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HomeMy WebLinkAbout2nd Quarter (April-June) CITY OF THE COLONY DENTON COUNTY, TEXAS APRIL 6, 1990 TO ALL INTERESTED PARTIES: Notice is hereby given of a REGULAR SESSION of the Parks and Recreation Board of the City of The Colony, Texas, to be held at 7:00 p.m. on the 11th day of April, 1990, at the Recreation Center, located at 5151 North Colony Boulevard, at which time the following iterns will be addressed: 1. Citizen Input. 2. Approval of minutes of March 28, 1990. 3. Consideration of amending "Adopt a Park" guide I ines. 4. Receive update on Lions Club Park. 5. Receive status on progress of Park Bond Fund Development. 6. Discussion and consideration of developing 2 Pee Wee Football fields on land adjacent to Water Department. 7. Receive departmental update fram Director on activities and programs. 8. Receive camrrUttee reports from board members. 9. General iterns of concern to the board. 10. Adjourn. CERTIFICATION I hereby certify that the above notice of meeting was placed on the front door of city hall by 5:00;,,:.:;n. on A~} .16, 1990. '-!-ci/.L;r- /~, fC<'~0 Patti Hicks, City Secretary MINUTES OF THE PART<S & HECREATION BOA.'RD OF THE CITY OF THE COLONY HELD ON APRIL 11, 1990 A REGU~~ SESSION of the Parks & Recreation Board of The City of The Colony, Texas, was called to order to 7:00 p.m. with the following board members present: Julia Warren Kathy Phillips Susan King Mike Stanfield Chai rma."1. Member Member Member and with Members Bathea and Rodriguez absent; however a quorum was established. Also in attendance was Sylvia Brantley, Parks & Recreation Director. 1. CITIZEN INPUT. None. 2. APPHOVAL OF MINUTES OF MARCH 28, 1990. A motion was made by Member King to table the rrdnutes of March 28, 1990. Seconded by Member Phillips, the motion was approved tmanimously to table the rrdnutes until the next regular scheduled meeting. 3. CONSIDERATION OF A"1ENDING "ADOPT A PA.~T<" GUIDELINES. Ms. Brantley, Parks & Recreation Director, went over the proposed recommended changes to the "Adopt a Park" guidelines. During discussion by the board, Mwber Stanfield stated he would like to see it stated in Item No. 8 that organization is required to hold at least two (2) clean-ups in park a year. After all discussion, a motion was made by Member Phillips to recommend consideration of appropoval of the proposed changes to the "Adopt a Park" guidelines as written. Seconded by Member King, the motion was approved by the following vote: Ayes: Noes: All members present voted aye None A copy of the proposed changes to the "Adopt a Park" guidelines are attached to these minutes. 5. RECEIVE STATUS ON PROGRESS OF PARK BOND DEVELOPMENT. Ken Leverich, Superir.tendent of Public Works, was present. He wer.t over each park and gave an update as follows after first statir.g that pea gravel is scheduled to be bought in bulk for all the parks in April, and borders will go In all parks as time allows. -2- B. B. Owens - the security light is in but not turned on yet. Doors will be placed on the restroams of the concession stand in about two weeks and hopefully the concession will be complete by the end of April. THe picnic tables are in. The playground and pea gravel will go in after the concession stand is complete. The parking lot is scheduled for Mayor early J~~e. Member Stanfield asked if on the parking lot, they are following what the boa~d proposed last fall. Member King also stated they had talked about putting cable and post down the center of the parking lot to discourage speeders and people carning in and doing donuts. ~~. Bra~tley stated post and cable will be put in the parking lot in Mayor early June, and Mr. ~everich stated the pa~king lot should have and a~tra~ce and exit to it and stated they had talked about opening up Underwood st. Member Stanfield stated if t~ere t.as going to be a~y c~a~ges to what has al~eady been discussed with the residents of this area, he would like to revisit with them again to go over a~y changes. Ms. Brantley stated staff has to decide on the best way to do the parking lot. Chairman Warren asked Mr. Leverich if he would came back before the board at the first regular scheduled meeting, to give the board a~ update on the parking lot. Wilcox - a report was made this date of a rrrissing pi~ic table at this park. Playground equipment and benches have been installed. Will do pea gravel in conj~'1ction with Slay/Baker Park in April or May. West Lake Hiqhlands - still on hold. Bridqes - bleachers are on order a~d pea gravel will be done when other parks are done. Members talked about new playground equipment for this park, and Mr. Leverich stated in the future the board should look at new playground equipment that is not wood. Ms. Bra~tley stated there was some monies for repairs of the present playground equipma~t, a~d Chairman Wa~ren asked Mr. Leverich to came back before the board again before any repairs are made to discuss new playground equipment. Dave Cowa~ - location of the full size basketball court has been determined to go on the flat portion of the park up on Reed Street. Steel picnic tables are complete a~d in. They will do a perimeter around the playgro~~d equipment before doing basketball court, then pea gravel. Friendship - See saw needs to be ordered a~d ir~talled. Picnic tables are in a'1d park benches have been ordered. Slay/Baker - Will be doing a 2i~ for this park. Chai~TIKL~ Warren asked that Mr. ~everich come back before the board to show what type of sign they propose to put in first. Picnic tables are in and completed. k~ outdoor volleyball post will be ordered. Possibly another swing set will be ordered that may be able to come out of the park maintenance in the operational budget. Need to get playground equipment in before doing perimeter. The park also needs some la~dscapping. Taylor Street - Ms. Bra~tley recommended putting in a*4 seat cedar swing set at this park instead of playground equipment. *correction to read - 4 seater swing set at this park instead of playground equipment. ,"' -3- Historical Park - 2 more benches on order. Needs a trash ca~ and more landscaping. Ms. Brantley stated she would like to allocate same monies to remodel the shelter that is in the park now. Scout Park - all work scheduled to be done in this month or next month. The Complex - doing fences now and within next couple of weeks, all work should be completed. Carney - bleachers have been ordered. Mr. Leverich stated they hope to have all work done in all the parks by the end of 1990. Chairma~ Warren then thanked Mr. Leverich for coming before the board with this update. 4. RECEIVE UPDATE ON LIONS CLUB PARK. Bob Po}~ter was present and had a copy of the original 5 yr. master pla~ to show board members. He stated this last fall the Lions Club stocked the pond with 250 cat fish a~d they were not affected by the recent drainage of the pond. TP~s year they redid the pavilion a~d have $875.00 allocated to go towards a fOQ'1tain in the center of the pond for aeration. It will cost about $3,500 for a fountain. During discussion, Chairman Warren stated if the board could help in anyway with a~y monies left over from ~ond funds, they may be able to allocate some additional monies for the fountain. Member Stanfield wanted to know if there were any problerns with the park Mr. Poynter wanted to discuss with the board. Mr. Poynter stated at one time, it was presented to the board to have a concrete parking lot put in and they were turned down. They are not pleased with the pres~'1t parking lot. ~~. Brantley stated she would check the minutes from previous meetings to find out. Chairma~ Warren asked that this be placed on the next regular meeting agenda and then thanked Mr. Poynter for carring before the ~oard. 6. DISCUSSION ~m CONSIDERATION OF DEVELOPING 2 PEE ~~ FOOTBALL FIELDS ON LA.1\ffi ADJACENT TO WATER DEPAR'IMENT. Ms. Brantley stated she did not have any drawings to show the board at this time, however she had met with Ken Leverich on the proposed fields by the Water Department. They ~oth feel it would be more cost effective to put two fields in for Pee Wee Football by the Water Department with the total cost being approximately $15,000. This month could come out of Q'1allocated bond fQ~d monies. The fields would not have lights and the Pee Wee Football Association has been made aware of this. They would have to have a portable concession stand and the city would put a security light on it. After all discussion, a motion was made by Member King to recommend approval of developing 2 Pee Wee Football fields on land adjacent to the Water Department with the monies carning out of Q~allocated bond fQ~ds. Seconded by Member Phillips, the motion was approved by the following vote: Ayes: All meTbers present voted aye Noes: None r -4- At this time Chai~a~ Warren had to leave the meeting and appointed Member King as Acting Chairman. 