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HomeMy WebLinkAbout1 st Quarter(January-March) l [ [ CITY OF THE COLONY DENTON COUNTY, TX. JANUARY 8, 1988 TO ALL INTERESTED PARTIES: Notice is hereby given of a REGULAR SESSION of the Parks & Recreation Board of the City of The Colony, TX., to be held on the 13th day of January, 1988, at 7:30 p.m., at city hall, located at 5151 North Colony Boulevard, at which the following will be discussed: 1. Call meeting to order. 2. Approval of minutes of December 9th, 1987. 3. Citizens Input. 4. Review and receive request from The Colony Cruisers Touring Club to hold a motorcycle rally in May, 1988. 5. Review racquetball rules and regulations and consideration of amendment. 6. Receive departmental update. 7. Adjourn. CERTI FICATION I hereby certify that the above notice of meeting was placed on the front door of city hall at 5:00 p.m. on Janu~ 8, 19~8~/. ,. --I-ft/h ~ Patti Hicks, City Secretary ~ [ [ MINUTES OF THE PARKS & RECREATION BOARD OF THE CITY OF THE COLONY HELD ON JANUARY 13, 1988 A REfULAR SESSION of the Parks & Recreation Board of the City of The Colony, Texas, was called to order at 7:30 p.m. with the following board members present: Dee Cole Zane Kennedy Sherry Schuyler Wayne Sandy Kathy Phillips David Martin Chairman Member Member ~ember Member Member - 7:35 p.m. and with Member Faulkner absent; however a quorum was established. Also in attendance was Sylvia Brantley, Parks & Recreation Director. At this time, Chairman Cole introduced new board member, Sherry Schuyler. 2. APPROVAL OF MINUTES. A motion was made by Member Phillips to approve the minutes of December 9, 1987. Seconded by Member Sandy, the motion was approved by the following vote: Ayes: ~embers Phillips, Sandy, Martin, and Chairman Cole Abstention: Members Kennedy and Schuyler Noes: None 3. CITIZENS INPUT. None. 4. REVIEW AND RECEIVE REQUEST FROM THE COLONY CRUISERS TOURING CLUB TO HOLD A MOTORCYCLE RALLY IN MAY, 1988. Rick Beard, Rally Administrator with The Colony Cruisers Touring Club, gave a pre- sentation to the Board on the proposed rally to be held in May. He referred to the letter he had sent to Sylvia Brantley, Parks & Recreation Director, and a copy of which was included in member's packets. It was noted by Ms. Brantley that this request would also have to be approved by the Corps of Engineers and would probably take 4-6 weeks for a reply, and that it will also probably need to go before city council due to the fee variance request. Mr. Beard stated they would like to make this an annual event. The rally is proposed for May 22,1988, from 9 a.m. to 4':30 p.m., and will be open to anybody who would like to participate. They expect between 100 to 150 people to attend. Ms. Brantley recomnenEd to them to use the center arena of Stewart Creek Park so it would be centrally located and due to the club also wishing to rent the pavilion for that day. Mr. Beard further added they would pr.opose to hold a 20/30/50 drawing with 50% of the proceeds to go back to the Parks & Recreation Department. Texas Motorcycle Association of which they are members, has over 40,000 members. After all discussion, Member Sandy made a motion to approve the request from The Colony Cruisers Touring Club to hold a motorcycle rally on May 22, 1988, subject to approval of the Corps of Engineers. Seconded by r1ember Kennedy, the motion was approved by the following vote: Ayes: Noes: All members present voted aye None 5. REVIEW RACQUETBALL RULES AND REGULATIONS AND CONSIDERATION OF AMENDMENT. At this time, Chairman Cole turned the meeting over to Member Sandy. Member Sandy stated he had taken a survey of the cities of Carrollton, Lewisville, and Irving -2- on their racquetball rules and regulations. Ms. Brantley stated she'wQuld like to say at this time that the racquetball courts have only been open since November 25th, 1987, and ore averaging to date, January 10th, 1988, $257.91 a week in reservation fees. She a~so stated staff had taken another survey of area cities and may have misunderstood some of the answers received as they were a little different then r~ember'Sandy IS. Member Sandy went on to say, he has received several concerns from citizens on the rule that states if a walk-in comes in the center during center's hours of operation, and if no one is using the racquetball courts or has them reserved, they can be used without paying a charge. The complaints he has received is from those who cannot Come in during the off hours when the courts are not being used as much and being able to play for free. Ms. Brantley noted that since more people are becoming aware the courts are open, there aren't a lot of hours during the day when the Courts are not reserved. Right now the most times for open Courts are from 9 a.m. to noon, which is one of Member Sandy's concerns. Member Sandy stated the City of Irving charges no racquetball fees, the City of Lewisville charges $2.00/hour/person for residents, and $3.00/hour/person for non-residents, and the City of Carrollton charges $2.00/hour/person for residents, and $5.00/hour/ person for non-residents. Member Sandy stated he would like to see The Colony's rules and regulations changed to have everyone pay a fee who uses the courts, or charge no fees at all. He went on to say the other area of Concern was the age limit we have set for the use of the courts. He said he would like to see classes offered to the younger age group and at the end of the course, be tested out to show they know what they are doing and then be allowed to use the Courts without supervision. Ms. Brantley stated we are offering classes right now for the 10 to 14 year olds, however we do not have the staff to test kids out to see if they are responsible enough to use the racquetball Courts without supervision. A lengthy discussion followed, after- which Member Sandy made a motion to use the same fee schedule in use now but to have one set Court fee for everyone with a free challenge time scheduled. Seconded by Member Martin, the motion was tabled due to a tie vote: ] Ayes: Noes: Members Phillips~ Sandy, and Martin Members Kennedy, SChuyler, and Chairman Cole J Discussion followed on setting up procedures to review the rules and regulations of the racquetball Courts on a regular basis since they have been in use for so short a period of time. After discussion, Member Kennedy made a motion to go with the current rules and regulations up to a six month period and then re-evaluate and make any revisions needed at that time. Seconded by Member Phillips, the motion was approved by the following vote: Ayes: Members Phillips, Kennedy, Schuyler, and Chairman Cole Abstention: Member Sandy Noes: Member Martin rls. Brantley stated in the meantime, she will also look into scheduling a challenge time. 6. RECEIVE DEPARTMENTAL UPDATE. Ms. Brantley stated that everything is basically going okay. On Sundays, staff has stated checking I.D. IS to see how many non-residents are using the center, as it appears there is an influx of people using center on Sundays. J After re-modeling of the weight room is finished, we are going to instill a new lock on the door and keys will be checked out to persons wishing to use the weight room. We are also looking at allowing no more than 5 - 6 in the room at one time to curtail Some of the damage being done to equipment. Lunchtime volleyball will start in the gym in February with women playing on Tuesdays, l [ l -3- and men playing on Thursdays. It was discussed about the board using meeting rooms in the rec; center_to hold board meetings. No one had any problems with this and the board will start meeting in center in February. 