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HomeMy WebLinkAbout3rd Quarter (July-September)CITY OF THE COLONY DENTON COUNTY, TEXAS JULY 2ND, 1998 TO ALL INTERESTED PARTIES: Notice is hereby given of a REGULAR SESSION of The Parks & Recreation Board of The Colony, Texas, to be held on July 8, 1998, at 7:30 p.m. at the Recreation Center located at 5151 North Colony Boulevard, The Colony, TX at which time the following will be discussed: 1. CITIZEN'S INPUT. 2. APPROVAL OF MINUTES FROM JUNE 24, 1998 3. REVIEW AND CONSIDERATION OF PROPOSAL FROM THE COLONY FLYER'S FOR AN AIRSTRIP AT HIDDEN COVE PARK. 4. RECEIVE DEPARTMENTAL UPDATE FROM DIRECTOR. 5. GENERAL ITEMS OF CONCERN TO THE BOARD. Persons with disabilities who plan to attend this meeting who may need auxiliary aids of services such as interpreters for persons who are deaf or hearing impaired, readers, large print, or *braille, are requested to contact Ruthann Devlin, Deputy City Secretary at 972-625-1756 at least two (2) working days prior to the meeting so that appropriate arrangements can be made. *BRAILLE IS NOT AVAILABLE. CERTIFICATION I HEREBY CERTIFY THAT THE ABOVE NOTICE OF MEETING WAS POSTED OUTSIDE THE FRONT DOOR OF City Hall by 5:QQ p.m. on the 2nd day of July, 1998. i P i Hicks, City Secretary MINUTES OF THE PARKS & RECREATION BOARD OF THE CITY OF THE COLONY HELD ON JULY 8, 1998 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: John Sanders Chairman Susan King Member Donna Baggett Member Scott Calabro Member Jim Cottle Member Rich Lewis Member and with Member Bickerstaff absent; however a quorum was established. Also in attendance was Pam Nelson, Parks & Recreation Director. CITIZEN'S INPUT. None. 2. 3. APPROVAL OF MINUTES FROM NNE 24, 1998. None. REVIEW AND CONSIDERATION OF PROPOSAL FROM THE COLONY FLYERS FOR AN AIRSTRIP AT HIDDEN COVE PARK. The Colony Flyers - We would like to clear up a misconception - we do not want 600 acres of land. We only need about 5 acres. Sam had mentioned there was about 600 acres of land at Hidden Cove that has no plans for use. Member King asked the Flyers if the 5 acres they say they need includes everything - parking lot, air strip, building. The Flyers said the 5 acres does include everything. The Flyers stated if they over-fly, it will only be over vacant land; it will not be over the land that is planned for the new storage facilities, the over-fly will actually be behind it. Member Lewis asked if the original size needed was the size of a football field. Chairman Sanders said that was the size of the land for the take off strip. The Flyers stated the ideal size of land would be 60 Ft. wide by 600 Ft. long, but we could get by with less space if we have to. Ms. Nelson stated they used a substantially less amount of space for the test flights at the work session. The Flyers will not fly before 9:00 a.m. They realize there is a city ordinance and Sam could set the hours that they would be able to fly their planes. Chairman Sanders reminded the Flyers that even if the Parks Board approves their request, they still have to go to City Council. Chairman Sanders asked for a motion on the Flyers request. Member Cottle made a motion to approve the request by The Colony Flyers for an airstrip at Hidden Cove Park. Member Calabro seconded the motion. Ayes: All members present voted aye. Noes: None. 4. RECEIVE DEPARTMENTAL UPDATE FROM DIRECTOR. Ms. Nelson informed the Board that Jeannie, the gate attendant at Stewart Creek Park, had quit without any notice. She pulled up her trailer and left without a word to anyone. Chairman Sanders asked if we lost anything and Ms. Nelson stated we haven't yet determined what we may have lost. She left enough money to cover the passes she had sold. We do have some new park hosts that have moved their trailer from Hidden Cove Park. They will be patroling the park, taking care of the trash and running the gate when needed. In the future we won't allow the gate attendant to hire any seasonal help, we will do that in-house so we can maintain control of that as well as other things. We believe at least 50% of the cars that came through the park over this 4t' of July weekend did not have their permits adhered to their windshields and they said they were told it was O.K. One lady had a crumpled up receipt and she said she had been using that to get into the park for over a year. So we are discovering alot of rules and policies have not been enforced and as a result of that, we feel we have lost a lot of revenue. I had a phone call from a resident who was told by Jeannie that the city cancelled her contract and the park was closing because houses were going to be built on this land. I reassured the resident that Jeannie had totally misinformed her and calmed the resident down with the correct explanation. The 5K Run was on a new course this year and we heard many good comments about that. We had over 500 runners so we had a good turn-out. The parade, arts & crafts, games all went well. I was disappointed with the fireworks. I don't think they were professionally done and we are dealing with the company about that. There was a drowning at Hidden Cove Park. This was our first one. The victim was an inexperienced 40-year old male. He drowned in 6 feet of water. He was in the day use area. The staff at Hidden Cove did a great job in handling the situation. There is a work session with City Council Monday, July 13 and everyone needs to be there 5. GENERAL ITEMS OF CONCERN TO THE BOARD. Member Lewis - I enjoyed the work session. I think we should do it often - work session or not. The City Council meeting Monday night - Kathy, you can put this in fine print for the Mayor and City Council to see - I was insulted by their reaction, comments, and negativity Council displayed after what I thought was a wonderful, well thought out, well researched presentation by Susan and John, a little to be desired for Don. We worked too hard on this plan. I don't think we left a stone unturned. J.P. Duncan gave us things to look at, research, options and surveys and polls - and for the Council to bring up - Did you look at Eastvale Park and ridiculous other items like that; I feel like they didn't do their homework. The comprehensive Plan not only had our portion, it had other portions and it's their job to know what's in that plan. I don't care if they don't get one red penny from the city, they decided to run for an office, if they are going to have pride in what they do they should have at least looked through that plan and known how much hard work was put into that. It was not pie-in-the-sky, fly-by-night, we think we're going to do this because it's going to be good because some of us like it. I was insulted! I was also very disappointed and I don't know what the reasons were for all of 4B and Parks & Rec Boards not to be there; for us to put all that work into something and not show up to support it - if you're going to sign off on something and vote for it then you should be there. If you didn't vote for it I can understand you not being there. Mondays work session with City Council as Pam said, is very critical. There are about 40 people who signed up for this issue - even though some of them didn't speak, I don't believe there was one person who signed up to speak who was against this issue or else they would have stuck around to have their opinion voiced. We have to take it upon ourselves and the people that we contacted to be there to tell them that the only way this will be a lost cause is if we let it. I heard a comment and I won't say from who, it was said plain and simple - This to shall pass. I don't intend to let this pass. We have to do it collectively. None of us can do it by ourselves. I called some little league people and told them what was on the agenda and the people said didn't we vote for that already wasn't that what the sales tax was all about. About 80% of the people said that to me before I could even tell them this may not happen. People came up to me after the meeting and said if I had to do it all over again, I'd vote against it. The city can have a petition started, and if a certain percentage of voters sign it, this can be rescinded. That's not what I want to see happen. I want to see money spent where it's supposed bo be spent. No one can kid anyone that the sales tax was not contingent on the multi use sports complex being thrown in there, and if they say that, they're lying and I'll tell it to their faces. Member Cottle - I'm sorry for not being at the City Council meeting. But before you criticize anyone, find out why they couldn't attend. I saw some of the meeting on television and thought the attitude of the Council was asinine. I think the Council had a bad attitude toward all the boards. Member Cottle asked Member King where she got her information from. Member King stated she got it from a report from the Texas Department of Commerce and Tourism and a study published by Texas A & M on how to reposition Parks & Recreation so city entities will see them as an economic asset and not a burden. Member Cottle stated it's hard to compare The Colony to other cities multi sports facilities. I