7 . RECEIVE DEPA.~TMENTAL UPDATE !"ROM DIRECTOR ON ACTIVITIES AND PROGRAMS. Ms. Bra~tley gave the following departmental update: 1. There is a short in the lights at the little league complex that will be fixed tomorrow. 2. Gretchen Bergmar~, Special Projects Coo~dinator, and Member Rodriguez attended the Sail Fair meeting last night. 3. Pam Nelson is working on the S1..1r!mer programs. 4. Will be working on budget in a couple of weeks. 8. RECEIVE COMMITTEE REPORTS !"ROM BOARD MEMBERS. Member Sta~field stated he had been to Washington D.C. doing fu~ther research on applying for grants. He further added he had met with the radio control group and it seems to be progressing good. Ms. Brantley advised they recheck the proposed location they were looking at out at Stewart Creek Park because part of it is now under water. Member Stanfield stated he will continue to go to the meetings to work with this group. Member Phillips stated the next PA.~ers meeting is April 20th. 9. GENERAL ITEMS OF CONct.."(.1\1 TO THE BOARD. Member Stanfield asked that the park facilities index be done and back to him by 1:he end of May. Ms. Brantley stated the Rotary Club has voted to take the Fitness Trail out entirely. 10 . ADJOURN . There being no furthe~ discussion ~t was ~~a~imously decided to adjou~ 2t 8:30 p.m. ~~~,~~g Secretary ~' CITY O!" THE COLONY - AOOPT A PARK POLICIES The City of The Colony has established an "Adopt a Park" program. The purposes of tp.is program are: 1. To encourage community participation in providing park and recreational facilities for the citizens of The Colony. 2. To provide recognition for participating organizations by naming the park after the organization or one of its members. 3. To equip the city's parks with the necessary playground equipment, picnic tables, sprinkler systerns, trees, etc., without using scarce tax dollars. ~'1y orga'1ization which is either registered with the state as a certified non-profit organ- zation or nationally chartered as a service or professional organization and which is working for the betterment of the entire city may request to adopt a park at any time. Procedures and responsibilities for doing so are set out below. CITY RESPONSIBILITIES 1. TIle City of The Colony will maintain a map of the city showing where each park is located and which parks are eligible for adoption. The map will show what facilities are currently planned for inclusion in each park. The plan is for reference purposes only and not necessarily binding on the organizations wish- ing to adopt the park. 2. The city will prepare the site by grading, installing a water tap/water, and if necessary, seeding the park. (Amended & approved by city council 2/18/85) PROPOSED AMENII1ENT 2. The city will prepare the site by grading, installing irrigation, and seeding/ hydrcmulching park. 3. The city will assist the equipment for the parks. then the city will order reimburse the city. The park use. organization with the purchase of or otherwise secure If a disCOQ'1t for cities is provided by the supplier, and purchase the equipment, and the organization can city must approve all equipment which is proposed for 4. The city will provide temporary storage of equipment secured by an organization for use in the park. Equipment may be shipped directly to City Hall. Such equipment shall be stored for no more than four weeks, after which time it must either be installed or stored elsewhere by the organization. PROPOSED AMENII1ENT 4. The city will provide temporary storage of equipment secured by an organization for use in the park. Equipment may be shipped directly to City Hall. Such equip- ment shall be stored for no more than six weeks, after which time it ImlSt either -2- be installed or stored elsewhere by the organization. Equipnent not installed after six weeks or picked up for storage elsewhere, will be installed by Parks Crew in park ordered for. At this time, the Parks Crew will decide location for equipnent. 5. The city will provide labor to assist in installing the equipment. 6. After installation, the equipment becomes city property. The city will perform all routine repairs a~d maintenance through the life of the equipment, including operating sprinkler systems. The city may remove any equipm~'1t which becomes unsafe or unuseable, and eithe~ ~epai~ it or dispose of it. PROPOSED AMENI:MENT 6. After installation, the equipnent becomes city property. The city will perform all routine repairs and maintenance through the life of the equipnent, including oper- ating sprinkler systerns, The city shall ranove any equipnent which becomes unsafe or unuseable, and either repair it or dispose of it. 7. The city will pay for any and all water and electrical bills incurred after in- stallation. The city will also do all necessary grounds maintenance, including mowing, tree trirrnring if necessary, weed-eating, and chemical treatment. ADOPTING ORGANIZATION'S RESPONSIBILITIES 1. An organization wishing to adopt a park shall request to appear at a regularly scheduled meeting of the Parks a'1d Recreation Board. 2. The organization shall prepare and present to the Parks and Recreation Board a master plan for the park covering 5 years. The ~aster plan shall include a time- table for park improvements, a site plan showing the eventual location of play- ground equipment, tables, barbeque pits, parking, t~ees, benches, shrubs, flower beds, signs, and any other major items. 3. After approval by the Parks and Recreation Board, the organization shall present the master plan to the City CO~'1cil a~d request the Council's approval to adopt the park. The Council will be the final autho~ity. The organization may request that the park be named after the organization or one of its members, or they may leave it to the discretion of city council to choose the name of the park. PROPOSED AMENI:MENT 3. After approval by the Parks and Recreation Board, the organization shall present the master plan to the city council and request the council's approval to adopt the park. The council will be the final authority. The organization may request that the park be named after the organization or one of its members, or they may leave it to the discretion of the city council to name the park. Organization shall provide signage for park. -3- 4. The organization shall obtain the approval of the Superintendent of Parks and Recreation and of the Superintendent of Public Works prior to securing any equipment to ensure that the equipment is suitable for park use. PROPOSED AMENIMENT 4. The organization shall obtain the approval of the Director of Parks and Recreation Department and the Public Works Superintendent prior to securing any equi~t to ensure that the equi~t is suitable for park use. 5. The organization shall pay for all equipment and improvements to be used in the park, including playground equipment, tables, benches, parking areas, trees, shrubs, flowers, signs and necessary support items such as concrete pads, pea gravel, guard rails, landscape timbers, etc. The organization shall also pay for pipe and fixtures for sprinkler systems, and pay for rental of equipment for installing the system. The city will pay for the water tap for connecting the water line and assist in the installation. PROPOSED AMENIMENT 5. The organization shall pay for all equi~t and iIli>rovements to be used in the park, including playground equi~t, tables, benches, parking areas, trees, shrubs, flowers, signs and necessary support iterns such as concrete pads, pea gravel, guard rails, landscape timbers, etc. 6. The organization shall obtain the approval of the Parks a~d Recreation Board before changing any item on the master plan. PROPOSED AMENIMENT 6. The organization shall obtain the approval of the Parks and Recreation Board before changing any i tern if it is a major deviation from the master. 