Agenda Packet Parks 03/21/2016Trophy Club Entities
TOWN OF Meeting Agenda
TROPHY
CLUB
Parks and Recreation Board
100 Municipal Drive
Trophy Club, Texas 76262
Monday, March 21, 2016 7:00 PM Svore Municipal Building Boardroom
CALL TO ORDER AND ANNOUNCE A QUORUM
CITIZEN PRESENTATIONS
Citizens are allowed three (3) minutes to address the Board regarding an item over
which the Board has policy or oversight authority as provided by Texas law, the ethics
order, or other policy order.
REGULAR SESSION
1. 2016-168-T Discuss and take appropriate action on the approval of the February 15, 2016 minutes.
Attachments: 02.15.16 minutes.pdf
2. 2016-169-T Discuss and provide input concerning the CAPRA accreditation process.
Attachments: Staff Report - CAPRA.Pdf
CAPRA Presentation.pdf
3. 2016-170-T Discuss and provide direction concerning the implementation of wrist bands
for certain activities at this year's Fourth of July Celebration.
Attachments: Staff Report - Fourth of Julv.pdf
July 4th Changes.pdf
4. 2016-171-T Staff/Board update concerning the following; discussion of same.
a.
Trophy Club Park
b.
Lakeview Park
c.
Independence Park
d.
Harmony Park
e.
Medians
f.
Easter recap
g.
Tree City
h.
Activity Guide
i.
Community Garden
ADJOURN
Parks and Recreation Board 1 of 21 Monday, March 21, 2016
Parks and Recreation Board Meeting Agenda March 21, 2016
Notice is hereby given that a quorum of the Town Council may be in attendance at
this meeting.
CERTIFICATION
I certify that the above notice was posted on the front window of the Svore Municipal
Building, 100 Municipal Drive, Trophy Club, Texas, on March 18, 2016 by 5:00 P.M. in
accordance with Chapter 551, Texas Government Code.
Sherri Lewis
Recreation Supervisor
If you plan to attend this public meeting and have a disability that requires special
needs, please contact the Town Secretary's Office at 682-831-4600, 48 hours in
advance and reasonable accommodations will be made to assist you.
I certify that the attached notice and agenda of items to be considered by this Board
was removed by me from the front window of the Svore Municipal Building, 100
Municipal Drive, Trophy Club, Texas, on the day of
2016.
, Title:
Parks and Recreation Board 2 of 21 Monday, March 21, 2016
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Trophy Club Entities Troph0yy Club,cTexaDsr76262
Legislation Details (With Text)
File #: 2016-168-T Version: 1 Name:
Type: Agenda Item Status: Regular Session
File created: 3/18/2016 In control: Parks and Recreation Board
On agenda: 3/21/2016 Final action:
Title: Discuss and take appropriate action on the approval of the February 15, 2016 minutes.
Attachments: 02.15.16 minutes.pdf
Date Ver. Action By Action Result
Discuss and take appropriate action on the approval of the February 15, 2016 minutes.
Parks and Recreation Board 3 of 21 Monday, March 21, 2016
TOWN OF
TROPHY CLUB
STATE OF TEXAS
COUNTY OF DENTON
I
MINUTES OF A REGULAR PARKS & RECREATION BOARD
MEETING FOR THE TOWN OF TROPHY CLUB
LOCATION: 100 MUNICIPAL DRIVE, TROPHY CLUB, TEXAS
Monday, February 15, 2016 7:00 P.M.
9
The Parks & Recreation Board of the Town of Trophy Club, Texas, met in a Regular Session on
Monday, February 15, 2016 at 7:00 p.m. The meeting was held within the boundaries of the
Town and was open to the public.
PARKS AND RECREATION BOARD MEMBERS PRESENT
Earl Bilbrey Chairman
Jim Hanna Vice Chairman
Louis Hocker Board Member
Tom Mills Board Member
PARKS AND RECREATION BOARD MEMBERS ABSENT
Darin Davis Board Member
Dean Murray Secretary
Tiffany Nimphius Board Member
STAFF AND GUEST(S) PRESENT
Adam Adams Parks & Recreation Director
Jacob Lohse Recreation Superintendent
Philip Shoffner Town Council Liaison
Call to order and announce a quorum.