think we're depending on too much outside income to support the facility. I was also insulted by some people's comments that the condition of the facilities were the fault of Parks & Rec. Member Lewis stated to Member Cottle that many people came up to him after the meeting and said that they were not putting the blame on Pam's department - but Council twisted our words. Ms. Nelson also confirmed that many people also approached her with apologies, that they were not blaming her department or her for the conditions. Chairman Sanders stated the citizen's are dealing with the reality of what they see when they get to the fields. They don't realize the dollar budget the Parks & Rec. Dept. is under. I don't think the people think it's the fault of Parks & Rec. Dept., they know City Council controls the money. Member Calabro - I am pro multi sports complex. I think we need to make this a joint effort to get this through and I will do whatever I can to help. Member King - I received a letter from the Mayor of Euless about planning another field trip to their city in September when it is cooler. I think we have 3 council members on our side, we just need one more. We need to continue to be aggressive and keep as many people coming to the meetings as we can. Bill Sheveland told me that First State Bank will float our land loan. Eric Fancher of CYSA said the NTSA will do matching grants for us. We have to work on changing the minds of Kovatch and Stanwick. Member Cottle asked what's so confidential to an open meeting that they can't tell us what's going on. Chairman Sanders stated that with any real estate transactions they are excluded from the open meetings act, therefore their negotiations with JNC can be excluded. Ms. Nelson said they can negotiate that in executive session so it can be secret. Chairman Sanders - I would like to see these items on the next agenda - a. Revisit the park evaluation - prioritize what needs to be done or let Council know we are in the process of doing that. b. Discuss strongly what the intentions are for the library building. C. Make a proposal to assign a board member to attend the youth group meetings. John will take football, Rich will take baseball, and someone can take soccer. This person would act as a liaison. Ms. Nelson said that would be a good idea for a liaison to the various youth groups if you can get a volunteer Member Cottle asked about the improvements to the youth baseball facilities. Ms. Nelson said the contract was awarded to the low bidder. The performance bond was not included into the cost and he didn't have it. Ms. Nelson informed him that it was a city ordinance, and he had to have it. Ms. Nelson discussed it with Lanny and he waived the requirement for the bond. We wanted to wait until the little league season was over and have it done before the all stars started, but they didn't show up. They came on June 29 and started. We received a faxed change order with a new price for concrete - and they can't proceed until we get approval from city council. We will rebid the whole project. There being no further discussion, it was unanimously decided to adjourn the meeting at 8:30 p.m. r Kathy Neal, ecording ecretary Li jn~ Sanders, airman or -1W CITY OF THE COLONY DENTON COUNTY, TEXAS JULY 17th, 1998 TO ALL INTERESTED PARTIES: Notice is hereby given of a WORK SESSION of The Parks & Recreation Board of The Colony, Texas, to be held on July 22, 1998, at 7:00 p.m. at the Recreation Center located at 5151 North Colony Boulevard, The Colony, TX at which time the following will be discussed: 1. CITIZEN'S INPUT. 2. APPROVAL OF MINUTES FROM JUNE 24, 1998 AND JULY 8, 1998. 3. WORK SESSION WITH 4B BOARD. 4. REVIEW AND CONSIDERATION OF THE PARK EVALUATION. 5. REVIEW AND CONSIDERATION OF INTENTIONS FOR THE LIBRARY BUILDING. 6. REVIEW AND CONSIDERATION OF BOARD MEMBERS TO ACT AS LIAISONS TO THE YOUTH SPORTS ORGANIZATIONS. 7. GENERAL ITEMS OF CONCERN TO THE BOARD. Persons with disabilities who plan to attend this meeting who may need auxiliary aids of services such as interpreters for persons who are deaf or hearing impaired, readers, large print, or *braille, are requested to contact Ruthann Devlin, Deputy City Secretary at 972-625-1756 at least two (2) working days prior to the meeting so that appropriate arrangements can be made. *BRAILLE IS NOT AVAILABLE. CERTIFICATION I HEREBY CERTIFY THAT THE ABOVE NOTICE OF MEETING WAS POSTED OUTSIDE THE FRONT DOOR OF City Hall by 5:00 p.m. on the 17TH day of July, 1998. 41fficks,~C~iitty Secretary MINUTES OF THE PARKS & RECREATION BOARD OF THE CITY OF THE COLONY HELD ON JULY 22, 1998 A WORK SESSION of the Parks & Recreation Board of The City of The Colony, TX., was called to order at 7:10 p.m. with the following Board members present: John Sanders Chairman Laura Bickerstaff Member Susan King Member Scott Calabro Member and with Members Baggett, Cottle, and Lewis absent; however a quorum was established. Also in attendance was Pam Nelson, Parks & Recreation Director, Don Goebel, President of the 4B Board, 4B Board Member Sue Walden, 413 Board Member Vicki Briggs, 413 Board Member Susan King, and also in attendance Jim Briggs. 1. Citizen's Input. None. 2. APPROVAL OF MINUTES FROM JUNE 24, 1998 AND JULY 8, 1998. Member King made a motion to approve the minutes of June 24, 1998. Member Calabro seconded the motion. Ayes: All members present voted aye. Noes: None. Member King made a motion to approve the minutes of July 8, 1998. Member Bickerstaff seconded the motion. Ayes: All members present voted aye. Noes: None. 3. WORK SESSION WITH THE 4B BOARD. Chairman Sanders stated that everyone should have a copy of the Parks Plan. We need to start to prioritize this list and present a list to Council and start next year to get it done. Ms Nelson stated we need to identify maintenance items that 4B could possibly fund. Member King stated we've already added the gym dividers so we can cross that off the list. Member King wanted to discuss a tree program. Ms. Nelson stated we already have a tree program at Stewart Creek Park and Hidden Cove Park. Groups and organizations ask us to waive the entry fee to the parks or to use the pavilion and we ask for trees in the amount of the fees. Member King wants everyone to think about starting a tree program and setting aside a certain amount of money not only for parks, but for parkways. As they're irrigated, we have an allotment each year that we know we're going to buy a certain number of trees. Or have a tree-irrigation project, tying the two things together, and if we put trees where there is no irrigation, put the irrigation in at the same time we do the trees for that location. Ms. Nelson stated that in the newer sections of town, some of the medians are already irrigated and all the existing parks are irrigated. Chairman Sanders asked Don Goebel how he felt about the meeting with the negotiating committee went. Don stated he had a mixed reaction. He was discouraged that Bill Sheveland didn't give in as much as he thought he would. Don did not agree with the paving of Paige Road - he thought that was something that was between the city and JNC, not 4B or Parks Board related. Don was encouraged to have 2 city council members present, Bernetta Henville-Shannon and David Stanwick. We will be meeting again next Wednesday at which time Bill Sheveland will take out item #5 and take up the $2.2 million and come back with a list of the cities commitments to the development. Member Walden asked if Bill Sheveland realized that we would not have the $2.7 million. Chairman Sanders stated that Lanny attempted to point that out more than once. Chairman Sanders also stated that Bill Sheveland tells you exactly why they did what they did, how they came to that and does not leave you any room to contradict him. He is very tough and opinionated. He tries to sway you to his side. He's come up with a proposal and doesn't want anything else brought into it. David Stanwick came to the meeting with a lot of his questions already answered. David explained that his position had changed because he understands things more now. Member Bickerstaff stated that the consensus of his area is that they want the complex. Chairman Sanders stated there was another proposal brought up - a proposal from Jerry Geyman for a facility at Wynnewood Peninsula. It is a joint venture, public - private, most of which seemed private, for a facility to house tennis courts, indoor - outdoor soccer fields, dormitories, sports clinics, health clinics. There was very little in regards to the youth. It is not even close to what we are proposing. It appears to be 75% private and 25% public. Member Bickerstaff stated that would not even begin to relieve our burden of what we're planning ahead for. Chairman Sanders agreed. He stated that as part of the upgrades for the existing sports fields, they will have to be shut down and current play will have to be moved to a different complex while the upgrades are done to existing fields. If we don't have ample field space during the upgrades, we will have a major problem. Member Walden stated that people are only seeing