7. The organization shall report to the Parks and Recreation Board the progress of developing the park at least once per calendar year; more often if necessary. This report shall indicate the percentage of improvements completed and installed, improvements yet to be made, and any changes to the approved master plan. Failure to substantially comply with the approved master plan may result in the City Council removing the park from the orga~ization. PROPOSED AMENIMENT 7. The organization shall report to the Parks and Recreation Board the progress of developing the park at least quarterly; more often if necessary. This report shall indicate the percentage of iIli>rovements canpleted and installed, iIli>rovements yet to be made, and any changes to the approved master plan. Failure to substantially canply with the approved master plan may result in the city council removing the park fram the organization. -4- PROPOSED ADDITIONS 8. Organization is required to hold at least two (2) clean-ups in park a year. Suggested clean-up dates to coincide with city's Fall and Spring clean-ups. 9. Trees and shrubs must meet approval of the Parks and Recreation Board's guidelines as recommended by the city's Beautification Comrrdttee. Organization shall check with Public Works Superintendent for landscaping locations to ensure proper watering of same. The City of The Colony extends an open invitation to any and all qualified groups to adopt a park. It is hoped that many citizens will get involved, and thus make a visible and lasting contribution toward improving the quality of life in The Colony! CITY OF THE COLONY DENTON COUNTY, TEXAS APRIL 20, 1990 TO ALL INTERESTED PARTIES: Notice is hereby given of a REGULAR SESSION of the Parks and Recreation Board of the City of The Colony, Texas, to be held at 7:30 p.m. on the 25th day of April, 1990, at the Recreation Center, located at 5151 North Colony Boulevard, at which time the following iterns will be discussed: 1. Citizens Input. 2. Approval of winutes of March 28th, and April 11th, 1990. 3. Review request from The Colony Jaycees to hold a arts & crafts fair at stewart Creek Park. 4. Consideration of request from The Colony Jaycees to hold a arts & crafts fair at Stewart Creek Park. 5. Review and consideration of request from Professional Business Women's Association to adopt Historical Park. 6. Discussion of fund raising activities for Stewart Creek Park. 7. Receive departmental update fram Director on activities and programs. 8. Receive camrrdttee reports from board members. 9. General items of concern to the board. 10. Adjourn. CERTIFICATIION I hereby certify that the above notice of meeting was placed on the front door of city hall by 5:00 p.m. on April 20, 1990. SAaA on c.~ Sharon Sebera, Deputy City Secretary MINUTES OF THE PARKS & RECRFATION BOARD OF THE CITY OF THE OOLQNY HELD ON APRIL 25, 1990 A RmULAR 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: Julie Warren Susan King Mike Stanfield Kathy Phillips Rod Rodriguez Chai I1IBl1 Menber Member Menber Menber and wi th Member Bathea absent; however a quorun was established. Al so in attendance with Sylvia Brantley, Parks & Recreation Director. 1. CITIZENS INPUT. None. 2. APPROVAL OF MINUTES OF MARCH 28TH, AND APRIL 11TH, 1990. A IOOtion was made by Menber King to approve the minutes of March 28th, 1990. Seconded by Member Phillips, the JOOtion was approved by the following vote: Ayes: Menbers Rodriguez, Phi 11 ips, King, and Chai I1IBl1 Warren Abstention: Menber Stanfield Noes: None A correction was noted by Parks & Recreation Director, Sylvia Brantley to Page 2, last paragraph. The correction should read: Tavlor Street - Ms. Brantley reccmnended putting in a 4 seater swing set at this park instead of playground equipment. A IOOtion was then made by Menber King to approve the minutes of April 11th, 1990, with the above noted correction. Seconded by Menber Phillips, the IOOtion was approved by the following vote: Ayes: Menber Phillips, King, Stanfield, and Chai I1IBl1 Warren Abstention: Menber Rodriguez Noes: None 3. RE.VI&J ~ FRCM THE OOLQNY JAYCEES TO HOLD A ARTS & CRAFTS FAIR AT ST&JART CRm< PARK. Robert and Beverly Smith, representing the Jaycees, were present. Gretchen Bergmann, Special Projects Coordinator, was also present. She stated she had -2- met wi th Robert Johnson of the Jaycees, this date and discussed an al ternative to using stewart Creek Park. The alternative is to hold the event at the Aquatic Park in conjunction with their planned 4th of July festivities. Member King stated July 4th is one of the prime days when a large crowd would be expected at stewart Creek Park and she has a problem with waiving the fees for that day, however she does think the event is a great idea. Chainnan Warren stated she agrees with Member King. Member Stanfield stated he thinks the 4th of July is a great day to hold the festivities since a large crowd is expected. It shouldn't make any difference or stop anybody fran caning to the park who would have norrrally cane to the park that day anYWaY, if the fees were not wai vered for this event. Member Rodriguez stated his reccmnendation would be to hold the event at stewart Creek Park and not waive the fees. Member King stated we could give special passes to the workers of the Jaycees and the vendors who will be setting up boothes for this event. Ms. Smith asked about waiving the fees for the pavilion for that day, and Ms. Brantley stated she didn't think there would be a problem with that. After all discussion, Chainnan Warren then rooved on to Item No.4. 4. OONSIDERATIOO OF REQUEST FRa1 THE COLONY JAYCEES TO HOLD A ARTS & CRAFl'S FAIR AT STarlART CREEK PARK. Member Phillips made a rootion to reccmnend allowing the Jaycees to use Stewart Creek Park on the 4th of July to hold a arts & crafts fair and to give special passes to vendors and workers of the Jaycees only and to have Ms. Brantley look into waiving the fee for the use of the pavilion for this day. Seconded by Member Rodriguez, the rootion was approved by the following vote: Ayes: All members present voted aye Noes: None 5. RE.VIEW AND CONSIDERATIOO OF REQUEST FRa1 PROFESSIONAL BUSINESS W<::Mm' S ASS<X:IATIOO TO AOOPT HISTORICAL PARK. Since no representative was present fran the Professional Business Wanen' s Association, it was unaniroously decided by all board menbers present to table this request. 6. DIsaJSSIOO OF FUND RAISING ACTIVITIES FOR STarlART CREEK PARK. Chainnan Warren stated she had requested this item be placed on the agenda in order to cane up with sane ideas to raise additional roonies for Stewart Creek Park. Discussion followed with the following ideas as possible special events for fund raising: Battle of The Bands, Fishing Tournament, and Horseshoe Tournament. Member Rodriguez wi 11 head up a Task Force and wi 11 get with Gretchen Bergmann, Special Projects Coordinator to start working on sane of these ideas. -3- 7 . RECEIVE DEPAR'IMENI'AL UPDATE FRGf DIRECTOR ON ACI'IVITIES AND PROGRAMS. Ms. Brantl ey gave the fall owing departmental update: 1. Staff is working on prograrrs for the surmer. They should be finished soon and to the printers. Registration wi 11 begin May 21st. 2. Starting to work on budget. 3. The No.5 field at the Little League Ccmplex - lights are up and working. 4. Will be working on the t-ball fields. Member King asked to make sure they are regulation size. 5. Will be on vacation May 21 - Jlme 4, Pam Nelson will be in charge during this time. 8. RECEIVE CXHU'M'EE REPORTS FRCM BOARD MEMBERS. Gretchen Bergmann, Special Projects Coordinator, stated PARDners has decided on a new logo for the Triathlon and they will be having another meeting on May 4th. Chaiman Warren stated she had been out at stewart Creek Park and looked at the area where the sail boat lalmch is proposed to be. She stated she saw no picnickers there and only 3 fishenmen. 9. GmERAL ITEMS OF CONCERN TO 'IHE BOARD. Member King asked about the new gatehouse at Stewart Creek Park and Ms. Brantley stated it should be ccmpleted by this caning next week. Member Stanfield asked if there was a Master Plan for Stewart Creek Park and Ms. Brantley stated there is and would bring it to the next board meeting. Board members can start working on it again at anytime. Member King stated she will not be here for the May 23rd meeting and since Ms. Brantley will also be out of town, she asked if this meeting could be postponed lmless a meeting is needed. Member King also asked when the board could expect a new member/members and Ms. Brantley stated she would have to check with Patti Hicks, City Secretary. 10. ADJOORN. There being no further discussion, it was lm.anilOOusly decided to adjourn the meeting at 8:30 p.m. cfJQ~ 1\~ l Bever! y N p, R~dt-ding Secretary [.J tu.u- Chai man v CITY OF THE OOLQNY DEm:'ON CXXJNTY, TEXAS MAY 18, 1990 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 of May, 1990, at the Recreation Center located at 5151 N. Colony Boulevard, at 7:30 p.m., at which meeting the following will be discussed. 1. Citizens Input. 2. Approval of minutes of April 25th, 1990. 3. Review and consideration of request fram the Pee Wee Football Association to allocate bond funds to develop 2 football fields on land adjacent to the Water Department. 