noted a quorum with Board Members Hunter, Ferguson, Babineaux and Schrein. PUBLIC COMMENTS Vice Chair Bath confirmed there were no speakers registered for Public Comment. ANNOUNCEMENTS AND REPORTS 1. Provide an update regarding ongoing Town Parks Projects. (T. Jaramillo) Parks items provided by Director Jaramillo included: 1. Soccer league started at Harmony Park. 2. A new sponsorship program has been established and will help with Capital Improvements. 3. The playground at Independence Park is being replaced with ADA equipment and a rubber surface. 4. Indian Creek trees are starting to grow foliage so we will continue to fertilize and monitor growth before considering any further actions. 5. Flower beds are being updated with summer colors including more perennials to keep cost down. This should be completed by May 8th. 6. Fox Pointe entrance - dead trees will be replaced and other trees will be trimmed. We are also getting estimates for repairing and painting the wall at the entrance. Director Jaramillo introduced Kyle Berrie. Kyle, and Eagle Scout, presented his Geocache Project completed at Trophy Club Park. Kyle explained geocaching is an outdoor activity, similar to a scavenger hunt, and a fun family event. He shared how he located the geocache boxes at Trophy Club Park and replaced the ones that were in disrepair and anchored others to protect against being lost during floods. Parks and Recreation Board Monday, April 18, 2022 Page 2 of 3 2. Provide an update regarding ongoing Recreation Programs and Events. (S. Haye) Recreational items provided by Recreation Superintendent Haye: 1. April 2nd was Trophy Club Park Volunteer Day – volunteers gathered debris from trails and painted 650 feet of pipe fencing. 2. Main road in Trophy Club Park is being repaired April 19 and April 20. The repair totals about 2000 feet of road. 3. EGGstravaganza was a huge success. We provided 15,000 filled eggs and had approximately 1500 participants. Bara Church volunteered and TCPRVA helped with crowd control. 4. Taste of Trophy Club is scheduled for April 30th. All big items are secured along with 10 food vendors. 5. Memorial Day Event is scheduled for May 30th. 6. Recreational programs are open. Summer Camp is completely full with a waiting list for each session. 7. Seasonal staff is still being interviewed and hired. REGULAR SESSION 3. Take appropriate action to approve the Parks and Recreation Board minutes of November 08, 2021, and March 21, 2022. (T. Jaramillo) Vice Chair Bath made a motion to approve the replacement of the existing batting cages at Independence Park West and present to Town Council for final approval. Board Member Schrein seconded the motion. Vice Chair Bath called for a vote. Motion was approved unanimously (5-0). 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) Director Jaramillo presented details regarding the current condition of the batting cages along with estimates and budget information for replacing the entire structure and electricity. The batting cages were installed in 2016 and have been maintained by the baseball association. The nets are sagging and the poles are falling. The decision was made to close down the cages due to the hazards the current condition presents. Through the sponsorship program, the baseball association is able to pay half and Trophy Club will pay the other half to replace the cages. Bids have been received for both the batting cages and the electricity. Board Member Ferguson asked about liability if someone gets hurt. Director Jaramillo advised that both the baseball association and the Town of Trophy Club carry liability insurance that covers any injuries. Vice Chair Bath explained the safety issues if the batting cages are not repaired. Board Member Schrein asked if it would be a total rebuild. Director Jaramillo explained that it would be all but the concrete. Director Jaramillo also suggested installing more batting cages at Independence Park East to reduce the wear and tear due to the amount of use. Vice Chair Bath made a motion to approve the replacement of the existing batting cages at Independence Park West and present to Town Council for final approval. Secretary Hunter seconded the motion. Vice Chair Bath called for a vote. Motion was approved unanimously (5-0). Parks and Recreation Board Monday, April 18, 2022 Page 3 of 3 Vice Chair Bath stated the next Parks and Recreation Board meetings are scheduled for June 20, August 15, and October 17, 2022. Board Member Ferguson asked when the batting cages project would start. Director Jaramillo suggested next month, after it is approved by Town Council at the April 26th Town Council Meeting. Director Jaramillo would also like to complete the playground project before starting the batting cage project. Vice Chair Bath suggested updates for the next board meeting: 1. Replacement of the batting cages at Independence Park West 2. Resurfacing of the basketball court at Independence Park West 3. Tennis/Pickleball instruction hours ADJOURN Chairperson Murray adjourned the meeting at 7:32 PM. _ _________________________________________ Tracey Hunter, Secretary Daniel Wilson, Sr. Administrative Assistant Parks and Recreation Board Parks and Recreation Town of Trophy Club, TX Town of Trophy Club, TX Page 1 of 2 To: Parks and Recreation Board From: Tony Jaramillo, Director of Parks and Recreation CC: Daniel Wilson, Senior Administrative Assistant Re: Community Pool Capital Improvement Project Parks and Recreation Board meeting, October 17, 2022 Agenda Item: Discuss and take action on the Community Pool Facility Capital Improvement Project. Strategic Link: Nature and Beautification: Maintain Town assets, services, and codes of ordinances that preserve the natural beauty of the Town. Background and Explanation: The Town’s Community Pool was constructed in 2003; the addition of the Splash Pad and parking lot expansion were constructed in 2011. Staff has performed continuous preventative maintenance over the years, however, various elements and mechanical components within the pool facility’s infrastructure need to be replaced as many of them have become obsolete, non- functioning and outdated. Additionally, new amenities are included in the scope of this project to continue aligning our departments goals of providing an improved, efficient and accessible pool facility to all members of the community. Staff has been working with a qualified firm to ensure the appropriate upgrades and renovations will be executed within the budget and scope established for this project. The project will include design and construction of various aesthetic improvements, building exterior and interior renovations, mechanical equipment upgrades and pool/splash pad feature upgrades. The project will be executed in two phases to prevent any pool season interruptions as described below. Page 2 of 2 Phase One (completion before the 2023 pool season) - Competition Pool/Kiddie Pool Pump Room Improvements and replacement of components - Splash Pad Pump Room improvements and replacement of components - Interior restroom upgrades (contingent upon scheduling conflicts) - Repaint Splash Pad features Phase Two (commencement of remaining projects at the conclusion of the 2023 pool season and completed prior to the 2024 pool season) - Construct a party room with covered porch and roll-up door - Front entry improvements - Building exterior/improvements - Shaded Pavilion - Convert kiddie-pool to a dual slide tower with a plunge pool - Landscape improvements Financial Considerations: The allotted bond funds provided for this project is not to exceed $4 million; phase one cost is approximately $1.1 million, and phase two cost is approximately $2.8 million for an approximate total of $3.9 million. Legal Review: Not applicable Board/Commission/ or Committee Recommendation: Not applicable Staff Recommendation: Staff recommends the approval of the Capital Improvement Projects as presented and presenting to town council for final approval. Attachments: •Slide rendering •Shade Structure rendering (example only) •Exhibit A rendering 24' SQUARE STANDING SEAM METAL ROOF PARTY ROOM (1600sf) REMOVE TOT POOL AND REPLACE WITH SLIDES & POOL 8'X8' COVERED CHEMICAL STORAGE ROOM 24' SQUARE STANDING SEAM METAL ROOF REMOVE PAVING AND SCREEN WALL REMOVE PAVING AND SCREEN WALL, RELOCATE FENCE, ADD VEHICULAR GATE 20'X30' SHADE PAVILION NORTH0402010 SCALE 1" = 20' Exhibit A