soccer, baseball, and football. People voted for this thinking that was all they were going to get. Chairman Sanders stated when you look at the proposal that is mostly what you see because there are a few people who are stressing that. Member Bickerstaff thinks that is because that was the issue that needed to be addressed first was the lack of fields. We are just addressing the foremost need - but it was a concept and wasn't the only item on the agenda. Ms. Nelson stated that the location we want substantiates the argument that there is an economic benefit to the community. Don Goebel stated the Jeff Krueger was at the City Council meeting. He talked about an upcoming bond election for 3 bridges on Wynnewood Peninsula. Member King stated that the city has already leased 650 acres of land to Tim House at Wynnewood Peninsula. If we were able to get some land back from him, maybe 200 acres, we don't know if it would be above flood plain or if it would be 200 continuous acres in one spot. Ms. Nelson said that would be a question to ask Tim House. Member King stated she heard about Gerry Geyman's plan about 2-3 months ago. The plan was done for 121 and you may not be able to put something that big at Wynnewood. Don Goebel said Tim House will be at the public hearing representing Jerry Geyman and to also mention the joint partnership. He is asking for land. Member King stated that if he is not asking us (413) for money then we have no stake in the project. He will get the land from the Parks Board and the city. Don Goebel stated that if 4B does anything, then it should be to subsidize the use in their participation. Member King stated that 413 could not do that because is does not generate revenue or tourism. Ms. Nelson said to Don that he is talking about sponsoring an individual activity and 413 can not do that. Don Goebel said it falls under the same guidelines as an NRH20. An NRH20 non-resident pay is "x" amount, a resident pays a lesser amount; NRH20 is owned by the city - if we did an NRH20 in The Colony and had someone else run it, the difference in pay between residents and non-residents would have to be made up somewhere and that's where 413 money would come in. Ms. Nelson said your participation would be in the development of it - not in giving an extra $5.00 to every person who walks in the door; you can't get involved in that. Chairman Sanders stated that the Parks & Rec. Board and the 413 Board have already given their approval to the JNC Proposal and that should be our focus. Vicki Briggs asked if we are supposed to go through the project list and decide what is 4B and what is Parks. Member King stated when the list was made, there was no money; there have not been any capital improvements since the Senior Center. Ms. Nelson stated there needs to be discussion with the Parks Board and 4B Board on the concerns expressed by City Council. You need to let them know what the game plan is - how are you going to approach it and how much money you want to spend on the new facility and the existing parks and facilities. They want to know what your priorities are and the percentages you are going to apply. You have to link dollar amounts to the projects to be able to formulate a plan as to how it will be paid out. Chairman Sanders stated the electric service to Bill Allen Park was just approved Monday night by City Council. After the project list is prioritized, we probably won't be able to start anything until the first of next year. Member King stated the 4B Board will have to hold a public hearing before anything is started. Ms. Nelson asked the Parks Board if they should prioritize the list and take it to 4B or does 4B set a budget - present it to the Parks Board saying we have set aside this amount of money. Jim Briggs stated City Council is going to want a cost of the development before they do anything. There are companies that develop these kinds of parks; maybe we should call them in to give you a bid. Chairman Sanders said Ms. Nelson already has some names of some firms. Don Goebel stated 4B could set some percentages of how money would be distributed. I would like to keep a 3 month cap in reserves and save some money for the community complex, but maybe allocate 25% to projects the first year which would be about $157,000. Ms. Nelson stated that a plan needs to be developed and put in writing as to how 4B will address the needs of the Parks & Rec. Board - what steps will be taken to accomplish the projects. The Parks & Rec. Board needs to prioritize the project list and present it to 4B and they will tell them how much money they will have available to use. Parks & Rec. Board can identify what they want on the list that can be done with 4B money. Ms. Nelson also stated that if there are any project lists that come to the 4B Board, they need to get them to the Parks Board. There may also be feedback from public hearings that needs to be relayed back to the Parks Board and possibly added to their list. Sue Walden said the project list needs to be kept in a calendar year. Chairman Sanders said we can give a list of what we think can be done in one year, and if it doesn't get done, we can roll it over to the next year; but I do think uniform signage needs to be our first priority. Ms. Nelson stated that there needs to be a constant flow of information between the Parks Board and the 4B Board and I also envision more work sessions between you. Once projects are completed, you should put signs out saying 4B$ did this. Don Goebel stated that David Stanwick wants a plan in 30 days of how money will be spend and in what direction we are going. Chairman Sanders said we need to start getting some firms that specialize in designing parks to come and give us a presentation. There will be a joint work session on August 19, 1998 at 7:00 p.m. and put together a calendar of action for council The meeting was adjourned for a break at 8:30 p.m. The meeting was reconvened at 8:35 p.m. Don Goebel stated there will be a presentation at the next 4B meeting from Wallace, Roberts & Todd for the shoreline study and also to discuss the sports complex. Ms. Nelson stated that the plan of action should be that the Parks Board develops a project list and 4B comes up with the costs. 4. REVIEW AND CONSIDERATION OF THE PARK EVALUATION. Member King made a motion to table this item, REVIEW AND CONSIDERATION OF THE PARK EVALUATION for the next agenda. Member Bickerstaff seconded the motion. Ayes: All members present voted aye. Noes: None. 5. REVIEW AND CONSIDERATION OF INTENTIONS FOR THE LIBRARY BUILDING. Chairman Sanders stated we need to formalize plans for the building and let council know what use we are going to be making of the building and that will take it off of their agenda. Ms. Nelson stated the original idea was to be a meeting / conference type center. It could be used to be rented out to groups for private parties or workshops. Chairman Sanders asked if we could mandate the use of the building for a meeting place for groups & organizations in the community that don't have a place to meet, so they are consistent in where they meet and the public has access to them when they are having their meetings. Ms. Nelson stated there would probably be a problem in doing that because you may not be able to accommodate everyone. There are 3 main areas in the building. Ms. Nelson has been told there is no money for her to do anything to the building. Member Bickerstaff asked if we were going to charge for the use of the building. Ms. Nelson said there could be a minimal charge. Ms. Nelson said a request has been received from Lori Hill to turn the library into a Cultural Arts Center. The problem with it was that they wanted complete control over the facility. They did indicate they would work with other groups in allowing them to use the facility also. Lori Hill was very specific in wanting control of the facility. Chairman Sanders said Lori Hill needs to make her proposals to the Parks Board. Ms. Nelson stated Lanny wants to see the building made into a facility that we could rent out and generate revenue on and provide a place for groups to meet at Turning it over to one group would be a mistake. Ms. Nelson stated that we can have a form at each meeting asking groups what types of equipment they need. This can be our guideline for what kind of future renovations or upgrades that we do. But let's get an idea of what is wanted or needed before we start. Member King stated we can call the library a Conference Center and use the motel tax money to fix it up. The AG's book states you can do that. Member Calabro made a motion that the old library be used and named The Colony Conference Center. Member King seconded the motion. Ayes: All members present voted aye. Noes: None. 5. REVIEW AND CONSIDERATION OF BOARD MEMBERS TO ACT AS LIAISONS TO THE YOUTH SPORTS ORGANIZATIONS. Member King made a motion to table this item, REVIEW AND CONSIDERATION OF BOARD MEMBERS TO ACT AS LIAISONS TO THE YOUTH SPORTS ORGANIZATIONS, and put it on the next agenda. Member Bickerstaff seconded the motion. Ayes: All members present voted aye. Noes: None. 6. GENERAL ITEMS OF CONCERN TO THE BOARD. Member Bickerstaff would like to see music lessons offered. Ms. Nelson said they have been offered in the past but we have gotten very little response. Member King asked about the volleyball court at Perryman Park. Ms. Nelson said the firemen do not have any money for the project. We would have to fund the project ourselves. There being no further discussion, ° w s unanimously decided to adjourcl them ting at 9:15 / . Kathy Neal, Rec rding Secretary John Sanders, Chairman CITY OF THE COLONY DENTON COUNTY, TEXAS AUGUST 7th, 1998 TO ALL INTERESTED PARTIES: Notice is hereby given of a WORK SESSION of The Parks & Recreation Board of The Colony, Texas, to be held on August 12, 1998, at 7:00 p.m. at the Recreation Center located at 5151 North Colony Boulevard, The Colony, TX at which time the following will be discussed: I. CITIZEN'S INPUT. 