Chairman Bilbrey called the meeting to order at 7:04 p.m. noting a quorum was present.
REGULAR SESSION
Citizen Presentations:
1. Discuss and take appropriate action on the approval of the January 18, 2016
minutes.
Board Member Hanna made a motion to approve the January 18, 2016 minutes with a
small correction — remove redundant usage of "Board" under item 1 and correct the
spelling of "toddler" in Legistar. Board Member Hocker seconded the motion. The
motion passed unanimously.
Parks and Recreation Board 4 of 21 Monday, March 21, 2016
2. Discuss and provide input concerning possible updates to the current Trophy
Club Park concept plan.
Director Adams reviewed proposed updates to the concept plan. Moving the motorized
area and removing the ball fields are two major updates.
3. Discuss and take appropriate action on appointing one or more Board Members to
work with both staff and end users on selecting a small toddler playground design
to be located within Harmony Park following the removal of the NEOS system.
Town Council has designated $72000 to install a new playground at Harmony Park.
Chairman Bilbrey and Board Member Nimphius will represent Park Board during
discussions regarding the toddler playground.
4. Staff/Board updates on the following; discussion of same:
a. Trophy Club Park
Staff is waiting to receive the "Category G" project worksheet from FEMA. The
park reopened on February 8t" from December flooding. Board Member Hocker
would like to schedule some kind of on-going cleanup of the park. Marshall Creek
Ranch will be discussing fee structure at the February 23, 2016 Town Council
meeting.
b. Community Garden
Harmony Park is being cleaned up with the exception of the beds (for now). The
new location is in the back corner of the property by the dog park. Residents of
Churchill Downs will be made aware of the proposed plans for the garden.
Resident, Ted Powell, 12 Reading Court. Mr. Powell would like the beds
to be moved and the crushed gravel to be cleaned up and replaced with
grass.
c. Independence Park
Soccer is using the multiuse field by the pool with tower lights. Baseball would
like to use the lit football field for t -ball until daylight savings time. Town Council
voted to complete plans for the Veterans Memorial as planned in 2012 at
Independence West, adding a parking lot using Hotel/Motel funds.
d. Harmony Park
Soccer season is underway.
e. Medians
RFQ has been done for re -design of town entrances. Staff is creating an
improvement map for each median.
f. Community Pool
Staff is turning the slide, having features repainted, resurfacing the small pool,
and replacing the small pool's pump. 2016 fees will go to council on February
23, 2016.
Adjourn
Vice Chairman Hanna made a motion to dismiss the meeting at approximately
8:53 p.m. Board Member Hocker seconded the motion. The motion passed unanimously.
Dean Murray
Parks & Recreation Board Secretary
Parks and Recreation Board 5 of 21 Monday, March 21, 2016
100
ipal
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Trophy Club Entities Trophy Club,cTexaDsr76262
Legislation Details (With Text)
File #: 2016-169-T Version: 1 Name:
Type: Agenda Item Status: Regular Session
File created: 3/18/2016 In control: Parks and Recreation Board
On agenda: 3/21/2016 Final action:
Title: Discuss and provide input concerning the CAPRA accreditation process.
Attachments: Staff Report - CAPRA.pdf
CAPRA Presentation.
Date Ver. Action By Action Result
Discuss and provide input concerning the CAPRA accreditation process.
Parks and Recreation Board 6 of 21 Monday, March 21, 2016
T(:*±TOWN OF
7 TROPHY CLUB
100 Municipal Drive .Trophy Club, Texas 76262
To: Parks and Recreation Board
From: Adam Adams, Parks and Recreation Director
CC: Philip Shoffner, Council Liaison
Steven Glickman, Assistant Town Manager
Jacob Lohse, Recreation Superintendent
Tony Jaramillo, Parks Superintendent
Sherri Lewis, Recreation Supervisor
Re: Parks and Recreation Board Meeting, Monday, March 21, 2016
Agenda Item:
Discuss and provide input concerning the CAPRA Accreditation process.