4. Review and consideration of request fram Professional Business Women's Association to adopt Historical Park. 5. Discussion and consideration of setting Sll1'l1ler schedule for board meetings. 6. Receive departmental update on activities and programs. 7. Receive comrrdttee reports fram board members. 8. General items of concern to the board. 9. Adjourn. CERTIFICATION I hereby certify that the above notice of meeting was placed on the front door of city halI by 5:00 ~. on ~~.1990' 'I ~ /~ Patti Hicks, City Secretary CITY OF THE OOLQNY DEm'ON CXXJNTY, TEXAS MAY 24, 1990 TO ALL INTERESTED PARTIES: Notice is hereby given of a SPECIAL SESSION of the Parks & Recreation Board of the City of The Colony, Texas, to be held on the 29th of May, 1990, at the Recreation Center located at 5151 N. Colony Boulevard, at 6:30 p.m., at which meeting the following will be discussed: 1. Review and consideration of request fram the Pee Wee Football Association to allocate band funds to develop 2 football fields on I and adjacent to the Water Department. 2. Review and consideration of request fram Professional Business Women's Association to adopt Historical Park. 3. Discussion and consideration of setting summer schedule for board meetings. 4. Work Session - Review and discuss update on band funds. 5. Adjourn. CERTIFICATION I hereby certify that the above notice of meeting was placed on the front door of city hall by 5:00 p.m. on May 24, 1990. SI7MUYl C.~ Sharon Sebera, Deputy City Secretary MINUTES OF THE PARKS & RECREATION BOARD OF THE CITY OF THE OOLQNY HELD ON MAY 29, 1990 A SPECIAL SESSION of the Parks & Recreation Board of the City of The Colony, Texas, was called to order at 6:40 p.m. with the following board members present: Julia Warren Susan King Mike Stanfield Kathy Phillips Vincent Bathea Rod Rodriguez Chai rman Member Member Member Member Member and with no members absent; thus a quorum was established. Also in attendance was Pam Nelson, Assistant Rec. Center Supervisor. 1. REVIEl'l AND CONSIDERATION OF REX,;;.UEST FRCM THE PEE WEE FOOl'BALL ASSOCIATION TO ALLOCATE BOND FUNDS ON LAND ADJACEm' TO THE WATER DEPAR'lMENr. Larry Johnson, Vice President of the CYFA, was present. Pam Nelson, Asst. Rec. Center Supervisor, had the proposed plan of the 2 football fields to show the board. Chainman Warren stated she had talked to Mr. Hall, City Manager, this date and he informed her it would cost between $15,000 and $17,000 for 2 fields without sodding. General discussion followed with Ms. Nelson stating the fields would need to be bladed, a chain link fence would need to be put up along the alleyway behind Woodruff, and pads poured for a concession stand and storage building which would be portable and provided by CYFA. Ms. Nelson also stated the city would be putting in the parking lot. Member Rodridguez asked if there would be adequate parking, and Mr. Johnson said he felt they could make it work with what the city has planned for parking. Chairman Warren stated the city would not be lighting the fields at this time. Member King asked "what if they want the fields lit in the future", and Chairman Warren stated that would have to be considered at the time the CYFA fel t lights would be necessary. Chainman Warren stated Mr. Hall suggested the board recannend $20,00 be allocated for these fields so that a $3,000 cushion would be available to make sure all expenses were covered. Chainman Warren suggested they could possibly use that $3,000 cushion to sod one of the fields. Mr. Johnson stated the CYFA wanted to be actively involved in the developnen.t of the fields. Member Stanfield asked if CYFA could adopt that area and Chairman Warren stated this is not actually considered park land, that it belongs to the Utility Department. Mr. Johnson said he would really like to see both fields sodded. After all discussion, Member Phillips made a motion to recannend approval to city council of the request of the CYFA to allocate $20,000 in bond funds to develop 2 football fields on land adjacent to the Water Department and if at all possible have one of the fields sodded. Discussion continued about sodding of the fields with Member Stanfield stating if sodding takes more monies it should be included. Member King stated the $3,000 cushion should sod one field. Chairman Warren stated sod is very expensive this year and it will -2- probably take more than $3,000 to sod 1 field. After all discussion, the motion was seconded by Member Rodriguez and approved by the following vote: Ayes: All members present voted aye Noes: None 2. REVIEW AND CONSIDERATION OF ~ FRCM PROFESSIONAL BUSINESS WCMm' S ASSOCIATION TO ADOPT HISTORICAL PARK. Jan Good, representing Business and Professional Women, was present. Members had already received a copy of the proposed 5 year Master Plan for the park. Member Rodridguez stated painting of the gazebo should be done every year if necessary. Member Stanfield provided Jan Good with a copy of the Park Facility Index so they could follow the standards the board has set for the parks. After all discussion, Member Phillips made a motion to approve the request of the Business and Professional Women Association to adopt Historical Park. Seconded by Member Rodriguez, the motion was approved by the following vote: Ayes: All members present voted aye Noes: None 3. DISCUSSION AND CONSIDERATION OF SETTING SUMMER SCHEDULE FOR BOARD MEETINGS. A discussion was held by board members and they decided they would like to go ahead and continue meeting twice a month during the summer months. Member Rodriguez then made a motion to keep the same schedul e of meeting twice a month for the summer. Seconded by Member King, the motion was approved by the following vote: Ayes: All members present voted aye Noes: None 4. WORK SESSION - REVIEW AND DISCUSS UPDATE ON BOND FUNDS. At this time, members went over the band funds and expenditures in each park with the following carments for each park: West Lake Hiqhlands - Ms. Nelson stated Mr. Tinsley wants $7,500 for his lot, so the city will probably cut the slab off at the lot line. There will be additional costs to cut this slab off and pour another half on the other side. Member Stanfield asked if we could find out which hal f the sprinkler system is located on. B. B. Owens - Anthony Electric came out and finished putting in fixtures in the restroans and concession stand. The doors have been built and will be installed this Thursday and then concession stand will be ccrrplete. They have added more gravel to the parking lot and it may be moved c1 oser to the Frisbee Gol f Course. Member King asked about possibl e tarps for softball tournaments. -3- Historical Park - a possible added expense would be to run electric for the Business and Professional Women Association to install a light pole. Scout Park - The scouts do not have a new sign yet but do have the old sign back. The obstacle course has still not been installed because Public Works had not received any hardware or plans on how to lay the course out. Scouts would like a spigot be install ed in the park so they can run a hose to water trees. Chairman Warren stated Ms. Sharmin DeMoss had informed her that by 1994, the pond in the EPA has said this pond ImlSt becane a holding tank and she requested that staff look into this and see what the expense would be if this is true. Joqqinq Path - The Rotary Fitness Trail is going to be taken out and members discussed moving the jogging path there. Member Phi II ips stated the jogging path was put in with grant money and could not be moved. Member King asked about getting bids to have the jogging path asphalted and Member Stanfield suggested calling it a jogging/walking path. Wilcox Park - still needs pea gravel and footing which will be done in July. Bridqes Park - Members discussed moving existing playground equipment to another park and getting new playground equipment for this park that is not wood. Member Rodriguez asked about the light fixtures that had been exposed at the park and wanted to know if this problem had been taken care of yet. Ms. Nelson said as far as she knows, it has. Member Stanfield requested the board be given copies of work orders on hazards in parks that could be a liability to the city in order for the board to know the dates it had been suhnitted for repair. Dave Cowan Park - Pea gravel should be ccrrpleted in June. City is going to take sane of the playground equipment out of the park and condense. Members then asked about the proposed basketball court and Ms. Nelson stated she had spoke with David Drake of Public Works, and he informed her that it would cost more than $1200 to pour a full size basketball court. Ms. Nelson to check further with Ken Leverich on the cost. Slav/Baker - Park benches and volleyball post are on order and one-half load more of pea gravel. Chairman Warren stated she had just heard of a group of neighbors in this area who want to raise funds in order to do more in this park that is not allocated out of the bond funds. They do not at this time want to adopt the park, however Chairman Warren feels they should came before the board to I et them know what they are proposing to do. This group has been in touch with the Beautification Comrrdttee. PerrYman Park - The Bahai's are giving up their adoption of the park due to low membership and no funds. -4- Carnev Park - Check on bleachers. Chairman Warren then stated the next meeting will be on June 13th and should would like the following to be on that agenda. Dave Cowan Park, B. B. Owen parking lot, budget, "Park of the Month", and also have a work session to continue working on bond funds. 