2. APPROVAL OF MINUTES FROM JULY 23, 1998. 3. PRESENTATION FROM KIMLEY-HORN & ASSOCIATES REGARDING PARK PLANNING ISSUES. 4. PRESENTATION FROM CARTER & BURGESS REGARDING PARK PLANNING ISSUES. 5. PRESENTATION FROM DUNCAN & ASSOCIATES REGARDING PARK PLANNING ISSUES. 6. REVIEW AND CONSIDERATION OF THE PRIORITIZATION OF THE PROJECT LIST FOR THE PARKS. 7. WORK SESSION WITH 4B. 8. REVIEW AND CONSIDERATION OF BOARD MEMBERS TO ACT AS LIAISONS TO THE YOUTH SPORTS ORGANIZATIONS. 9. GENERAL ITEMS OF CONCERN TO THE BOARD. Persons with disabilities who plan to attend this meeting who may need auxiliary aids of services such as interpreters for persons who are deaf or hearing impaired, readers, large print, or *braille, are requested to contact Ruthann Devlin, Deputy City Secretary at 972-625-1756 at least two (2) working days prior to the meeting so that appropriate arrangements can be made. *BRAILLE IS NOT AVAILABLE. CERTIFICATION I HEREBY CERTIFY THAT THE ABOVE NOTICE OF MEETING WAS POSTED OUTSIDE THE FRONT DOOR OF City Hall by 5:00 p.m. on the 7TH day of August, 1998. -V C-C AL~'7-~4) i Hicks, City Secretary MINUTES OF THE PARKS & RECREATION BOARD OF THE CITY OF THE COLONY HELD ON AUGUST 12, 1998 A WORK SESSION of The Parks & Recreation Board of The City of The Colony, TX., was called to order at 7:20 p.m. with the following Board Members present: John Sanders Chairman Susan King Member Laura Bickerstaff Member Donna Baggett Member James Cottle Member and with Members Lewis and Calabro absent; however a quorum was established. Also in attendance was Pam Nelson, Director of The Parks & Recreation Dept., Don Goebel, President of the 4B Board, and Sue Walden, a member of the 4B Board. 1. CITIZEN'S INPUT. None. 2. APPROVAL OF MINUTES FROM JULY 22, 1998. Member Bickerstaff made a motion to approve the minutes from July 22, 1998. Member King seconded the motion. Ayes: Members King, Bickerstaff, Cottle, and Chairman Sanders Noes: None Abstain: Member Baggett 3. PRESENTATION FROM KIMLEY-HORN & ASSOCIATES REGARDING PARK PLANNING ISSUES. Ms. Nelson introduced Roy Wilshire, Scott Wright and David Risen from Kimley-Horn & Associates. She stated that their firm put together the Concept Plan. Ms. Nelson also stated that she has never seen the City get so fired up about an issue in the 11 years that she has been here as they have about this. This plan has sparked so many ideas, interest, and community support - good and bad. Kimley-Horn & Associates is a nationwide firm that offers many different plans for the private sector. They have a variety of engineers on staff and their firm is very sensitive to price. They are currently developing Legacy Town Center in Plano, and developed the EDS Complex, and JC Penney Complex. Chairman Sanders asked how much experience they had in building recreational facilities. They stated they have done neighborhood parks in Plano, Frisco, and Highland Village. They are currently involved in a 35-field facility in Jacksonville, Florida. Roy Wilshire stated the key issues on this project are drainage, irrigation, parking, pedestrian safety, and transportation. He presented a list of various items and the cost of each item. Scott Wright stated that he would encourage us to build the facility in a quality fashion to reduce the overall long-term maintenance costs and to set a standard. This is an exciting plan and could be an evolving one. We also commit to working very closely with the Little League Associations because they always seem to have a specific way they want things done. Ms. Nelson asked if there are any fears in regards to flooding or the drainage not flowing properly with the way the water features and drainage is shown on the plan. Roy Wilshire stated there is not - the drainage system would be designed to prevent that from occurring 4. PRESENTATION FROM CARTER & BURGESS REGARDING PARK PLANNING ISSUES Ms. Nelson introduced Ken Howell and Phillip Neely from Carter & Burgess. Carter & Burgess is a firm that was founded 60 years ago. They are a multi-disciplined firm that has done a lot of park work and sports related facilities. They have a broad range of project experience. They have done multi-million dollar parks, written many grants, and have done projects throughout the metroplex - Vista Ridge Park in Lewisville, Mansfield Sports Complex, Randol Mill Park in Arlington, projects in Midland, and currently the biggest one they are doing is in Colleyville. They provided everyone with a list of recreational amenities that the Board may choose from along with their prices. They stated that the cost of concrete is a big issue now. Ms. Nelson asked what the cost of a football field would be. Phillip Neely stated it would be equivalent to the cost of a soccer field. Member Baggett asked what the cost of a pool would be. Phillip Neely stated it would be approximately $1.5 million to $2 million and you could add another million if you were doing an enclosed pool. Sue Walden asked what a "multi-use" field is - Phillip Neely replied it for soccer, flag football, or any other type of field sport. Member King asked if the cost of a Pedestrian Bridge, $35,000 was to cross a roadway - Phillip Neely said that is the price for crossing a creek. Member King also asked if anyone still builds wading pools. Phillip Neely said they are beginning to make a comeback - $500,000 would buy a lot of Tot Lots. The cost of a water fountain, vandal resistant would be $1,500. Ms. Nelson stated the trail system would be 8 - 10 ft. so that bikers, people who roller blade, and joggers could all use the trails at the same time. She also stated that in regards to the trail systems, the Board would be looking at the price per linear square foot for using other elements for trails like asphalt and wood chips. Phillip Neely said he could get the prices of that for the Board. Phillip Neely stated they usually use hybrid bermuda grass on the ball fields. Ms. Nelson asked what the cost of a restroom-concession-storage facility would be. Phillip Neely stated it would be $125 per square foot - at a fourplex it would cost $250,000 for 2,000-2,500 square feet. This type of facility is usually the signature piece of the complex. Member Bickerstaff asked about parking lots. Phillip Neely stated as a minimum we try to have 50 spaces per playing field but we try to have up to 75 spaces. Ken Howell stated the cost per square foot for a Library building or Community Center building is $120/sq. ft. 5. PRESENTATION FROM DUNKIN & ASSOCIATES REGARDING PARK PLANNING ISSUES Ms. Nelson introduced Dennis Sims from Dunkin & Associates. Dunkin & Associates did our Parks Master Plan. Dennis has a very good reputation in the field of Park Planning. Dennis stated that his firm does work all over the state and 95% of the work they do is Park Planning for cities and municipalities. He brought a list of projects and how much they cost along with a slide presentation of some of the parks they have done. While showing the slides Dennis stated that he only uses concrete when making trails because the maintenance on concrete trails is much lower. Asphalt makes a good running surface but most cities can't keep up with the maintenance on asphalt. Dennis explained that he has written and applied for many grants. Whenever you apply for a grant, you first apply for a multi-facility grant. In the past, you could apply for up to $1.2 million maximum - now it is $500,000. The grants used to be funded by cigarette taxes, now it is based on the sporting goods tax. You have to be under construction for a while before you can apply for a grant. For a project like the one you want to do, you could probably get 3 grants over a 10-year period. Once you have applied for a grant and been approved by the Texas Parks & Wildlife Dept. and by Barriers, for ADA compliance, you have 3 years from the date the contracts are signed to complete that phase before you can move onto a new phase. They may give you more than 3 years as long as they see that you are spending their money the way they want you to spend it, the way it was intended for, and they see that you are keeping up with things like the paperwork, they will consider giving you more time. They want you to spend their money. Ms. Nelson stated that sometimes after you have gotten grants, they will come