7. ADJOURN. There being no further discussion, it was unanimously decided to adjourn the meeting at 8:53 p.m. ~~ Dee Cole, Chairman ~~^~~ Bever y Nopp Reco ng Secretary r I t r r l ~ CITY CF THE COLONY DENTON,COUNTY, TX. JANUARY 22, 1988 TO ALL INTERESTED PARTIES: Notice is hereby given of a REGULAR SESSION of the Parks & Recreation Board of the city of The Colony, Texas, to be held on the 27th day of January, 1988, at 7:30 p.m., located at City Hall at 5151 North Colony Boulevard, at which the following will be discussed: 1. Call meeting to order. 2. Approval of minutes of January 13, 1988. 3. Citizens Input. 4. Consideration of request for additional lights for field by Colony Youth Soccer Association. 5. Consideration of request by the Train Club to use a meeting room at the Recreation Center once a week. 6. Consideration of request from the Beta Sigma Phi Sorority City Council to hold a spring festival at Friendship Park. 7. Receive and review copy of amendment on Ordinance No. 519. 8. Receive and review copy of resolution 88-03 and 88-04. 9. Review and discuss "Adopt A Park" policies. 10. Departmental update. 11. Review and discuss items for council and board retreat to be held on January 30th, 1988. 12. Adjourn. CERTI FICATION I hereby certify that the above notice of meeting was placed on the front door of city hall at 5:00 p.m. on the 22nd of January, 1988. SAQAt/Y1. E.~ Sharon Sebera, Deputy City Secretary MINUTES OF THE PARKS & RECREATION BOARD OF THE CITY OF THE COLONY, TEXAS HELD ON JANUARY 27, 1988 [ A REGULAR SESSION of the Parks & Recreation Board of the city of The Colony, Texas, was called to order at 7:30 p.m. with the following board members present: Dee Cole Wayne Sandy Kathy Phi 11 ips Zane Kennedy Da vi d r~a rt i n Sherry Schuyler Chairman Member ~lember ~lember ~lembe r rlember and with Member Faulkner absent, however a quorum was established. Also in attendance was Sylvia Brantley, Parks & Recreation Director. 2. APPROVAL OF MINUTES OF JANUARY 13, 1988. Member Sandy made a motion to approve the minutes of January 13, 1988. Seconded by Member Kennedy, the motion was approved by the following vote: Ayes: Noes: All members present voted aye None \ 3. CITIZENS INPUT None. [ r 6. CONSIDERATION OF REQUEST FROt1 THE BETA SIG~"A PHI SORORITY CITY COUNCIL TO HOLD A SPRING FESTIVAL AT FRIENDSHIP PARK. Donna Burks, Ways and Means Co-Chairman of the Beta Sigma Phi City Council, was present and stated the sorority would like to hold a spring festival to raise funds to purchase equipment for Friendship Park. They have set the date of March 26th to hold the festival with April 9th for a rain date. After discussion, a motion was made by Member Martin to approve the request of Beta Sigma Phi Sorority City Council to hold a spring festival on March 26th at Friendship Park. Seconded by rlember Sandy, the motion was approved by the following vote: Ayes: Noes: All members present voted aye None 4. CONSIDERATION OF REQUEST FOR ADDITIONAL LIGHTS FOR FIELD BY COLONY YOUTH SOCCER ASSOCIATION. Al Gober and David Hess, representing the Colony Youth Soccer Association, were present. They referred to the two proposals, Proposal A & B, that were brought before the board by Mr. Gober at the December 9,1987 meeting for reviewing. Proposal B is what they would like to see approved since it would give additional lights on the north end of fields. Funds for additional lighting was discussed with Mr. Gober requesting the city check into the cost of adding another pole on the north end. Mr. Gober also asked Ms. Brantley to check into redirecting the lights on the north pole. The following items were also requested prior to the start of season play: 1) rewire the inside of concession stand and add more receptacles to inside, 2) use of the vacant lot at the north end of the northwest playing field for parking, 3) a load of dirt on the TP & L easement to fill cracks where the children practice, and 4) use of a city trailer to haul goals from easements to soccer field on Friday evenings, and then back to easements on Sunday. Ms. Brantley to get with r1r. Hall on these requests. After all discussion, no further action was taken on this item by board at this time. -2- 5. CONSIDERATION OF REQUEST BY THE TRAIN CLUB TO USE A MEETING ROOM AT THE R~CREATION CENTER ONCE A WEEK. Bob Poynter, President of The Colony Train Club, was present and stated the club is looking for a meeting place for every Wednesday from 7:00 p.m. _ 11 :00 p.m. tls. Brantley had already stated she could reserve a meeting room at the recreation center but could not guarantee they could have it every week with other programs that may be going on. Therefore, they are asking about the possibility of using the old city hall that is currently being re-modeled by the Masons. The club is not necessarily looking for a permanent room, just.a meeting place, how- ever if they get a permanent room they will fill it up with trains. If they don't get a permanent room, they will just build modules. Ms. Brantley stated it has not been worked out yet who is going to organize the sCheduling of rooms at the old city hall once remodeling has been completed, and she needs to find that out. Mr. Poynter went on to state several of the members of The Colony Train Club already belong to the Denton Area Model Railroad Club which attracts people from Grapevine, Lewisville, The Colony, Denton, and small places around the Denton area. The Colony Train Club will be restricted to The Colony residents only and have a cap of 30 on membership. They have three different types of memberships, Jr. r~embership for up to 18 yrs. of age, Regulars for 18 to 55 yrs. of age, and Sr. Membership for ages 55 and over. Mr. Poynter also stated he would look into volunteering assistance to the Masons on the remodeling of the old city hall once he finds out exactly what they are doing. He went on to say if Parks & Recreation is in charge of