5. ADJOORN. There being no further discussion, it was unaniroously decided to adjourn at 8:25 p.m. After adjourning, Ms. Nelson was asked to leave the meeting and the members remained in meeting roams for further discussion. Ms. Nopp, Recording Secretary had left the meeting at 7:30 p.m. ~) , ') U~t~ Ju a Warren, Chairman CITY OF THE OOLQNY DEm'ON CXXJNTY, TEXAS JUNE 8, 1990 TO ALL INTERESTED PARTIES: Notice is hereby given of a RmJI.AR SESSION of the Parks and Recreation Board of the City of The Colony, Texas, to be held on June 13, 1990, at 7:30 p.m. at the recreation center, located at 5151 North Colony Boulevard, at which meeting the following will be discussed: 1. Citizens input. 2. Approval of minutes of April 25th and May 29th, 1990. 3. Discussion and consideration of electing Chainman and Vice-Chainman of the board. 4. Review and consideration of request fram District 5 Neighborhoold Beautification Comndttee to hold block party at Slay/Baker Park. 5. Recei ve update on Dave Cowan Park. 6. Receive update on B. B. Owens parking lot and concessionaire for concession stand. 7. Discussion of holding a work session on Parks & Recreation budget. 8. Discussion of establishing "Park of the Month" award. 9. Discussion of Aquatic Park admissions. 10. Discussion of items for future work session with city council. 11. Receive departmental update on activities and programs. 12. Receive comrrdttee reports fram board members. 13. General items of concern to the board. 14. Adjourn. CERTIFICATION I hereby certify that the above notice of meeting was placed on the front door of city hall by 5:00 p.m. 011 JUIl7" }990. ...' , ~ - ;(l~~.u Patti Hicks, City Secretary MINUTES OF THE PARKS & RECREATION DEPAR'IMENT OF THE CITY OF THE OOLQNY HELD ON JUNE 13, 1990 A REGULAR SESSION of the Parks & Recreation Board of the City of The Colony, TX., was called to order at 7:30 p.m. with the following board members present: Julia Warren Susan King Rod Rodriguez Kathy Phi I lips Mike Stanfield Chai nman Member Member Member Member and with Member Bathea absent; however a quorum was established. Also in attendance was Sylvia Brantley, Parks & Recreation Director. 1. CITIZENS INPUT. None. 2. APPROVAL OF MINUTES OF APRIL 25TH AND MAY 29TH, 1990. A motion was made by Member Phillips to approve the minutes of April 25th, 1990. Seconded by Member Rodriguez, the motion was approved by the following vote: Ayes: All members present voted aye Noes: None A motion was made by Member Rodriguez to approve the minutes of May 29th, 1990. Seconded by Member Phillips, the motion was approved by the following vote: Ayes: All members present voted aye Noes: None 3. DISCUSSION AND CONSIDERATION OF ELECI'ING CHAIRMAN AND VICE-CHAIRMAN OF THE BOARD . Member Rodriguez made a motion to narrdnate Julia Warren as Chainman of the Board. Seconded by Member King, the motion was approved by the following vote: Ayes: Members Rodriguez, Phillips, Stanfield and King Abstention: Chainman Warren Noes: None Member Phillips made a motion to narrdnate Rod Rodriguez as Vice-Chairman of -2- the Board. Seconded by Member King, the motion was approved by the following vote: Ayes: Member phillips, Stanfield, King, and Chaiman Warren Abstention: Member Rodriguez Noes: None 4. REVIm AND CONSIDERATION OF REQUEST FRCM DISTRICT 5 NEIGHBORHOOD BEAUTIFI- CATION c:n-tMITTEE TO HOLD BLOCK PARTY AT SLAY/BAKER PARK. A copy of a letter of request fram Curtis Schrrdtt was presented to the board at this time. Mr. Schrrd t t was present and stated this was going to be more than a block party. It is a District 5 Party and they are trying to create an awareness that a Beautification ccmni.ttee has been formed in the city. The best way they could think of to find Block Captains was to have a big party in a centrally located area in their district which is Slay/Baker Park. At the party, they will announce what they are doing and ask for volunteers and at the same time try to raise donations so they can help beautify Slay/Baker Park which is to be their first project. He further added anything they would want to add to the park would be presented to the Parks & Recreation Board first and the Beautification ccmnittee. They are also going to set up a crime watch boothe and try and tie it in with crime watch. They expect to have 200-300 people show up at the party. Member Stanfield asked if this was already planned and flyers distributed, how came the board was finding out about it after the fact. Mr. Schrrd t t stated when this first started out, he had called the city and was informed he didn't need to do anything to hold this party, however he added the party did turn out to be bigger than what was originally planned and therefore there was probably a misccmnunication as to what was actuall y going on. After speaking with Ms. Brantley, he found out there were a lot of things they needed to be doing. There are 12 people coordinating this party fram District 5. Ms. Brantley at this time stated that after she talked with Mr. Schrrdtt she advised him she felt he needed to came before the board even though it was after the fact and she feels this is putting it back on the right track. General discussion continued during which Member King asked what improvements they expected to make. Mr. Schrrdtt stated they do not have a Master Plan yet but are working on one for the whole district. Chaiman Warren asked if they had considered adopting Slay/Baker Park and Mr. Schrrdtt stated they can't really consider adopting the park because they are not an organization yet. They are 12 people who have banded together to be District 5 Beautification ccmnittee. Mr. Schrrdtt apologized for not caning before the board sooner, however again said they just did not know they were supposed to. Member Stanfield asked Mr. SchrrUtt if they were not an organization what they were and Mr. Schrrdtt said they were just a branch of the Beautification ccmni.ttee of which Steve Glazener is the Chaiman. Member Stanfield then asked what the purpose of the Beautification ccmnittee is and more clarification about what is going on. Ms. Brantley stated that one of the things the board needs to remember is the Beautification ccmnittee is council appointed and this group of people is just an extension of the Beautification ccmnittee. The goal of the Beautification Com- -3- mi ttee is to beautify the city. Member Stanfield then asked what the powers of the Beautification Comrrdttee are. Chairman Warren stated they are carrdng up with standards for landscapping. Member Stanfield stated he has a problem with that because he feels they should be coming before the board for input on standards for landscaping. Chainman Warren then stated she felt they should get on with the request before them and Member Stanfield stated there were certain parlimentary procedures to follow and that she couldn't cut him off like that. Member King interjected at this time that she was making a motion that the board approve the request by Curtis Schrrdtt to hold a District 5 Beautification Comndttee Party at Slay/Baker Park on June 30th. Seconded by Member Rodriguez. Member Stanfield then stated he would like to discuss this at this time. He stated he feels real unccmfortabl e about this request at this time and wants to receive more input. He added it's not a statement against what they are trying to do but rather it's sending a message to the Beautification Comrrd ttee to get back together with and include the board directly in what is going on. Chairman Warren stated voting the request down is not going to solve that. Member Stanfield stated the board has a problem with not knowing what they are supposed to do. As for exaJltlle the Beautification Cammdttee, if this comrrdttee has the broad powers by council that allows them to supercede every other comrrdttee than the board needs to know that and they they won't have to came before the board. If they do not have broad powers than the board needs to be invol ved somehow adding the process demands we be a little bit more organized. Member Rodriguez stated at this time that Member Stanfield should be the liaision fram the board to the Beautification Comrrdttee. Chairman Warren then asked for any more discussion and Member Stanfield stated he would like to make a motion to table the original motion by Member King until another time. The motion died for lack of a second. Chairman Warren then asked for the board to be polled on the original motion which was approved by the following vote: Ayes: Members Rodriguez, Phi II ips, King and Chairman Warren Noes: Member Stanfield Chai rman Warren then thanked Mr. Schmi t t for carrdng before the board. 