out ant look at previous projects that we have had here in the city to assess whether or not we are maintaining the projects that they funded from the past and making sure that they are still being used for the same use we originally got the money for. Ms. Nelson stated that in order to use land as a matching source of funds for the grant application, we would need to put the land into a holding - a trust fund - where as we develop phases we would pull the piece of land out of the trust fund. There is a foundation set up specifically for park land for that particular use. The Texas Parks Foundation is the governing body over the trust. If you already own the land and it is deeded to you and it's in your holding, you can't use that for a matching source of funds. What we would be doing is pulling out the matching land amount to acquire more money to be able to use that for development and free up 4B money so that 4B money is not used as the matching amount, we would use the land as the matching amount. Dennis stated that most of the projects he has done have been in flood plains because they are cheaper 6. REVIEW AND CONSIDERATION OF THE PRIORITIZATION OF THE PROJECT LIST FOR THE PARKS. Chairman Sanders stated everyone should pick 4 or 5 items from the Parks Project List that they believe to be a priority. As an example, Chairman Sanders stated his list would be - a. Irrigate the football fields before putting lights on them because of the safety factor due to the drought. b. Add a dehumidifier to the tot lot play area at the pool. C. Security lights at Bill Allen. d. Volleyball courts at Perryman Park * b. should read - Add a dehumidifier to the pool area. Ms. Nelson stated the figures on the list are ballpark figures. She also stated that the water reel irrigation system looks like it will happen. Ms. Nelson asked the Board members to take the following into consideration as they are going through the list - a. All facilities need to be in compliance with ADA. b. Safety and liability issues. She stated we also need to distinguish between maintenance and improvements to the facilities. We may need to get some clarification from the Attorney General's office in regards to some of the items on the list. For example, pond improvements would not be something 4B money could fund nor could the dredging of a pond. Irrigation could be funded by 4B money but you can't irrigate without dredging because it will not work. Member King stated that could probably be done as a joint project with the City. Chairman Sanders stated the estimate of funds available, given by Don Goebel, President of the 4B Board for improvements to existing facilities is $94,000 for the first year and for new projects is $62,000. Everything we are currently dealing with is existing facilities. Ms. Nelson stated a new project would be like renovating the library into a Cultural Arts or Conference Center. 4B money can do a lot of things to existing parks, but it can't do everything. Ms. Nelson stated the JNC Proposal is going to City Council on Monday night. The presentations tonight were to help give everyone as much information as possible for any questions that may come up at Monday night's meeting. We are being pushed on this because Council wants answers before they make a decision on the parkland acquisition. It's very critical that we have a strong showing at Monday night's meeting, especially from the 2 Boards and from all the people who will be effected by this, so get the word out. WORK SESSION WITH 411. The Work Session with the 4B Board was postponed until August 27, 1998. On August 20, the members of the Parks & Rec. Board are to have their prioritized project lists to Ms. Nelson so she can go through them before the Work Session with the 4B Board. REVIEW AND CONSIDERATION OF BOARD MEMBERS TO ACT AS LIAISONS TO THE YOUTH SPORTS ORGANIZATIONS. Member Cottle made a motion to table the Review and Consideration of Board Members to act as liaisons to the youth sports organizations. Member Baggett seconded the motion. Ayes: All members present voted aye. Noes: None. 9. GENERAL ITEMS OF CONCERN TO THE BOARD. Member Cottle asked Ms. Nelson about the Bill Allen Amphitheater getting electricity. Ms. Nelson stated that our engineers are currently working with TU Electric to get the Easmon Agreement drawn up and to coordinate their end of the project. We've been instructed to try to get the secondary electrical done in-house rather than using a contractor. The project is in the works. Member King asked who was building the bench at the Historical Park. Ms. Nelson stated it was her guys and they will also be painting the gazebo. There being no further discussion, it was unanimously decided to adjourn the meeting at 10:00-p.m. Kathy eal, Recording Secretary John Sanders, Chairman CITY OF THE COLONY DENTON COUNTY, TEXAS SEPTEMBER 4, 1998 TO ALL INTERESTED PARTIES: Notice is hereby given of a REGULAR SESSION of The Parks & Recreation Board of The Colony, Texas, to be held on September 9, 1998, at 7:30 p.m. at the Recreation Center located at 5151 North Colony Boulevard, The Colony, TX at which time the following will be discussed: 1. CITIZEN'S INPUT. 2. APPROVAL OF MINUTES FROM AUGUST 12, 1998. 3. REVIEW AND CONSIDERATION OF PRIORITIZED PROJECT LISTS. 4. REVIEW AND CONSIDERATION OF RFP TO UPGRADE THE PARKS MASTER PLAN. 5. REVIEW AND CONSIDERATION OF BOARD MEMBERS TO ACT AS LIAISONS TO THE YOUTH SPORTS ORGANIZATIONS. 6. ITEMS OF CONCERN TO THE BOARD. Persons with disabilities who plan to attend this meeting who may need auxiliary aids of services such as interpreters for persons who are deaf or hearing impaired, readers, large print, or *braille, are requested to contact Ruthann Devlin, Deputy City Secretary at 972-625-1756 at least two (2) working days prior to the meeting so that appropriate arrangements can be made. *BRAILLE IS NOT AVAILABLE. CERTIFICATION I HEREBY CERTIFY THAT THE ABOVE NOTICE OF MEETING WAS POSTED OUTSIDE THE FRONT DOOR OF City Hall by 00 p.m. on the 4TY day of September, 1998. Patti Hicks, City ecretary MINUTES OF THE PARKS & RECREATION BOARD OF THE CITY OF THE COLONY HELD ON SEPTEMBER 9T', 1998 A REGULAR SESSION of the Parks & Recreation Board of The City of The Colony, TX, was called to order at 7:40 p.m. with the following Board members present: John Sanders Chairman Donna Baggett Member Susan King Member Jim Cottle Member and with members Bickerstaff, Lewis, and Calabro absent; thus a quorum was established. Also in attendance was Pam Nelson, Parks & Recreation Director. 1. CITIZEN'S INPUT. Jim Briggs - 4800 Pemberton, The Colony, Texas I am here on behalf of the CFA - Cougar Football Association. We are a non profit organization. We have a scholarship program and we are insured. I have given everyone a write-up that tells about our organization. Jim began to read his document, which will be included in the minutes. I am here tonight because we need some fields to play on. The city needs a complex of some kind. People care about the 4B Board; they don't care about the 4A Board. I was very disappointed about the complex. They slapped a whole lot of people in the face. Member Cottle added that we're running through a time of depression. We don't care which way the board will go in the next 4 - 5 weeks. It's heartbreaking - people outside this board don't realize the efforts put in by this board - #I adopting and putting into print the Park Dedication Ordinance and #2 many had to persuade me because I was the only one who wasn't in favor of the JNC because I new in my heart City Council wouldn't pass it because of the tax status. I think Longo voted against it because it had the potential to take a feather out of his political bonnet when he struck a deal he said he struck with JNC on dedicating some areas for the Boys & Girls Club. I will do everything I can to campaign against those 4 members who voted against it including the Mayor. They don't care about the citizens of the community let alone this board. Member Cottle stated he gave Gary Bartley 250 - 1,500 watt quartz lights but has never gotten a receipt from him. He has some poles, but he's not going to give them to him until I get a receipt. The poles are from Texas New Mexico Co - Op. Jim Briggs continued stating that he wants to go on record saying that he is still interested in somewhere to play football. I'll share with anyone; I'll do anything. Member Baggett asked where do the select soccer teams play? Ms. Nelson responded they practice by Camey but go out of town for their regular games. Member King stated select baseball teams practice here but go out of town for games also. Ms. Nelson stated there is no place for select leagues. The fields we have are designated for the recreational leagues that take place out here. Carrollton has enough fields that they can host a select league because they have enough fields to take care of their recreational teams along with select leagues. Lewisville and Plano are the same. We don't have enough where we can take care of the select teams. We have to cater to the leagues that take care of the most kids. Member King stated Plano has 3 separate