sCheduling or setting up meetings in the old city hall building, he would like The Colony Train Club to be considered for every Wednesday evening from 7:00 p.m. - 11 :00 p.m. to meet. The board stated they would bring up at the retreat scheduled for this Saturday, January 30th, who would be in charge of scheduling of use for old city hall once it has been remodeled. After all dis- cussion, no further action was taken on this item at this time. J 9. REVIEW AND DISCUSS "ADOPT A PARK" POLICIES. ] Steve Withers, of 4905 Wheeler Drive, came before the board to see about the possibil ity of putting in a neighborhood park off of the "W" streets. ~ls. Brantley stated she and Mr. Withers had drove out and looked at this area prior to this meeting and there is an area on the east side of Wilcox and north of Wheeler Drive they feel would be ideal for a small neighborhood park. After all discussion, Ms. Brantley stated she would get a copy of the "Adopt a Park" policies to ~1r. Withers, and would check to see if the property can be used as a park and then get back to Mr. Withers. Further discussi on continued on "adopt a parks" and it was stated after a Master Park Plan has been approved by the board, whenever anything is added to the park, it does not have to come back before the board unless there is a change being made from the Master Park Plan. However, Ms. Brantley or Public Works should be notified so equipment can be checked for safety. The board requested to have all representatives of each organization adopting a park to be invited to attend the first board meeting in March and to bring an updated copy of their Master Park Plan that is to be left with Ms. Brantley to be kept on file. 7. RECEIVE AND REVIEW COpy OF A~1ENDr~ENT ON ORDINANCE NO. 519. 8. RECEIVE AND REVIEW COpy OF RESOLUTION 88-03 and 88-04. ] Items 7 and 8 are being brought before the board for information purposes only for board members. [ I[ r - 3- 10. DEPARTr1ENTAL UPDATE. Ms. Brantley stated the recreation center had a record breaking week last week with 2,046 people through the center. Everything else is going smoothly, yet constantly busy. 11. REVIEW AND DISCUSS ITEMS FOR COUNCIL AND BOARD RETREAT TO BE HELD ON JANUARY 30TH, 1988. Ms. Brantley stated she gave the board copies of the weekly stats since the rec- reation center opened so the board would have an idea of how many people are using the center and what is going on as far as the need for additional employees. She stated she would like to request one more full time employee and a couple more part-time employees. Before adjourning, r1ember Sandy asked about the donation of $200.00 by the Little League Association to be used towards purchasing a Cats Drag for the softball fields. Ms. Brantley stated she would check on the status of this. 12. ADJOURN. There being no further discussion, it was unanimously decided to adjourn the meeting at 9:14 p.m. ~~. Bever Iy opp, Recordl ng Secreta ry Dee Cole, Cha~n 0~ .A~ 1t/.uUv ~ Ihp-k 'l/~<rr [ [ r l . CITY OF THE COLONY DENTON, COUNTY, TX. FEBRUARY 5, 1988 TO ALL INTERESTED PARTIES: Notice is hereby given of a REGULAR SESSION of the Parks & Recreation Board of the city of The Colony, Texas, to be held on the 10th day of February, 1988, at 7:30 p.m., at the Parks & Recreation Department, located at 5151 North Colony Boulevard, at which the following will be discussed: 1. Call meeting to order. 2. Approval of minutes of January 27, 1988. 3. Citizens Input. 4. Consideration of request by the Train Club to use a meeting room at the rec. center once a week. 5. Consideration of request by R & L Enterprises to have a mobile vending service at the B. B. Owens fields during the adult softball league's upcoming playing season. 6. Consideration and review of forming Friends of the Recreation Center. 7. Departmental Update. 8. Work Session. 9. Adjourn. CERTI FI CATE I hereby certify that the door of city hall at 5:00 above notice of meeting was placed p.m. on~~. 1985. . . --a~/L Patti H1Cks, City Secretary on the front [ [ [ EMERGENCY AGENDA ITEM DENTON COUNTY, TEXAS FEBRUARY 8, 1988 TO ALL INTERESTED PARTIES: Notice is hereby given of a REGULAR SESSION of the Parks & Recreation Board, of the city of The Colony, Texas, to be held on the 10th day of February, 1988, at 7:30 p.m. at the Recreation Center located at 5151 North Colony Boulevard, and in addition to the items posted in accordance with regular meeting requirements, will address the item listed below. 1. Consideration and review of request from Ellen Kelley of the Girl Scouts to purchase and add an item to Scout Park to coincide with Girl Scout Week, March 6 - 12, 1988. It is an urgent public necessity that the matter mentioned in this notice be considered at an early date so as to further the public welfare of the inhabitants of the city by taking timely action. CERTIFICATE I hereby certify that the above notice of meeting was placed on the front door of city hall at 5:00 p.m. February 8, 1988. ~' [ MINUTES OF THE PARKS & RECREATION BOARD OF THE CITY OF THE COLONY, TX. HELD ON FEBRUARY 10, 1988 r A REGULAR SESSION of the Parks & Recreation Board of the city of The Colony, Texas, was called to order at 7:30 p.m. with the following board members present: Wayne Sandy Kathy Phillips Sherry Schuyler Zane Kennedy Steve Faulkner ~ David Mart i'n . : Acting Chairman rlembe r r.lembe r r1embe r Membe r r.lember and with Chairman Cole absent, however a quorum was established. Also in attendance was Sylvia Brantley, Parks & Recreation Director. 2. APPROVAL OF MINUTES OF JANUARY 27, 1988. A motion was made by Member Martin to approve the minutes of January 27, 1988. Seconded by Member Phillips, the motion was approved by the following vote: *Ayes: rlembers Phillips, Schuyler, Kennedy, Faulkner, r1artin and Acting Chairman Sandy Abstention: Member Faulkner Noes: None 3. CITIZENS INPUT. None. 4. CONSIDERATION OF REQUEST BY THE TRAIN CLUB TO USE A MEETING ROOM AT THE REC. CENTER ONCE A WEEK. Acting Chairman stated this item was on the agenda again because at the previous meeting, the board did not know who was going to be doing the sCheduling of use for the old city hall once remodeling has been completed. r.1s. Brantley stated she::has since learned that the Parks & Recreation Department will be doing the scheduling of use and she is asking for the board's recommendation on the above request. The Masonic Lodge: will be:meeting .the 'secondand fourth Tuesday of each month and will already have these two nights. There is no projected time of completion of the remodeling at this time. Discussion followed afterwhich a motion was made by Member Kennedy to table the request of the Train Club until guidelines are set up on the scheduling of use of the rooms of the old city hall once remodeling is completed. Seconded