5. RECEIVE UPDATE ON DAVE c:x:MAN PARK. Chairman Warren stated she asked for this to be placed on the agenda because she understands the Jaycees are concerned about whether the city is moving ahead on their park. She added she had received a report this date that Public Works was going to move on the Dave Cowan Park after finishing up the pea gravel and footing at Slay/Baker Park. Ms. Brantley stated she had talked to David Drake this afternoon and he stated Ken Leverich was going to contact Chairman Warren concerning the basketball court. The concrete pipe is being taken out, playground equipment is being re-arranged and concrete is being install ed around pI ayground equipment. The onl yother thing 1 eft to do is the basketball court. Ms. Brantl ey added she spoke with Mike Russell, Operations Manager, and he was going to get with Dennis McClelland of the Jaycees on the basketball court. Member King asked on the basketball court if they were talking about a full size court or 2 short sizes put -4- together. Ms. Brantley stated she didn't know but when they talk about a 1/2 court basketball court it is not standard. Chairman Warren asked if it would be possible to contract out for the basketball court and the proposed pavilion. Ms. Brantley stated she did not know. Ken Leverich is going to check on cost for the basketball court. The Jaycees may be able to donate more than $600 toward the basketball court since $1,200 is not going to be enough for a full size court, and the Jaycees want a regulation full size court. Chairman Warren asked if we would have something more definite by the next board meeting and Ms. Brantley stated "yes we will. " 6. RECEIVE UPDATE ON B. B. <:MENS PARKING Lor AND CONCESSIONAIRE FOR CONCESSION STAND. Chairman Warren stated when the parking lot was first talked about last fall, the board was told the parking lot should be ready by March and since it has not been she wanted the board to have an update on what's going on. Ms. Brantl ey stated it's been pushed back like everything else. They did pull off the drainage and she doesn't know when they'll get back to the drainage. They have brought in sane di rt for the berm and she has talked to Pub I ic Works again about bringing in sane more dirt to finish the berm. The city is going to close the road to the Frisbee Golf Course. She further added that everything is ccrrplete on the concession stand accept for the security light. Member King asked if the plan for the parking lot that she and Member Stanfield had worked on last fall had been thrown out and Ms. Brantley stated there's only going to be a couple of changes to their plan that she knows of. They are going to add an exit, post and cable will still be put in the parking lot. She added she is not sure the post and cable will go down the middle of the parking lot, Public Works would have to decide the best place. Member Stanfield asked if when a plan for the parking lot has been decided on, if it can be brought back before the board. Member Stanfield also added this is another instance where he has the feeling the board is not important because the board had approved the parking lot and now they are hearing this is not the way it is going to be. Ms. Brantley went on to say on the concession stand that the city is going to ask the Green's, who are running the concession stand at the Aquatic Park, if they would be interested in running the concession stand at B. B. Owens at tournaments scheduled to be held this summer, and also to run it for the fall softball season. If they are interested in running it, the city will not have to go out for bids. Pam Allen and Donna Carey, residents of this area, were also present. Ms. Allen asked if one of the major priorities at B. B. Owens is to improve the drainage in the pond. Ms. Brantley stated that is one of their priorities and if Ms. Allen has a question on the drainage, she should feel free to contact Mike Russell, Operations Manager. Member King asked on the monies set aside frcrn bond funds for playground equipment, if any playground equipment had been picked, and if not could the board see what has been picked before it is ordered. Ms. Carey asked if they could at least extend the berm now and it would help. She and Ms. Allen both stated there is still a problem with donuts in the parking lot and loitering after hours in the park and on the road down to the Frisbee Gol f Course. Discussion was -5- held on curfew at parks with Ms. Brantley stating there is no curfew at parks, but there is a curfew on ages. Ms. All en asked if there were any time frames set for anything to be done at the park, and Ms. Brantley stated it depended on Public Works but the work will get done. At this time, Ms. Allen presented a letter to the board outlining her concerns and asking why things that have been pranised to be complete by March, 1990 have still not been done and also asking what exactly the purpose of the Parks & Recreation Board is. Discussion followed, during which Member King stated the board had rrade a reccmnendation on the parking lot to city council at their November, 1989 meeting and Ms. Brantley stated she would check into this. Chairman Warren asked that the parking lot be placed back on the agenda for the next board meeting. 7. DISCUSSION OF HOLDING A WORK SESSION ON PARKS & RECREATION BUDGE!'. Chairman Warren stated Ms. Brantley is preparing her budget for city council to go over and she would like the board to hold a work session on the budget. The board tentatively decided to have a work session at the next regular scheduled meeting on June 27th. 8. DISCUSSION OF ESTABLISHING "PARK OF THE MONTH" AWARD. Chairman Warren stated the board has discussed this before and also has discussed getting a newsletter out to "Adopt a Park" people so they know what the board is planning for their park. Member Stanfield stated he did a letter head on his computer and has a newsletter program so the newsletters could be sent out rather easily. Member Stanfield also stated he feels the "Adopt a Park" program is ailing, adding the board needs to put a little more structure around the "Adopt a Park" guidelines and keep the organizations abreast of what the board is doing. He also stated the Park Facility Index should be included in this newsletter to show the organizations how their park has been rated by the board. He further said an award given once a month or at the end of the year would be a good idea. Member Rodriguez stated he feels some of the board members should attend same of the organization's meetings and speak to them in reference to the "Adopt a Park" program. Chairman Warren asked Member Rodriguez to be the board's liaision to the organizations to attend their meetings and she would help him out in attending the meetings. Member Stanfield asked if Ms. Brantley would let the city council know what the board is plarming on doing. He further stated he would like to see a clearly defined fair method by which the board picks a "Park of the Month" so it is done faily. He added he would work on sane guidelines and bring them and the sample of the newsletter to the next board meeting. 9. DISCUSSION OF AQUATIC PARK ADMISSIONS. Chairman Warren stated she has asked for this item to be placed on the agenda after discussing this with Member King after they both had been to the park and saw how crowded it was. She further added this has ccrne before the board before and a -6- reccmnendation gone to city council who had tabled it. Ms. Brantley stated she would have to get back with Mr. Hall and ask him what should be done about this. Discussion continued afterwhich Chairman Warren asked for this item to be placed on the next board agenda ro further review and reccmnendations. 