sports associations that oversee all their different sports. The Plano Sports Association has football, baseball and soccer all within that sport association. They have 2 other associations just like that that have all different sports under the umbrella of their association and they play throughout the city within their own division - some are recreational and some are select but they have the facilities to handle that volume of children in that many different types of leagues. Ms. Nelson stated the City of Lancaster built a triplex - a 3 field softball complex - softball registration is way down to where they can host their city leagues on one field 4 - 5 nights a week so the other fields sit empty. They have entered into an agreement with a Select Baseball League and they get $20,000 a year to use those other fields. Clark Switzer - 5105 Brandenburg, The Colony, Texas Clark stated he is in the Select Football League with Jim. For example when my son played select soccer, his registration fee was $1,500. He got corporate sponsorship. We just don't have the fields. Ms. Nelson stated if you have the facilities you can host the extra activity. We're barely meeting our needs of what we have. We don't have the facilities. Member King confirmed that the CFA is coming to the City at this time and giving us notice they would like us to pursue some type of facility for them for the fall 1999 season. I just wanted that on the record. Jim Briggs said if I can have one place to build a football field, I'll start doing things to improve it - I'll fertilize it, I'll get dirt work done on it - but I have to know it's ours. I don't know how the city can do that. But I don't want to put lights if for example and then have someone come and tell me to get out, we're taking this back. I think we can co-exist with the CYFA. These football people need to come together. Member Cottle asked about the area at Bill Allen - there is 90 acres no one has been on. You can get a bulldozer and level that down and there will be power there soon. Ms. Nelson said we will take a look at some options and will also look at BB Owen. Jim Briggs asked how much money does Parks & Rec get out of the general fund. Member King replied that in the last 2 years, all the capital improvement money that buys new equipment, buys new things for the parks, and new projects, for the last 2 years all Parks & Rec. projects have gone to the Senior Center. Not one major improvement was done to a park or sport facility in 2 years. That's what the general fund is doing. Ms. Nelson added her budget to take care of all the parks and athletic facilities are $40,000. Jim Briggs asked how do they expect you to do anything with that? Everytime we talk about Parks & Rec. items with City Council, why do they always bring up a police officer or a fire engine? I don't understand that. Clark Switzer stated he doesn't have any kids that participate but he's interested in kids, that's why he got involved in CFA. We had the stands at Griffin '/4 full for every game. White Rock brought 25 kids to play our flag team of 15 kids and they filled up 'h of the stands. That was revenue for the City. With the parks here, Parks & Rec doesn't get enough money. Before the sales tax election, I spent 3 % hours convincing my neighbor who has a son in CYFA to vote yes for the tax money because we will get that complex. The other day I apologized to him - he said you don't have to apologize - you just didn't realize how bad our councils are. I support you all in what you're trying to do. LISD could at any time tell us we can't use Griffin - it's too much wear on the field and if that happens, I don't know what we would do - we wouldn't have anywhere to go. Jim Briggs added LISD has some new rules and has relaxed some old rule - partly because they got pressure from Lewisville. The Colony will never have near the facilities Lewisville and Flower Mound do. You don't have people sitting on the school board and places like that and it makes a difference. We have one representative - Mark Shaw. We could be without a field real quick. President Sanders thanked Jim Briggs and Clark Switzer for coming to the meeting. He told them we understand and we want to do everything we can to get facilities - even if we got the JNC land it wouldn't be enough but it would have been a beginning. Member King stated the document Jim Briggs gave to the board regarding the CFA will go to council with our minutes. 2. APPROVAL OF MINUTES FROM AUGUST 12, 1998. Chairman Sanders stated there is one correction on the minutes. In item #6 -b should read - Add a dehumidifier to the pool area at the pool - not the tot lot play area at the pool. Member Baggett made a motion to approve the minutes of August 12, 1998 with the correction - Add a dehumidifier to the pool area. Member King seconded the motion. Ayes: All members present voted aye. Noes: None. 3. REVIEW AND CONSIDERATION OF PRIORITIZED PROJECT LISTS. Chairman Sanders stated he got his list down to $110,000 and that was taking into consideration sticking with safety and ADA compliance. Member Baggett asked if we are required to do the ADA sidewalks first. President Sanders asked if you have a certain amount of time to be in compliance. Ms. Nelson responded that we've already passed the time to be in compliance. If we can make other accommodations for people which is something we've been doing for along time by allowing people to drive up to the fields and drop off someone who is in a wheelchair. We can continue to make those accommodations, but we still need to move on to meet compliance. I think we need to put in a good faith effort to do them over a period of time. I've had a series of requests from different locations over the years, however little league became a high priority this year. When those requests come in, they are at the top of the priority list, but we do need to do all of them. Member King asked if in revamping the Comprehensive Plan - redoing the Master Plan for all the parks, will that come out of this money? I'm hoping this will be separate. President Sanders stated he thought it was going to be a separate item. I think this money is basic projects that we get initiated to start upgrading the existing parks. It's my understanding that the Comprehensive Plan is a separate issue. Member Baggett asked if the light pole replacements were a priority because you want to go take out the wooden poles and put in another kind or is there anything wrong with what's there? Ms. Nelson responded there are some problems with the existing poles, but that's a maintenance issue. There are some items that are maintenance issues and they're marked that way on the list. There are some items that we need clarification on as to whether they are under the scope of 4B. Ms. Nelson also pointed out that these are park projects - the Aquatic Park, the improvements to the Rec. Center, Hidden Cove Park and Stewart Creek Park are not on the list. Member King said we should have asked Elise for a priority list. Ms. Nelson said most of her items would have been maintenance items - her 2 improvement items would be a dehumidifier which would be an improvement and upgrade so 4B could take care of that and the tot lot - water play structures for zero depth play area. Chairman Sanders read his list of priorities - 1. Security Lights @ Kids Colony - $ 4,000.00 2. Security Lights @ Bill Allen - 16,500.00 3. Irrigation @ Football Fields - 21,000.00 4. Uniform Signage - 12,000.00 5. ADA Sidewalks - 65,400.00 (Turner, BB Owen, Bridges, Friendship and Perryman) Ms. Nelson informed the board that the volleyball court at Perryman Park has already been done out of Park Maintenance money we have. Member King read her list of priorities 1. Lights at CYFA Football Fields - $ 50,000.00 2. August Practice Fields - 27,000.00 (includes 1 baseball/softball field, 1 soccer/football field, rock base parking lot) 3. Uniform Signage - 12,000.00 4. Scout Park (Shelters & Pavilion) - 7,500.00 5. Security Lights @ Kids Colony - 4,000.00 President Sanders asked since Augusta Park is not developed at all, could that be put under new development and not upgrades on existing parks? Could we go to 4B and say we want to develop this as a new park? Ms. Nelson answered yes we could. Member Baggett read her list of priorities 1. Scout Park (Shelter & Pavilion) - $ 7,500.00 2. Irrigation to Football Fields - 21,000.00 3. Security Lights @ Bill Allen - 16,500.00 4. Playground @ Bill Allen - 40,000.00 5. BB Owen Practice Field - 8,000.00 New Project - Tot Lot @ the pool $ 250,000.00 Member Cottle stated the most important issue here is the wooden poles that now exist. That's a safety factor. Ms. Nelson stated there are 3 poles that need to be replaced. That's a maintenance issue - we just got approval from City Council to get a loan for some new equipment and that was included in that loan. That will be addressed. Another priority of Member Cottle was pond improvements at Lions Club. All our ponds are in sad shape. The percolating pump on North Colony is going but it's not effective. There's algae all over the top of the pond. Ms. Nelson explained that's because there's a drainage area that runs through Scout Park to that pond. With all the new development from Stewart Peninsula, all that drainage comes down to the drainage point through that pipe and runs down into that pond. In the past 2 years, we're getting tons of silt since the new construction. Right now we're seeing the visible signs of it. That pond is so shallow now. We were paying a company a fortune to come in and kill off the algae. The problem is the sunlight gets to the bottom of the pond so easily, it continues to grow. This is something that has built up over the years. Member Cottle continued with his priorities - 3. Hike / Bike Trails Greenway Park - $ 116,000.00 4. Security Lights @ Kids Colony - 4,000.00 5. Security Lights @ Bill Allen - 16,500.00 Member Cottle added that we need to develop a list that has the best potential of passing that City Council. It's a proven fact if you have all sport related things, it won't happen. Ms. Nelson recommended that the list be prioritized and take it to 4B and see how much they are willing to fund. Maybe they're willing to go more. Chairman Sanders said we need some perimeters to go by. Pam said she wanted to address safety issues and ADA compliance in the first year. The security lighting on the parks is a safety issue. The top 4 items we w 1. 