by Member ~~artin, the motion was approved by the following vote: Ayes: ~embers Kennedy, Faulkner, Martin, and Acting Chairman Sandy Noes: rlembers Schuyler and Phillips 5. CONSIDERATION OF REQUEST BY R & L ENTERPRISES TO HAVE A MOBILE VENDING SERVICE AT THE B. B. OWENS FIELDS DURING THE ADULT SOFTBALL LEAGUE'S UPCOMING PLAYING SEASON. Member Sandy stated this item may have to be looked into for the legal aspects and possibly be sent out to bids. Mr. Phelps, of R & L Enterprises, was not present. Discussion followed, afterwhich a motion was made by rlember Phillips to turn this request by R & L Enterprises to have amobile vending service at the B. B. Owens fields during the adult softball leaguels upcoming playing season, back to staff to check on the legal aspects. Seconded by Member Schuyler, the motion was approved by the following vote: Ayes: All members present voted aye Noes: None -2- 7. DEPARTMENTAL UPDATE. At this time, Ms. Brantley introduced Pam Nelson, the Asst. Rec. Center Supervisor. Ms. Brantley went on to say the weight room has been remodeled, carpet installed, and walls have been painted blue. Last week there were 1,977 patrons through the rec. center with a total of 7,777 through the center during the month of January. The "new games" held in the gym on Wednesday afternoon from 4-6:00p.m. is going over real good with about 34 participants each week of 3-13 yr. olds. Still look- ing into the replacement of the ceiling tiles, Mr. Hall to find out from the con- tractors when they will be back out. We also have drawings on the walls of the gameroom from Stewart Creek Elementary school. All the elementary schools will be rotating each month and putting pictures up. The Chili cook-off is scheduled for June 18th, the Triathlon will be held in September again with only 1 being held this year instead of the proposed 2. All classes are going well. Looking into the possibility of adding an addendum to the racquetball rules and regulations of not letting people make over 2 reservations per week during prime time hours. J EMERGENCY AGENDA ITEM 1. CONSIDERATION AND REVIEW OF REQUEST FROM ELLEN KELLEY OF THE GIRL SCOUTS TO PURCHASE AND ADD AN ITEM TO SCOUT PARK TO COINCIDE WITH GIRL SCOUT WEEK, MARCH 6-12, 1988. Ellen Kelley was not present, however the board stated as long as whatever the Girl Scouts were donating was already on the Master Park Plan for Scout Park, the board does not have to approve the request. Ms. Kelley to be contacted and advised of . this and to have her contact Ms. Brantley whenever a decision has been made on their donation. 6. CONSIDERATION AND REVIEW OF FORMING FRIENDS OF THE RECREATION CENTER. ] It was noted this should be called Friends of the Parks & Recreation Department not Friends of the Recreation Center. This item was then turned over to Member SChuyler who stated this group would be run similar to the Friends of the Library which is. established as a non-profit organization. The fundraisers the Parks & Recreation Department now'have~' the funds collected go-back into the city's general fund. Establishing a Firends of the Parks & Recreation Department would allow the funds collected to go back into a fund they have set up and it would be used to purchase items needed by the Parks & Recreation Department not allocated for in the budget. At this time, a motion was made by Member Schuyler to establish and form a non-profit organization known as Friends of the Parks & Recreation . Department. Seconded by Member Phillips, the motion was approved by the following vote: Ayes: All members present voted aye Noes: None Discussion followed with Ms. Brantley stating she had also received Some information on what the Friends of the Library have accomplished and she highly recommends forming this new organization. 8. WORK SESSION. Acting Chairman Sandy asked members what they would like to discuss during this work session with the fOllowing decided on: J 1. Discuss Friends of the Parks & Recreation Department 2. Delegate liaisons to boards. 3. Discuss procedures of use of old city hall 4. Discuss more public realtions for Parks & Recreation 5. Discuss vandalism r ~ r -3- Friends of the P.A.R.D. . Members Phillips and Schuyler assisted by Ms. Brantley will work on forming a board to set up and establish guidelines for organization. Liaisons to Boards Member Martin will be liaison to Planning & Zoning. A calendar will be set up noting city council meetings with members signing up to rotate going to meetings. Pocket Parks Member Sandy to coordinate with Van Sowards~ Athletic Coordinator, on athletic fi e 1 d s . Member Kennedy to work on pocket parks. Public Relations Chairman Cole will be asked to work on this item. Corps Land Including Stewart Creek and Athletic Fields Members Kennedy and Faulkner will work on this item. Setting Up Procedures For Old City Hall Member Phillips to coordinate with Ms. Brantley and also Chairman Cole will be asked to work on this item. Vandal ism Pol icy Member Martin to work with Ms. Brantley on this item. 9. ADJ OURN . There being no further discussion, it was unanimously decided to adjourn the meeting at 9:45 p.m. waY~~;n~~ ~~ing Secretary !" .*Coi~ection to Item 2 - The motion approved vote should read as follows: Ayes: ~lembers Phillips, Schuyler, Kennedy, Martin, and Acting Chairman Sandy Abstention: Member Faulkner Noes: None ~ 1-; ,', '" , '.-'l~1, '\. . CITY OF THE COLONY DENTON COUNTY, TX. ~1ARCH 4. 1988 TO ALL INTERESTED PARTIES: Notice is hereby given of a REGULAR SESSION of the Parks & Recreation Board of the City of The Colony. Texas, to be held on the 9th day of March. 1988, at 7:30 p.m., at the Recreation Center located at 5151 North Colony Boulevard, at which the following will be discussed: 1. Call meeting to order. 2. Approval of minutes of February 10. 1988. 3. Citizens Input. 4. Consideration and review of request from Dr. Bill Manning, of the Chamber of Commerce. 5. Receive report from Bob Van Til, City Staff Planner. on proposed guidelines for concessions. 6. Consideration and review of installing a sign at Stewart Creek Park listing rules and regulations. 7. Consideration and review of the installation for a sand pit volleyball court in Stewart Creek Park. 8. Receive reports from Parks & Recreation Board committees. 9. Receive report from Director of Parks & Recreation activities. a. Pocket parks 1. Wilcox 2. West Lake Highland Road b. Athletic fields c. Center activities d. Spring clean-up 10. Review and discuss guidelines for use of old city hall. 11. Adjourn. CERTI FI CATI ON I hereby certify that the door of city hall at 5:00 above notice of meeting was placed on the front p.m. on ~larcl 4, 1988. raL4 . ft-4~~ Patti Hicks, City Secretary MINUTES OF THE PARKS & RECREATION BOARD OF THE CITY OF THE COLONY HELD ON MARCH 9, 1988 A REGULAR SESSION of the Parks & Recreation Board of the City of The Colony, Texas, was called to order at 7:30 p.m. with the following board members present: Wayne Sandy David ~1artin Steve Faul kner Sherry Schuyler Kathy Phillips Acting Chairman 11embe r r1embe r r1embe r t1embe r and with Member Kennedy and Chairman Cole absent; however a quorum was established. Also in attendance was Sylvia Brantley, Director of Parks & Recreation, and Bob Van Til, .