11. RECEIVE DEPAR'IMENTAL UPDATE ON ACTIVITIES AND PROGRAMS. Ms. Brantley stated the Chili Cook-off is going fine. Board members have volunteered to help out in any way. Registration for sumner programs has been tremendous and classes are going well. At this time, Ms. Brantley had to leave the meeting. 10. DISCUSSION OF ITEMS FOR FUTURE WORK SESSION WITH CITY COUNCIL. Chairman Warren stated sanetime in the future the board will be having a work session with council, so now is a good time to cane up with items the board would like to discuss with council. The following is a list of these items. 1. Park bond money. 2. Clarification on board's position. 3. Minimum expected attendance requirement at board meetings for council liaision. 4. Method of sending meroos fram board to city council. S. Pol icy of board's reccmnendations to city counci I being presented by board members and justified. Chairman Warren then stated if board members had any other items they wished to add to the list, to give her a call. 12. RECEIVE CCM1ITTEE REPORTS FRCM BOARD MEMBERS. Member Rodriguez stated he had been attending area Chili cook-offs with Gretchen Bergmann, Special Projects Coordinator, to promote The Colony's upccrning cook-off. He also stated he and Ms. Bergmann have been working with PARDners on the Triathlon and it is ccrning along well. He also added that Sail Fair is progressing well. Member King asked if the Sail Fair cammdttee will be carrdng before the board on waiving of entrance fees. Chairman Warren asked to have this put on the next agenda. Member Rodriguez stated he and Ms. Bergmann have started organizing a Fishing Tournament to be held at Stewart Creek Park. Member Phillips stated she did not attend the last PARDners meeting because she did not know about it. Member King stated she had a member of the Little League Association approach her about what their chances might be for getting another field for a Pony League. She stated she told them she didn't think there would be much chance of getting another field right now, but to bring the specs before the board for discussion. Member King also stated at B. B. Owens - the fields need more water. There is potential -7- potential danger in the outfields with balls hitting exposed sprinkler heads and players possibly getting hurt by tripping over them. She went on to say the infields were not being watered properly either, adding there is also a dangerous rut going frcrn second to third base on Field #2. She also asked if the light on Field #1 could be checked to see if they are adjusted properly, and to see why the bathrooms at the concession stand are pad locked since they are supposed to be ccrrpleted. 13. GENERAL ITEMS OF CONCERN TO THE BOARD. Member King stated she would like the board to talk to the cammdtte on Sail Fair after it is over this year and ask if they have any profits would they maybe make same kind of donation to Stewart Creek Park for improvements. Member King also asked when the gate house is going to be ccrrpleted saying she sees the gate attendant sitting on her porch and people not stopping and paying and she not stopping them to buy their permits. Member Stanfield asked how do we know she is turning in the correct amount of money for permits. It was explained to him she she has to verify the money with receipts. He has stated he has been to the park many times and never paid a fee to get in. 14. ADJOURN. There being no further discussion, it was unanimously decided to adjourn the meeting at 9:30 p.m. ~~~/ Beverly Nopp, Recording Secretary 'aJ~ CITY OF THE OOLQNY DEm'ON CXXJNTY, TEXAS JUNE 22, 1990 TO ALL INTERESTED PARTIES: Notice is hereby given of a RmJLAR SESSION of the Parks and Recreation Board of the City of The Colony, Texas, to be held on June 27th, 1990, at 7:30 p.m. at the recreation center, located at 5151 North Colony Boulevard, at which meeting the following wi 11 be discussed: 1. Citizens Input. 2. Approval of minutes of June 13th, 1990. 3. Consideration of Aquatic Park age for aclrrdssions. 4. Consideration of establishing a "Park of the Month" award by the Parks & Recreation Board. 5. Discussion and consideration of request received by Orma Lehman for the senior citizens to hold a picnic/dance in the parking lot of the civic center on Friday, July 13th. 6. Discussion and consideration of holding a "Battle of the Bands" concert at Stewart Creek Park as a fund raiser for same. 7. Discussion of B. B. Owens parking lot. 8. Receive update on CYSA's proposal for irrigating TO easement. 9. Receive departmental update on activities and programs. 10. Receive ccmni. t tee reports fram board members. 11. General items of concern to the board. 12. Adjourn. CERTIFICATION I hereby certify that the above notice of meeting was placed on the front door of city hall by 5:00 p.m. 'f''fune 22, 1990. . , ~--~-<~~ Patti Hicks, City Secretary MINUTES OF THE PARKS & RECREATION BOARD OF THE CITY OF THE COLONY HELD ON JUNE 27, 1990 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: Julia Warren Susan King Rod Rodriguez Kathy Phillips Mike Stanfield Chairman Member Member Member Member and with no mbners absent; thus a quorum was established. Also in attendance was Sylvia Brantley, Parks & Recreation Director, and Councilman Mike Alianell. 1. CITIZENS INPUT. Tern Kehm was first on the agenda. He stated he knows there are 2 vacancies open on the board and he is tentatively interested in applying for one and he had a couple of questions to ask the board first. First he asked what the duties are of the board members and goals they hope to achieve. At this time, each board member then told Mr. Kehm what their expected goal was while serving on the board. Mr. Kehm then went on to ask since he was very active in soccer woul d that or any personal animosity on anyone on the board prevent him frern being on the board. Member Rodriguez stated the final appointment to the board is not left up to the board members, but personally he wouldn't have a problem with it. The other board members concurred. Second under Citizens Input was Dr. Bill Manning who was speaking on behalf of Sail Fair. He stated he wanted to clear up any confusion about Sail Fair and its relation to the city and the use of Stewart Creek Park. The group he started out with over 2 years ago has now become The Colony Cultural Arts League which is a non-profit organization. Sail Fair is its major fund raiser. The idea behind Sail Fair is to support organizations such as theater, band/orchestra, pen pushers and maybe some day a vocal group. The long term goal is to somehow fund a perfOrming arts center/community center. He went on to say as a city organization, city boards and city council people need to be very careful not to be short sighted in our approach to things and nurture things such as Sail Fair, the Chi I i Cook-off and the Triathlon. It's good for the ci ty . He went on to say to the board they need to be cautious and remember they are an adVisory board and it's their job to provide the advise either to Parks & Recreation or council and not to attempt to establish policy for the city. It's up to Mr. Hall to determine whether the fees are waived for Stewart Creek Park. Dr. Manning then went on to say they would like to be able to do something for the park and a long term project would possibly be a gazebo. Chairman Warren stated at this time, back when Sail Fair first came before the board to have the fees waived, at that that time the board agreed Sail Fair would not have to come back before the board every year and even though the board has discussed waiving or not waiving the fees for Stewart Creek Park, the bottom line was the board was going to recommend -2- to council to waive the fees for Sail Fair again this year, but the board would like to see Sail Fair give something back to the park, because Stewart Creek Park funds pay for the park. Dr. Manning stated their obligation is with the Corps of Engineers and have not made any agreement to the city as far as fees being waived and again the idea is more for prcrnotion of the city from without and a prcrnotion of cultural arts from within. Member Stanfield asked about the sailboat launching that was approved and if it would be ready for Sail Fair. Dr. Manning stated he didn't think the water level was down enough but that the project would probably only take about one-half a day. Diane DeWitt was next introduced by Member Stanfield. He met her at The Colony 2,000 meeting he attended the night before. She works with organizing blue grass festivals and battles of the bands. She has an idea for a country opry at Stewart Creek Park. Ms. DeWitt stated she has an organization called MCMA (Metroplex Country Music Association) that is looking for a facility to hold their annual awards/picnic. She told them about Stewart Creek Park. They had about 300-400 people attend last year. They do all the advertising to prcrnote this event. After further discussion, it was decided Ms. DeWitt would serve on a ccmnittee with Member Rodriguez and take scrne of the people frern M01A on a tour of Stewart Creek Park and start working on this idea irrmediately. Chairman Warren then thanked Ms. DeWitt for caning before the board. 