2. 3. 4. ill have on our list to give to 4B are - Kids Colony Security Lighting - $ 4,000.00 Security Lighting Bill Allen - 16,500.00 Football Fields Irrigation - 21,000.00 ADA Sidewalks - 65,400.00 (Turner, BB Owen, Friendship, Perryman, Bridges) Ms. Nelson stated we are now tracking our water bills. The water bill for the football field was over $4,000.00 because of the drip irrigation system. Normally it's about $1,500.00 / month. We're paying about $2,500 / month more because of the drip irrigation system. If we put a normal irrigation system in we will have a cost savings over a period of time that the system would pay for itself. Member Baggett asked if the list should be sent to 4B with it separating the existing from the new projects? Ms. Nelson asked Member Cottle what it would cost to install the poles? Member Cottle replied he would put them up for nothing. They will need to buy the wires and they'd have to maybe pay about $2,500.00. You'll probably need 6 poles - 3 poles for each site. There will be 40 lights per pole and the poles will be 45 ft. poles 7 feet in the ground. Ms. Nelson said she is not sure if that will be high enough. She will pursue this with Member Cottle and the Football Association and see what we can do to make it happen. If it means asking 4B to come up with money for poles or if something else that needs to be purchased to make this project happen - the fixtures are there, we just need to supplement what has been donated. Member King asked if we share facilities with LISD, is there any way possible we could research upgrading Lakeview Middle School Football Fields by lighting the fields, adding stands where it could be used by our teams? 4. REVIEW AND CONSIDERATION OF RFP TO UPGRADE THE PARKS MASTER PLAN. Ms. Nelson said everyone has a copy of the RFP draft by Gene. I think we should go to into a little more depth about the scope of services. Member King stated she wants to see pictures of every enhancement to every facility. This is not good enough. Member Cottle said he likes Dunkin & Assoc. - he answered our questions truthfully and if he didn't know the answer, he said so. Ms. Nelson stated everyone is in agreement of Dunkin & Assoc. What I would like to have from you, is the scope of services you would like to see included. We're looking for them to submit a proposal as to how much they will charge to upgrade the Master Plan and in upgrades identify locations for future facilities, including joint use facilities with LISD, covering in drainage areas, improving and upgrading existing facilities and what cost factors are involved with that. I'd like feedback from everyone as to specifics you want to see in the proposal. The way I'd word it is listing those specifics would be - the scope of services are to include but not be limited to the following - so if they want to do more than what we're asking for, they can do that. Member King asked who is paying for this? All I see is City of The Colony - if The City of The Colony is requesting, then they can pay for it. Ms. Nelson said she wanted to reword the first sentence. Member King suggested - The Community Development Corporation is requesting proposals for updating of the existing Colony Parks Plan as contained in the 1997 Comprehensive Plan. Ms. Nelson stated the problem she has with that is that there is a Parks Plan contained in the Comprehensive Plan that's not as comprehensive as our stand alone Parks Plan. So I eliminated - Parks Plan as contained in 1997 Comprehensive Plan. So it's - The Community Development Corporation requests proposals for updating the city's existing Parks & Open Space Master Plan as completed in 1997 with amendments and recommendations for elaboration. Ms. Nelson asked what kind of visual aids you are looking for. Members Baggett and King said they want to see pictures. Ms. Nelson asked if for undeveloped areas, would conceptional drawings be acceptable? Member King said she wants pictures and scale drawings of all the major enhancements that we do. If we're going to try and go with a theme throughout the city at our major parks, then I want to see the theme in place and I want to see that in the scope of services. Member Cottle added when you put the signage in, I think we should see the theme in writing on the sign at every park. Chairman Sanders stated he thinks the Parks Board is being left out of the RFP, we're not even mentioned. It should be known that the 413 Board is funding it, but it's a request from the Park Board. I think it would be a good idea for a work session during the presentations. Ms. Nelson noted the following changes or additions to the RFP - 1. To identify upgrades and renovations needed for existing parks and athletic facilities with cost estimates. 2. Identify feasibility for land reclamation considering drainage areas, easmons, flood plain, and undeveloped parkland. 3. Plan for greenway and easmon development. 4. Conceptional drawing for layout of facilities in undeveloped areas. 5. Develop a theme to tie all recreational facilities together. 6. Identify cost sharing and alternative funding sources for projects. 7. Plan must be in compliance with the Texas Parks & Wildlife requirements for grant funding. We send a plan to Texas Parks & Wildlife for their approval as a Master Plan; if it doesn't meet their standards, we don't pay for it. Member Cottle made a motion that we O.K. the RFP on the approved changes. Ms. Nelson said you can stipulate approval with the Board being able to review the RFP before it goes to the 4B Board next week. Member King stated - approval barring a majority disagreeing with it before it goes to 4B. Verbally calling and disagreeing with it. Member Baggett seconded the motion. Ayes: All members present voted aye. Noes: None. 5. REVIEW AND CONSIDERATION OF BOARD MEMBERS TO ACT AS LIAISONS TO THE YOUTH SPORTS ORGANIZATIONS. Member Cottle made a motion to table review and consideration of board members to act as liaisons to the youth sports organizations until more board members are present. Member King seconded the motion. Ayes: All members present voted aye. Noes: None. 6. ITEMS OF CONCERN TO THE BOARD. Member King asked what was taking place at the Barbecue Cook Off at Hidden Cove Park. Ms. Nelson responded that there will be arts & crafts, along with a jazz festival. If you are interested in being a judge, call Hidden Cove Park. It will be held on September 19. There's also and Oldies Memories on September 12. It's old cars, they have a disc jockey and there's dancing in the parking lot. If your car is 1970 or older, you get in free. Member Baggett asked about the memo received from Patti Hicks in regards to terms of office for board members. Ms. Nelson said this was brought up by the Mayor at a City Council meeting about the possibility of changing the terms of office for board members. Member Baggett said she wasn't sure if it meant her term was extended or if she had to reapply. Ms. Nelson said this won't take place until after the new appointments go into effect this year - if the change is made. This was brought up before City Council and they did not give a consensus one way or the other, so I don't know if it will happen. Patti is just trying to follow up on it and I'm letting all of you know that there's a possibility this could happen. Member Baggett noted there are 4 members coming up, are there a lot of people who are applying to be on the board? Ms. Nelson said no, they are having a hard time filling positions. Member Cottle said if they don't have a long list of people, I guarantee I'll tell them if they don't want me to tell me, and if they want me I'll stay. I volunteer enough of my time to this board to be getting slapped in the face by this Council that I can take it or leave it. Member Baggett asked if we will have