~*Citv Planner. , Chairman Cole is being given a temporary leave of absence at this time. 2. APPROVAL OF MINUTES OF FEBRUARY 10, 1988. Member Martin noted a correction to It. No.2 - Approval of Minutes of January 27, 1988. The correction should read: The motion was approved by the following vote: Ayes: tlembers Phillips. Schuyler. Kennedy, r:artin. and Acting Chairman Sandy Abstention: riember Faulkner Noes: None With this correction so noted. a motion was made by Member Faulkner to approve the minutes of February 10, 1988. Seconded by Member Phillips. the motion was approved by the following vote: Ayes: Noes: All members present voted aye None 3. CITIZENS INPUT. Ann Grundy, President of Little League Associaiotn, gave an update on registration stating it was up 23.8% over last year and registration is still not over. Eve Childs also addressed the board at this time as a concerned parent of the select soccer team the "Flyers". ~1s. Childs was addressing the board on the letter written by Al Cober of the C.Y.S.A.. to the coaches and parents of the "Flyers". regarding the restrictions of practice on Carney fields. Ms. Brantley stated there has never been practice allowed on Carney fields since they are game fields. however there are 2 women's soccer teams that have been allowed to practice on Carney fields since they have no place else to practice. Ms. Brantley stated this may be a double standard, but there are only 2 womenls teams compared to 100 soccer teams. Ms. Childs went on to ask why there are not enough practice fields in The Colony and stated the practice areas on the TP & L easement are very dangerous. Ms. Brantley stated TP & L let's us use those areas as a courtesty and not much can be done without installing a sprinkler system, further adding we have come a long way in providing fields in the past 7 years. with the city constantly trying to make improvements. Acting Chairman Sandy stated there has always been a problem with not enough fields. 4. CONSIDERATION AND REVIEW OF REQUEST FROM DR. BILL MANNIN, OF THE CHA~BER OF COMI,lERCE. Dr. Bill Manning, was present and referred to his letter of March 1st which was included in member's packets. He stated as a way of trying to improve the image of The Colony, he was working as Director of Community Development of The Colony Chamber of Commerce, on an Arts & Crafts fair with a Hobie Fleet sailing regatta -2- on Lake Lewisville. The tentative proposed dates are September 24th & 25th. with a raindate of October 1st and 2nd. Acting Chairman Sandy stated the Corps will want more clarification on the funds involved. Ms. Brantley stated to Dr. Manning the Corps will not let the park be closed to the public, they will have to provide proof of insurance, and the Corps will need to know what the charge will be on the arts & crafts booths and the sailing regatta. Dr. Manning stated at the present time, they are just looking for a definite date. After all discussion, a motion was made by r1ember rlartin that with such a limited amount of information. to approve the concept of Dr. Bill Manning, and that he is to get with Ms. Brantley and provide her with additional information to present to the Corps of Engineers. Seconded by Member Phillips, the motion was approved by the following vote: Ayes: Noes: All members present voted aye None 5. RECEIVE REPORT FROM BOB VAN TIL, CITY STAFF PLANNER, ON PROPOSED GUIDELINES FOR CONCESSIONS. This item was turned over to Bob Van Til, City Planner. Mr. Van Till stated he believed everyone was familiar vJith t1r. Richard Phelpsls proposal. and added there were 2 options available at this time. No.1 would be just to have Mr. Phelps obtain a license from the Police Department to operate his vending cart to allow him to sell his hot dogs and food on the streets like he does ice cream, or No.2 - send out for proposals and just have a vendor in one park (B. B. Owens). Requests would be sent to Mr. Phelps and others who have expressed an interest in providing services at B. B. Owens park. This would be for the softball season only. Discussion followed, afterwhich a motion was made by Member Martin to go with Mr. Van Til 's option No.2 and send out proposals to Mr. Phelps and others who are interested. Seconded by Member Schuyler, the motion was approved by the following vote: Ayes: Noes: All members present voted aye None 6. CONSIDERATION AND REVIEW OF INSTALLING A SIGN AT STEWART CREEK PARK LISTINC RULES AND REGULATIONS. Ms. Brantley stated the city would like to have a sign erected at Stewart Creek Park that would be approximately 10' x 8' that would have the rules and regulations and the various places permits can be purchased, listed since several complaints have been received from citizens stating they did not know the park was a fee paid park. The sign would be installed just before the entrance to the park on Corps property. Members asked if the sign would comply with the city's sign ordinance and r1r. Van Til stated it could be made to comply with the ordinance. After all fur- ther discussion, a motion was made by Member Phillips to approve the installation of a sign at Stewart Creek Park listing rules and regulations with the condition that Mr. Van Til look into the sign ordinance to make Sure the sign does comply with it. Seconded by Member Martin, the motion was approved by the following vote: Ayes: Noes: All members present voted aye None 7. CONSIDERATION AND REVIEW OF THE INSTALLATION FOR A SAND PIT VOLLEYBALL COURT IN STEWART CREEK PARK. Ms. Brantley referred to the drawing included in member's packets of a proposed sand pit for a volleyball court in Stewart Creek Park. She stated this proposed plan falls in line with the Master Plan for Stewart Creek Park the board did last year. The cost would be approximately $400 and would come out of the Stewart -3- Creek Park fund. After all discussion, a motion was made by Member Schuyler to approve the concept of the plan for a sand pit volleyball Court in Stewart Creek Park and to have Ms. Brantley send the request on to the Corps of Engineers for approval. Seconded by Member Faulkner, the motion was approved by the following vote: Ayes: Noes: All members present voted aye None At this time, Acting Chairman Sandy went on to Item No. 9b. 9. RECEIVE REPORT FROM DIRECTOR OF PARKS & RECREATION ACTIVITIES. b. ATHLETIC