Explanation:
Staff is seeking input from the Board concerning this process. Similar to other departments
within the Town such as Finance, Fire & Police and others, the Parks and Recreation industry
also has the ability to become accredited through the CAPRA program.
Recommendation:
Staff recently attended a four hour session on CAPRA accreditation and we believe this program
should be initiated as it has many positive outcomes and effects for both the residents as our
customer and the internal operation of the department.
Parks and Recreation Board 7 of 21 Monday, March 21, 2016
CAPRA Accreditation
Goo
Parks and Recreation Board - 2/21/16
What is agency accreditation?
The recognition that an agency provides quality programs and
services to its constituents by meeting the minimum standards
set by the national organization.
Who is the Accreditation Authority?
Commission for Accreditation of Park and Recreation Agencies
(CAPRA)
Accredited Agencies
• 142 in United States
• 10 in Texas
o Arlington, Austin, College Station, Coppell,
Frisco, Houston, Pearland, Plano, Round
Rock, Rowlett
0 15 more Texas agencies have applied
Benefits of Accreditation
To the Public
o Evidence of well -administered o Demonstrates Trophy Club'
services in accord with standing as a leader in the
approved professional field of Parks, Recreation &
practices Community Services
o May provide external o Ensures the safety & well -
financial support and savings being of participants through
to the public standardized practices
o External recognition of o Will aid in the process of
quality governmental service grant applications
Benefits of Accreditation
To the Agency
o Public and political
recognition
o Development of tools to
enhance operations
o Increased efficiency and
evidence of accountability
o Stimulates insight of new
ways of approaching tasks
Accreditation Process
1. Preliminary Application
2. Self Assessment Report
3. Visitation
4. Accreditation
5. Annual Report
o Meets Citywide initiatives
excellence
o Assists the Department by
becoming more organized
o Standardizing operations
Self Assessment Report
• Narratives that describe how we meet the 151 standards in 10
major categories
• 37 of which are fundamental — must pass!
• Must pass 103 of the 114 Non -Fundamental Standards
Categories of Standards
1. Agency Authority, Role & 6. Program & Service
Responsibility Management
2. Planning 7. Facility & Land Use
3. Organization & Management
Administration 8. Security & Public Safety
4. Human Resources 9. Risk Management
5. Finance 10. Evaluation & Research
Example Standard
2.5 -Strategic Plan
An agency shall have a strategic plan, approved by the approving authority,
stating how the agency will achieve its mission, goals, and objectives over an
extended period of time, typically three to five years. The strategic plan shall
be reviewed annually. The goals and objectives of the plan shall be measurable
to demonstrate progress and results. The strategic plan shall support the
priorities and initiatives of the whole organization. The strategic plan is a tool
to implement the Parks and Recreation System Master Plan.
Visitation
• A review to validate the degree to which the agency meets
each applicable standard.
• The team will travel to site and evaluate for approx. 3-4 days
• The team will prepare a report based on the findings of their
on-site review.
• The agency is responsible for paying travel and related
expenses
Accreditation
Based upon the total review process, the commission makes the
decision to:
1. Accredit
2. Accredit with conditions
3. Defer decision
4. Deny accreditation
If approved, the agency must repeat a similar process every 5 years.
Annual Report
Once accredited, agencies are required to submit annual reports.
The agency is responsible for submitting the annual report alonE
with an annual fee based on a sliding scale fee (shown below) at
the beginning of each calendar year.
Associated Cost (over a two year period)
• Preliminary Application - $100
• Self Assessment Report - $550
• Visitation - $5,000 (Travel expenses)
• Accreditation - $0
• Annual Report - $240
Role of Park Board
• To understand and communicate the importance of agency accreditation
• To act as ambassadors of the Department in accreditation efforts
• To assist Department staff in policy/document endorsement — examples include:
c Structural Maintenance Management Plan
c Security Plan
c Revenue Plan
c Recreation Plan
c Strategic Plan
c Community Relations & Marketing Plan
,Ss�on for A��re
APRA
ACCREDITED
fiG
e�
dRecreatijO� �
Parks and Recreation Board 15 of 21 Monday, March 21, 2016
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Trophy Club Entities Troph0yy Club,cTexaDsr76262
Legislation Details (With Text)
File #: 2016-170-T Version: 1 Name:
Type: Agenda Item Status: Regular Session
File created: 3/18/2016 In control: Parks and Recreation Board
On agenda: 3/21/2016 Final action:
Title: Discuss and provide direction concerning the implementation of wrist bands for certain activities at
this year's Fourth of July Celebration.