to be reinterviewed and if we do, what's the point? Member Baggett asked Ms. Nelson if she could write a memo to Patti in regards to our concerns, and copy it to everyone. Ms. Nelson stated she could do that, but also thought it would be appropriate for John to call and find out as well. Ms. Nelson said if she asks the question, she will be told the answer will be if we want to reinterview the board members, we will. Member Baggett said just to make a statement to them saying - at the last Park Board meeting, there was discussion from the Board regarding reappointments and whether or not they had to be reinterviewed and if so, for what purpose? Member Baggett asked what the Waterfront Plan is. Ms. Nelson responded that her and Sam are putting together a Master Plan for Hidden Cove Park and Stewart Creek Park. When we get a final drawing, we will present it to the Park Board to get your input. We're looking at, for the Master Plan, adding cabins and a Lodge Conference Center facility, so we're going on a tour of some other facilities similar to that to gather information. The Corps of Engineers is looking for a Development Plan for each of our parks and facilities by October 16, 1998. That includes a new pavilion at Stewart Creek Park. Everything we put into the plan doesn't necessarily have to happen. They're looking for a wishlist to be included in the Environmental Assessment phase of the Lakefront Development Study that's going on with the Corps of Engineers. Chairman Sanders stated he asked Kathy to hold onto the letter from Bill Sheveland before distributing it to the board. I don't think it would be fair to Bill Sheveland to distribute his letter without distributing Lanny's letter at the same time so that everyone could get a proper perspective. The letter from Lanny was about the last minute negotiations for the JNC purchase. Ms. Nelson stated she inquired into the possibility of still acquiring some of the JNC land. She was told there could be consideration of the eastern tract of land at the east side of Paige Road - to include the area shown on the Concept Plan as multi-family - so the 30 acres we are looking at being dedicated would not be inclusive of the amount we would need to acquire - we would get another 16 acres or so in addition to the 30 acres being dedicated. The price was $26,000 per acre. I went to Lanny to let him know the opportunity was still out there. I asked for it to be put on the Council agenda for the 14th to get a consensus from City Council on doing something on a smaller scale than the original proposal. I was told no and to get a proposal from Bill Sheveland. Bill Sheveland said if we want the land, we need to come to him with a proposal; but you can't act fast enough and I've already got someone who wants to buy that land. Chairman Sanders said he was under the impression that the 30 acres of land has been transferred to the city. Ms. Nelson said no, there is a contractual agreement to move the park dedication from where it was originally to the east side of Paige Road. Member Cottle asked when we get to where the land is dedicated, what's to keep us from leveling it out and making a practice facility until we get money? Ms. Nelson replied we could do that. Chairman Sanders asked about the trip to Euless. Ms. Nelson said it is Friday and we are leaving at 8:00 a.m. sharp. They are providing lunch. So far Lanny Lambert, Mary Watts, Bill Longo, Bemetta Henville-Shannon, Don Goebel, John Sanders, Susan King, Sue Walden, Rick Manser, David Swain, and myself are going. Member Cottle asked what was going on at Bill Allen Park. Ms. Nelson said there is an area we're trying to get cleaned up at the arm of the drainage area that runs parallel to Northpointe - the northwest corner of the park adjacent to the additional parking lot at the Turner Soccer Fields. Fallen trees and debris have accumulated. We've gotten a dumpster and a backhoe to start the project. A resident complained to the Mayor and Councilman Kovatch. The project is currently on hold. The fear was that we were creating another Carrollton incident like they had with the egrets. The resident lives on Turner street. I was told I needed to get authorization from another agency to clean it up, so I called Texas Parks & Wildlife and spoke to a Game Warden who lives here in The Colony and he said to go ahead and clean it up. I told Lanny and he said to get it in writing from the Corps of Engineers. The Corps of Engineers asked why I needed their permission if it was not their land? Pam said this is the only way I can get it done. So I'm trying to get the situation resolved. I've rented a backhoe for a week believing I would have the authorization I needed within that week, and the week is up tomorrow and I still don't have authorization to do this. I don't know if it will get done or not. I talked to the lady, and explained to her that everything would be done properly, and she said that was fine, she just wanted to know what was going on. Member Cottle asked what was Scott and Rich's status as far as being active board members. Ms. Nelson said Scott travels alot because of his job. Member Cottle asked if Rich was staying out in protest of the Councils last decision. Ms. Nelson answered no; the last meeting was his normal night to umpire and tonight he is sick. Member Cottle said it seems like he is staying out in protest and Pam said he has not given her that indication. There bein no forth dis ssionAt was unanimously decided to adjour/the*eting at~:30 p. Kathy Neal, ecord' cretary JoAn Sanders, Chairman COUGAR FOOTBALL ASSOCIATION First of all who are we? We are a non-profit organization dedicated to providing the youth of The Colony from ages 5 through 12 another level of youth football. One of the advantages of our league is that we play a different level of competition by playing out-of-town teams, however the games are still on Saturday therefore no late nights for the children. Another advantage, to many, is the fact that players are selected after try-outs to play a certain position. This year we have some boys that play more than one position, but the goal is to have 25 to 30 players on each team, enough for a complete offense and a complete defense. We are The Cougar Football Association, however we do represent The Colony anywhere we go. We are also aspiring to have players that are more than ready to step into Middle School & High School with a minimum of transitional stress. They should know how to play football and be co~eible and know what to expect in their sport at the Middle & High School levels. To us this is important. At the present time we work out on LIDS property and we play on LIDS property. We are at the mercy of the LIDS. At the end of the year we will owe LIDS an amount that is still in question. To my knowledge we are the only league in The Colony that has to pay to play. This is ok we will deal with it, however it is a little scary sometime to think that our playing field could be taken away at the discretion of LIDS. At present we have We may be a select payers also. Very select team of any select soccer, self 71 players and 30 cheerleaders team but their parents are tax few cities our size have a kind. In The Colony we have pct baseball and select football. Not only do we have all this exposure to the surrounding cities, but we have the opportunity to host games and bring players & parents to our city. We are looking at 500 players, parents & coaches that come here due to one of our home games. Now that is from flag through 11112 year-old teams. We will have five games here this year. If everyone that has applied to jour the North Texas Conference is able to join, we will be looking at more games home. One could also factor in play- offs, bowls, etc. For this year we have at least 300 players, parents, coaches, etc. that are from our league alone. (from flag thru 11112) This year we will host White Rock, Garland, Lake Highlands, & Rowlett. Next year we are hoping for the other Garland Learn, Plano, Allen, Mesquite & McKinney to join our Conference. It will only grow and get stronger. Financially the league is in debt to Colony Tire & Auto for equipment, scholarship and operations for this year above the registration fees collected. We, the board will admit that this will probably not all be paid back by next year. Sponsorship is not good anywhere for anyone, therefore we haven't been able to count on that as a help. This City needs a Sports Complex, however at present this is not going to happen, therefore we are asking that you please consider us for a place to put one field some stands and parking space for at least 250 to 300 vehicles. We want to be recognized in this community as a strong youth sports group that will only enhance the community, and make it a little better for us being a part of it. Our Board consists of eight volunteers, with Jim Briggs as the President, Clark Switzer as the league commissioner, Larry Hall is our treasurer (he is also the treasurer for TCHS Football Boosters). Kelly Wise is head of our cheerleaders and doing a great job! We have some dedicated people at work with us.