FIELDS. The meeting was then turned over to Karl Rolsten. Mr. Rolsten presented a letter to the board from himself and ~1ike Munch as coaches of the "Flyers" select girls soccer team, requesting use of Carney Soccer fields for practice. Mr. Rolsten stated he was making a formal request for the use of Carney soccer fields for practice adding if the fields were properly maintained, there should be no problems. Ms. Brantley stated one of the big problems with maintenance is they are just now starting their maintenance program. Mr. Al Gober, President of the C.Y.S.A., was also pre- sent and stated he was in support of Mr. Rolsten's request. Mr. Rolsten went on to say that there is a need for better fields for practice as the children get older and acquire more skills and speed and the use of the TP & L easement is just too dangerous. He also included a report from the Plano Youth Soccer Association where- in injuries were shown to have increased with age and competitive teams were seen to have higher injury rates. He stated his team needs a flat surface to practice on that is approximately 50 yards wide and 100 yards long. Acting Chairman Sandy stated he is not in favor of opening up the game fields for practice at this time. Member Schuyler stated she goes along with Acting Chairman Sandyls opinion but would like to add some research needs to be done for finding more practice fields. At this time, a motion was made by Member Schuyler that we do not open Carney fields for practice for anyone, amended to include further research for acceptable fields. Seconded by Member Faulkner, discussion followed. Ms. Brantley stated she would do everything she could to find another practice field. She asked Mr. Rolsten to check over behind the northeast section of Turner St. Park at the end of Dooley where a piece of ground has been cleaned up to see what kind of condition it might be in for practice and if it would be big enough. A vote was taken on the motion at this time with the motion being approved by the following vote: AYes: Noes: All members present voted aye None Member Faulkner at this time asked about the props oed sprinkler system for the TP & L easement, and Ms. Brantley stated the plans are still being worked on by the Soccer association. Member Phillips asked about the fields over by M.U.D. that Flag Foot- ball had requested to plan on and Ms. Brantley stated those fields cannot even be played on by Flag Football yet. Member Martin requested of Ms. Brantley to have someone from Public Works attend our next board meeting to educate the board on the maintenance of fields. Mr. Gober stated there are about 24 soccer teams in the associaiton that need improved space for practice right now. Member Martin stated work is now being done on locating additional land and to develop some funds to make more playing fields. After all discussion, members took a 5 minute break before continuing on. -4- 9A. POCKET PARKS 1. WILCOX 2. WEST LAKE HIGHLAND ROAD Ms. Brantley stated she has done a memo to Mr. Hall on both of these areas. She stated before anything is done in the way of playground equipment, nighbors in both areas will be contacted. Ms. Brantley went on to say after doing some research, both parks can be developed for around $7,500.00, not including sprinkler systems. At the proposed Wilcox park, the playground equipment would include a wooden swing set with a regular swing and 2 tot swings, a slikde, and a merry-go-round. At the proposed West Lake Highland Road park, a ~ court basket- ball, swing, slide, merry-go-round, and tires for an obstacle course. 9C. CENTER ACTIVITIES Ms. Brantley stated everything is running smoothly in the rec. center and is very busy. Next Saturday, March 12th, is the last day for the basketball league. The amendment of the rules and regulations for the racquetball courts of allowing only 2 reservations per week per person during pri ~ time hours is going smoothly. 9D. SPRING CLEAN-UP. The annual spring clean-up is scheduled for April 16th at the same locations as last year, with a rain date scheduled for April 30th. 10. REVIEW AND DISCUSS GUIDELINES FOR USE OF OLD CITY HALL. Ms. Brantley and Bob Van Til, City Planner, worked on coming up with guidelines for the use of old city hall which will be renamed Colony Civic Center. Mr. Van Til went over the guidelines with board members and answered any questions. Member Schuyler had a question on Item No.6 on why a fee was being charged for use of the building. Mr. Van Til stated the fees will be used to off-set the utility charges. Member Phillips had a question on Item No.3 and suggested a deposit might be collected at the time the key is picked up to use the C.C.C. Member Martin stated he would like to stay away from collecting deposits for using the key. Members also suggested the hours of operation for the C.C.C. need to be added to the guidelines, and the Colony Train Club needs to know about the guide- lines. Also, another item should be added stating the city will not be responsible for any articles left in the C.C.C. 8. RECEIVE REPORTS FROM PARKS & RECREATION BOARD COMMITTEES. Commitee for Friends of P.A.R.D. - Member Schuyler stated the group had their first meeting with 12 people interested. They have decided to rename the or- ganization and are running a contest for ideas on a new name, with a new name being selected from entrants by the 12 original people attending first meeting. The next meeting is scheduled for April 7th. Planning & Zoning - Member rlartin stated he had attended their last meeting and reported back that Mr. Phelps had come before the Planning & Zoning Board on his request for a mobile snack stand at not only the softball fields, but also at other city functions such as parades, business openings, etc. No action was taken on his request. The next P & Z meeting is scheduled for March 15th, and Member Martin stated he would be unable to attend meeting and asked if another member could go in his place. Vandalism - Member Martin also reported that efforts have been made to obtain the Texas Association of School Board's recommendations for controlling vandalism. CITY OF THE COLONY DENTON COUNTY, TX. ~1ARCH 18, 1988 TO ALL INTERESTED PARTIES: Notice is hereby given of a REGULAR SESSION of the Parks & Recreation Board of the city of The Colony, Texas, to be held on the 23rd day of March, 1988, at 6:45 p.m. at the old city hall located at 5576 North Colony Boulevard, 1. Call meeting to order and tour old city hall. The board will reconvene at the recreation center at 5151 North Colony Boulevard after touring old city hall, at which time the following items will be discussed: 2. Call meeting to order at rec. center. 3. Approval of minutes of March 9, 1988. 4. Citizens Input. 5. Receive reports from organizations on "adopt a park" programs. 