Attachments: Staff Report - Fourth of JUIV.Pdf
July 4th Changes.pdf
Date Ver. Action By Action Result
Discuss and provide direction concerning the implementation of wrist bands for certain activities at this
year's Fourth of July Celebration.
Parks and Recreation Board 16 of 21 Monday, March 21, 2016
T(:*±TOWN OF
7 TROPHY CLUB
100 Municipal Drive .Trophy Club, Texas 76262
To: Parks and Recreation Board
From: Adam Adams, Parks and Recreation Director
CC: Philip Shoffner, Council Liaison
Steven Glickman, Assistant Town Manager
Jacob Lohse, Recreation Superintendent
Tony Jaramillo, Parks Superintendent
Sherri Lewis, Recreation Supervisor
Re: Parks and Recreation Board Meeting, Monday, March 21, 2016
Agenda Item:
Discuss and provide direction concerning the implementation of wrist bands for certain
activities at this year's Fourth of July Celebration.
Explanation:
During the evening of the Fourth, staff recognized two areas of the operation that presented
problems: specifically over -crowding at the pool facility and long wait lines for inflatables and
the face painters, balloon artists, etc.
The over -crowding at the pool was addressed by this Board and then Council by eliminating
non-resident fees at the pool. One possibility for reducing the long wait lines would be the sale
of wrist bands to non-residents to use the specific amenities. This would allow everyone to still
enjoy the live music and fireworks for free without a wrist band.
Staff is seeking direction from the Board concerning implementation and fee amounts.
Recommendation:
Staff recommends that a wrist band system be put into place at this year's Fourth of July
Celebration.
Parks and Recreation Board 17 of 21 Monday, March 21, 2016
Proposed Changes
• Wristbands
o Free for residents
o $10 for non-residents before July 3rd
■ $15 the day of the event
o Access to all attractions
• Community Pool
o Free for residents & members
■ Non-residents can enter if they are members
■ Guests of residents can enter for a fee
Parks and Recreation Board 18 of 21 Monday, March 21, 2016
Where do I buy a wristband?
• Locations to purchase wristbands:
o Online
■ Bring receipt to pool during operating hours
o Community Pool
■ Operating hours beginning on Memorial Day
o Independence East Concession
■ Only on July 4th
■ Also can buy at pool
Map - JULY4TH ONLY
RP.SiTJP.VTS �pN ^ -
FREE fussiuuvrs '
wristbands-
.-�. [.
Parks and Recreation Board 19 of 21 Monday, March 21, 2016
Wristband Management
• Anyone purchasing a band will be entered into Active Net (except on July 4th)
o This will help will make the purchasing process easier next year
o Wristbands are numbered
■ A name is associated with each wristband
■ Name will be written on the band
o Must be present to pick up wristband
• Children under 2 are free
Parks and Recreation Board 20 of 21 Monday, March 21, 2016
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Trophy Club Entities Troph0yy Club,cTexaDsr76262
Legislation Details (With Text)
File #:
2016-171-T Version: 1
Name:
Type:
Agenda Item
Status: Regular Session
File created:
3/18/2016
In control: Parks and Recreation Board
On agenda:
3/21/2016
Final action:
Title:
Staff/Board update concerning the following; discussion of same.
a. Trophy Club Park
b. Lakeview Park
c. Independence Park
d. Harmony Park
e. Medians
f. Easter recap
g. Tree City
h. Activity Guide
i. Community Garden
Attachments:
Date Ver. Action By Action Result
Staff/Board update concerning the following; discussion of same.
a. Trophy Club Park
b. Lakeview Park
c. Independence Park
d. Harmony Park
e. Medians
f. Easter recap
g. Tree City
h. Activity Guide
i. Community Garden
Parks and Recreation Board 21 of 21 Monday, March 21, 2016