6. DISCUSSION AND CONSIDERATION OF HOLDING A "BATI'LE OF THE BANDS" CONCERT AT STmART CREEK PARK AS A FUND RAISER FOR SAME. Member Rodriguez to start working on the idea of Ms. DeWitt under Citizens Input and get back to the board with more information at the next meeting. Member Stanfield then made a motion to postpone this item until the board does receive more information. Seconded by Member King, the motion was approved by the following vote: Ayes: Noes: All members present voted aye None 4. CONSIDERATION OF ESTABLISHING A "PARK OF THE MONTH" AWARD BY THE PARKS & RECREATION BOARD. Chairman Warren stated she asked for this to be placed back on the agenda again adding the board needs to set sane criteria for these awards. Member King stated the board needs to use the Park Index Facility for criteria. Member Stanfield stated the board needs to get moving on this right away with possibly giving out first award by the end of July. Member Stanfield then made a motion to establish a park of the month award and establish also an initial ccmnittee to report back to the board on how the board is going to come up wi th award inc1 uding any sign information and have them make further final recommendation on specific details for that. The motion was seconded by Member King. Chairman Warren then stated as far as the ccmnittee goes, who on the board would volunteer. Members Stanfield and King volunteered to work together on this. The motion was then approved by the following vote: -3- Ayes: All members present voted aye Noes: None 3. OONSIDERATION OF AQUATIC PARK AGE FOR AIl1ISSIONS. Ms. Brantley stated on January 11, 1989, a memo went to city council thru Mr. Hall on adjustment of fees at the Aquatic Park. Also included in the memo was a reccmnendation that the age limit be lowered at the Aquatic Park to 3 years old and under in free instead of 6 years old and under. The lowering of the age limit was tabled by council. Ms. Brantley stated there are approximately one third of the people entering the pool who are 6 and under and getting in free and there's also a big safety factor. One adult is bringing in 6 or 7 kids. Members Rodriguez and King asked about limi ting the number of chi I dren per adul t carrdng into the pool also. Discussion followed, afterwhich Member King made a motion to reccmnend to propose to city council that children aged 3 and under are free and everyone else pays $1.00 and a limit of 3 children aged 6 and under accClIl'panied by 1 adult. Seconded by Member Phillips, the motion was approved by the following vote: Ayes: All 1T1e11bers present voted aye Noes: None 5. DISCUSSION AND CONS I DRAT ION OF REQUEST RECEIVED BY ORMA LEHMAN FOR THE SENIOR CITIZENS TO HOLD A PICNIC/DANCE IN THE PARKING Lor OF THE CIVIC CENTER ON FRIDAY, JULY 13TH. Member Stanfield stated he had spoke with Orma Lehman about this request and there should not be any problems with this event. Therefore, Member Stanfield made a motion to approve the request for the senior citizens to hold a picnic/dance in the parking lot of the civic center on Friday, July 13th. Seconded by Member Phillips, the motion was approved by the following vote: Ayes: All members present voted aye Noes: None 7. DISCUSSION OF B. B. <:MENS PARKING LOT. Ms. Brantley stated there has been some work done at B. B. Owens parking lot and it is a tet1'porary solution for now. Telephone poles have been placed down the middle of the parking lot stopping the donuts and the post on the entry way to the parking lot will start being chained after the last game of softball starting July 2nd. Ms. Brantley stated this is just a tet1'porary solution until Public Works can get back out there and start working again. 8. RECEIVE UPDATE ON CYSA' S PROPOSAL FOR IRRIGATING TU EASEMENT. Chairman Warren stated she wanted the board to be aware that the Soccer association will probably not be irrigating the TU easement because they felt like the agreement they came up with was not working and they want to look elsewhere for more land. Member Stanfield stated he wanted it very clear in the minutes the history of what went on with this issue in case it cernes up again in -4- the future. 10. RECEIVE CCMMITTEE REPORTS FRCM BOARD ME}ffiERS. Member Stanfield stated the National Council on Senior Citizens in Washington, D. C. called him and The Colony has been approved to apply for a grant. They will send Member Stanfield the paper work. He further added the surveys are done and the the graphics will be cOIl'i'lete by the next meeting. He continued that he had attended The Colony 2,000 meeting the night before and it was interesting and that he feels a representative from the board should keep attending their meetings. Member King stated she had some peopl e approach her about running the concession stand at B. B. Owens and she referred them to Ms. Brantley. Member King also asked about the sprinkler system at B. B. Owens. Ms. Brantley stated there is a short in the system. 75% of the sprinkler system is working. Right now Public Works is working on a major break at Turner Street Park. Member King went on to say closing ceremonies for Little League is this coming Friday night and soccer sign ups start again next month with play beginning again August 27th. Member Rodriguez stated he has to do further research on the proposed Fishing Tournament, and reported the Chili Cook-off turned out real good. Member Warren stated the city council is interviewing July 9t~ for the 2 vacancies on the board. 9. RECEIVE DEPAR'lMENTAL UPDATE ON ACTIVITIES AND PROGRAMS. Ms. Brantley stated on Dave Cowan Park she had spoke with Ken Leverich of Public Works today. To contract out putting in a half size basketball court it would cost between $3,000-$4,000, and to do a full size court it would cost about $7,000. If the city does it in house (not a regulation full size) and the Jaycees continue to want to match funds, for $1,200 the city can build a 36' X 24' basketball court. Public Works has repaired the playground equipment at this park, taken out the concrete pipe, taken out the climbers, and are in the process of getting pea gravel put down. Chairman Warre.'1 stated the climbers that were taken out are still useable and could maybe be placed in another park such as Stewart Creek Park. Ms. Brantley stated as it stands now, everything seems to be on target at Dave Cowan Park and the basketball court should go in sometime in July. The B. B. Owens concession stand will be open for a softball tournament this weekend. Audrey Green who runs the concession stand at the Aquatic Park, will run it as well as for the other schedul ed tournaments this summer. Classes and revenue are up. Stewart Creek Park revenue is up also. Ms. Brantley then handed out copies of the Parks & Recreation Dept. capital budget to board members. Copies of the Aquatic Park capital budget will be handed out later. -5- 2. APPROVAL OF MINUTES OF JUNE 13TH, 1990. A motion was made by Member Rodriguez to approve the minutes of June 13th, 1990. Seconded by Member Phillips, the motion was approved by the following vote: Ayes: Noes: All members present voted aye None 11. GENERAL ITEMS OF CONCER."l' TO THE BOARD. Chairman Warren handed out a copy of the Rules and Procedures the board is to follow that all board members should already have a copy of, since there were a lot of questions on procedures for the board. They can be amended at any time and Chairman Warren urged members to read these procedures again and be ready to discuss them at the next board member if they would like to see same changes made. Chairman Warren also noted on Item 502C of these procedures, she wanted to bring up in particular since at the last board meeting the subject with the Beautification Comrrdttee on the event at Slay/Baker Park got off track. 12 . ADJOURN . There being no further discussion, it was unanimously decided to adjourn the meeting at 9:04 p.m. ~~ ~t Secretary