6. Consideration and review of request from Don Ping, President of the Colony Flag Football League, for permission to hold spring/early summer football tournament at Stewart Creek Park. 7. Receive reports from Parks & Recreation board committees. 8. Receive report from Director of Parks & Recreation activities. 9. Discussion of general items of concern to the Board. 1 O. Ad j 0 urn . CERTI FICATI ON I hereby certify that the of city hall at 5:00 p.m. above notice of meeting was placed on the on 'larch l8~ . -- /f~~~~ atti Hicks, City Secretary front door MINUTES OF THE PARKS & RECREATION BOARD OF THE CITY OF THE COLONY HELD ON MARCH 23, 1988 A REGULAR SESSION of the Parks & Recreation Board of the City of The Colony, Texas, was called to order at 6:50 p.m. at the new Colony Civic Center, with the following board members present: Wayne Sandy Kathy Phillips Steve Fau 1 kne r David ~1artin Sherry Schuyler Acting Chairman Membe r ~1embe r Membe r ~lembe r and with Member Kennedy absent; however a quorum was established. Also in attendance was Bob Van Til, City Planner, and Sylvia Brantley, Parks & Recreation Director. At this time, members toured the new facilities at the Colony Civic Center. April 15th is the targeted date for opening up the new facilities. After the tour, the meeting was adjourned at 7:02 p.m. to reconvene at the recreation center for the regular board meeting. 2. CALL MEETING TO ORDER AT REC. CENTER. The meeting was called back to order at 7:35 p.m. with the following board members pres ent : Wayne Sandy Kathy Phillips Steve Faulkner David Martin Sherry Schuyler Zane Kennedy Act i ng Chai rman Membe r Membe r Membe r ~1embe r ~1embe r and with no members absent, thus a quorum was established. Also in attendance was Sylvia Brantley, Parks & Recreation Director, and Bob Van Til, City Planner. 3. APPROVAL OF MINUTES OF MARCH 9. 1988. Acting Chairman Sandy stated that at the meeting of March 9. 1988, it was noted that Chairman Dee Cole was given a temporary leave of absence which should be so noted in the minutes. Another correction to be noted in the first paragraph of Item No.2 - should read Member Martin noted a correction to It. No.2 - not Member Faulkner. With these correction addressed, a motion was made by Member Martin to approve the minutes of March 9. 1988, as corrected. Seconded by Member Schuyler. the motion was approved by the following vote: Ayes: Members Phillips, Faulkner. Martin, Schuyler, and Acting Chairman Sandy Abstention: Member Kennedy Noes: None 4. CITIZENS INPUT. None. 5. RECEIVE REPORTS FROM ORGANIZATIONS ON "ADOPT A PARK" PROGRAr1S. Rose Ashman, representing Beta Sigma Phi Sorority, who has adopted Friendship Park. was present and reported that they would like to build a gazebo in the park and presented the plans they would like to use. The gazebo is on their Master Park Plan. -2- so there is no problems as far as the board is concerned outside of noting they need to have the plans approved by the Inspection Department before work begins. Member Kennedy asked Ms. Ashman about a copy of their Master Park Plan and she stated the Parks & Rec. Department already has a copy of it with Ms. Brantley conferring with this, and adding she will double check to make sure. Ms. Brantley further added we do not have a copy of the Master Park Plan for Scout Park, and Lions Club Park. Acting Chairman Sandy went on to ask ~ls. Ashman to bring the board up to date on what has been done at the park. She stated the park has been hydromulched and the sprinkler system is in. A swing set and climber have also bEEn added to the park, as well as a one-half court basketball court. A merry-go- round is on order, and another tree is being planted. Ms. Ashman further added they hope to have the gazebo in by this summer. They are having their spring festival this Saturday, March 26th at the park, and all proceeds will be going back into the park. Member Kennedy asked about any problems with vandalism at the park, and Ms. Ashman stated they are having some problems with the pillars on their brick wall sign. There being no further questions, Acting Chairman Sandy went on to ask if there were any other "adopted parks" represented. ~lr. Ralph Smith was present from the Jaycees to answer questions about Dave Cowan Park, located off of Ragan. Ms. Brantley stated she had a copy of their old Master Park Plan, and Mr. Smith stated it has not been updated, it is still the same. He went on to say they are planning to put railroad ties around the playground area and fill it with pea gravel, which they hope to have completed by tne middle of summer. He further added the sprinkler system is in and working fine. As far as playground equipment in the park. there is a merry-go-round, swing set, slide, and climber. There is also a large concrete piece of pipe. Acting Chairman Sandy asked about vandalism, and Mr. Smith stated they had to repaint some benches but there has been nothing major. Ms. Brantley to double check to make sure a Master Park Plan is on file. She further stated the city still plans on putting in a one-half court basketball court, however she does not know the time frame for installing. Mr. Smith indicated that if the Jaycees are notified enough time in advance, they might be able to contribute funds to go ahead and install a full size basketball court in the park. Member Kennedy asked if the proposed railroad ties and pea gravel was on the Master Park Plan, and Mr. Smith stated that on the plans, a border was to go around the playground area, but the type of border was not specified. Member Martin asked about the drainage ditch problem since it had been corrected and Mr. Smith stated there have been no further problems since it was fixed. The other pocket parks that were not represented this evening will be placed on the next Parks & Recreation Board agenda for April 13th and will be so notified. 6. CONSIDERATION AND REVIEW OF REQUEST FROM DON PING, PRESIDENT OF THE COLONY FLAG FOOTBALL LEAGUE, FOR PERMISSION TO HOLD SPRING/EARLY SUMMER FOOTBALL TOURNAMENT AT STEWART CREEK PARK. Ms. Brantley addressed the board stating a letter had come from Don Ping and originally they were going to have their tournament this past weekend. Ms. Brantley stated Mr. Ping thought his letter that was approved by the Corps last fall, was good for any time their league went out to Stewart Creek Park, however that is not so and he still neals Corps approval of this tournament. ~ls. Brantley further added Mr. Ping wanted to get the Board's approval and then forward on the Corps, and she is asking for the Board's recommendation on this request. At this point, they want to do a late sping/early summer tournament. After all discussion, Member Faulkner made a motion to approve the request from Don Ping, President of The Colony Flag Football League, for permission to hold spring/early summer football tournament at Stewart Creek Park, and go ahead and submit the request to the Corps of Engineers as long as the tournament does not -3- conflict with any other events scheduled at the park. Seconded by Member Martin, the motion was approved by the following vote: Ayes: Noes: All members present voted aye None 7. RECEIVE REPORTS FROM PARKS & RECREATION BOARD COMMITTEES. Member Phillips gave a report on the city council meeting she attended on Monday, March 21st. The one item pertaining to Parks & Recreation on the two new proposed pocket parks was tabled and sent back to the Parks & Recreation Board to have a Master Park Plan drawn up for both proposed parks to be re-submitted to the council for approval. Member Phillips noted council was favorable of the proposed parks. Acting Chairman Sandy stated he attended the last Planning & Zoning meeting in Member Martin's absence, and he gave a report on what was discussed at this meeting. Acting Chairman Sandy stated P & Z has come up with a check list for zoning require- ments which is something the Parks & Recreation Board might look into coming up with for when someone wants to adopt a park to help guide them through all they are supposed to do. Planning & Zoning's next meeting is scheduled for March 28th to be held jointly with city council. Acting Chairman Sandy went on to note that three city council meetings ago, another $200.00 donation was made by Joel Marks, treasurer of the old softball association, to go towards the purchase of a katz drag. Ms. Brantley stated the city is going ahead and order the katz drag and she has been checking into the cost and time factor. Hopefully, it will be received before the end of the softball season, Member Schuyler stated they have not had the next one is scheduled for April 7th. returned so far on the renaming contest. put up in the rec. center on the renaming another meeting on the P.A.R.D. friends, About 12 cards have been filled out and She further added she wants poster signs contest and to announce next meeting date. 8. RECEIVE REPORT FROM DIRECTOR OF PARKS & RECREATION ACTIVITIES. Ms. Brantley stated she had received a call from the Asst. Reservoir Manager, Allen Martin, from Lewisville Corps of Engineers, and he stated they will be leaving the eXisting ramp and road in place until a new boat ramp and new road are completed. They are also going to install 3 security lights. Also, Ms. Brantley stated she had asked if they could relocate the gate attendant building to the center of the road and Mr. Martin stated he had made a notation to the engineers and there should be no problems with that. She also stated the new gate attendant is doing a good job. Ms. Brantley went on to discuss council IS action on the proposed two pocket parks. Council was very receptive to the idea of the parks, however would like for the board to come up with Master Park Plans for both parks, and then resubmit to the council for their April 18th meeting. Ms. Brantley stated if the board had no objections, she would get Ken Leverich of Public Works, to draw up a plan of each proposed park for her to bring back to the next board meeting, and in the meantime members can tour both these areas and come up with ideas on the placement of the playground equipment, which they can then add to the drawing at the meeting. Ms. Brantley is to check into some prices of playground equipment. and prices for sprinkler systems for the proposed parks. Ms. Brantley stated Ken Leverich of the Public Works Department, will be at the next Parks & Recreation Board meeting to give an update on their maintenance program. The lights at Turner Street Park are out and in need of repair which repair will be occuring as soon as possible. -4- The spring clean-up has been re-scheduled for April 30th due to a conflict with the original date of April 16th, with a rain date of May 7th. The proposals for the concessions at B. B. Owens softball facilities were mailed out on Monday, March 21st. During spring break there were between 1200-1400 patrons through the recreation cente r. Everything is running smoothly for softball registration. We will have a spring session of women's and co-ed volleyball with the co-ed being held in the recreation cente r if e nou gh teams sign up. A new progressive gymnastics class is being set up by instructor Steve Lawson for Tuesday and Thursday afternoon after school. Mr. Lawson is going to all the elementary schools in the city and giving demostrations on his program. Member Martin asked about Stewart Creek Park and if members could get a current copy of the financial report on the park. Ms. Brantley stated she would try to get copies for the members by the next board meeting. 9. DISCUSSION OF GENERAL ITEMS OF CONCERN TO THE BOARD. Acting Chairman Sandy asked about the request from Dr. Manning and if they had gotten back to Ms. Brantley with any further information. Ms. Brantley stated she still had not heard from them. Acting Chairman Sandy also asked about additional practice fields for soccer, and Ms. Brantley stated the select soccer team is now practicing at Griffin, and no other fields for practice have been located yet. It was also stated to notify The Colony Train Club on the guidelines for the new C.C.C. after council has approved them. Acting Chairman Sandy stated he would like to have appreciation plaques presented to the various organizations that have "adopted parks" and present them at their meetings. Ms. Brantley stated she would also like to have a plaque or something made up and given to Chairman Cole. 10. ADJOURN. There being no further discussion, it was unanimously decided to adjourn at 9: 02 p.m. ~~, Beverly Nopp -5- However, as of this date. he has not received anything. A calendar listing city council meetings was passed around for members to sign up to attend meetings. Pocket parks - Organizations of the "adopt a park" program are being invited to attend the next board meeting on March 23rd. Athletic Fields - Member Sandy reported at the Little League fields, one sprinkler was broke during the baseball fair which will be repaired. and preparation has started on the fields for league play. The lights at Turner St. Park are out and need to be repaired. Soccer has started their season of play, Little League is in the process of registration, and well as the softball. Umpire classes will be started at the rec. center. Public Relations - The organization of the new Friends Board is getting more publicity olut on Parks & Recreation. Corps land - nothing new to report on. 11. ADJOURN. There being no further discussion. it was unanimously decided to adjourn the meeting at 10:25 p.m. ~~ Beverly Nop , Recordlng Secretary