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Agenda Packet 04-17-23Town of Trophy Club Meeting Agenda Packet Parks and Recreation Board 1 Trophy Wood Drive Trophy Club, Texas 76262 April 17, 2023 7:00 PM Council Chambers CALL TO ORDER AND ANNOUNCE A QUORUM PUBLIC COMMENTS This is an opportunity for citizens to address the Board on any matter. The Board is not permitted to discuss or take action on any presentations made to the Board. Presentations are limited to matters over which the Board has authority. Speakers have up to four (4) minutes or the time limit determined by the presiding officer. Each speaker must complete the Speaker’s Form that includes the topic(s) to be presented. You may also email tjaramillo@trophyclub.org. ANNOUNCEMENTS AND REPORTS 1.Provide an update regarding ongoing Town Parks Projects. (T. Jaramillo) 2.Provide an update regarding ongoing Recreation Programs and Events. (T. Jaramillo) REGULAR SESSION 3.Discuss and take appropriate action to approve the Parks & Recreation Board meeting minutes dated February 27, 2023 (D. Wilson). 4.Discuss and take appropriate action on the approval of implementing an annual POW/MIA Ceremony at the Veterans Memorial Park (T. Jaramillo). 5.Discuss and take appropriate action to create a Parks Improvement Subcommittee (T. Jaramillo). ADJOURN *THE BOARD MAY CONVENE INTO EXECUTIVE SESSION TO DISCUSS POSTED ITEMS AS ALLOWED BY THE TEXAS OPEN MEETINGS ACT, TEXAS LOCAL GOVERNMENT CODE 551.071. Notice is hereby given that a quorum of the Town of Trophy Club Town Council may be in attendance at this meeting. The Town Council will not deliberate or take any action. CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on Friday, July 15, 2022 by 5:00 PM in accordance with Chapter 551, Texas Government Code. ________________________________________ Daniel Wilson, Senior Administrative Assistant If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 682­237­2900, 48 hours in advance and reasonable accommodations will be made to assist you. Town of Trophy ClubMeeting Agenda PacketParks and Recreation Board 1 Trophy Wood DriveTrophy Club, Texas 76262April 17, 2023 7:00 PM Council ChambersCALL TO ORDER AND ANNOUNCE A QUORUMPUBLIC COMMENTSThis is an opportunity for citizens to address the Board on any matter. The Board is notpermitted to discuss or take action on any presentations made to theBoard. Presentations are limited to matters over which the Board hasauthority. Speakers have up to four (4) minutes or the time limit determined by thepresiding officer. Each speaker must complete the Speaker’s Form that includes thetopic(s) to be presented. You may also email tjaramillo@trophyclub.org.ANNOUNCEMENTS AND REPORTS1.Provide an update regarding ongoing Town Parks Projects. (T. Jaramillo)2.Provide an update regarding ongoing Recreation Programs and Events. (T. Jaramillo)REGULAR SESSION3.Discuss and take appropriate action to approve the Parks & Recreation Board meetingminutes dated February 27, 2023 (D. Wilson).4.Discuss and take appropriate action on the approval of implementing an annualPOW/MIA Ceremony at the Veterans Memorial Park (T. Jaramillo).5.Discuss and take appropriate action to create a Parks Improvement Subcommittee (T. Jaramillo). ADJOURN *THE BOARD MAY CONVENE INTO EXECUTIVE SESSION TO DISCUSS POSTED ITEMS AS ALLOWED BY THE TEXAS OPEN MEETINGS ACT, TEXAS LOCAL GOVERNMENT CODE 551.071. Notice is hereby given that a quorum of the Town of Trophy Club Town Council may be in attendance at this meeting. The Town Council will not deliberate or take any action. CERTIFICATION I certify that the above notice was posted on the bulletin board at Trophy Club Town Hall, 1 Trophy Wood Drive, Trophy Club, Texas, on Friday, July 15, 2022 by 5:00 PM in accordance with Chapter 551, Texas Government Code. ________________________________________ Daniel Wilson, Senior Administrative Assistant If you plan to attend this public meeting and have a disability that requires special needs, please contact the Town Secretary’s Office at 682­237­2900, 48 hours in advance and reasonable accommodations will be made to assist you. Parks and Recreation Board Monday, February 27, 2023 Page 1 of 4 TOWN OF TROPHY CLUB PARKS AND RECREATION BOARD MINUTES MONDAY, FEBRAURY 27, 2023; 7:00 PM The Trophy Club Parks and Recreation Board met in a Regular Session on Monday, February 27, 2023. The meeting was held at Town Hall, 1 Trophy Wood Drive in the Council Chambers. BOARD MEMBERS PRESENT: Dean Murray Chairperson Stacey Bauer Vice Chairperson Tracey Hunter Secretary Robert Ferguson Board Member Patrick Schrein Board Member Wendie Bailey Board Member Stephanie Presley Board Member STAFF PRESENT: Tony Jaramillo Director of Parks and Recreation Jorge Guzman Parks Superintendent Daniel Wilson Senior Administrative Assistant Kassidy Hill Recreation Coordinator Tim Ready Recreation Coordinator CALL TO ORDER AND ANNOUNCE A QUORUM Chairperson Murray called the meeting to order at 7:00 PM and noted a quorum with all Board Members present. PUBLIC COMMENTS Chairperson Murray confirmed there were no speakers registered for Public Comment. ANNOUNCEMENTS AND REPORTS 1. Provide an update regarding ongoing Town Parks Projects (T. Jaramillo). Director Jaramillo provided an update regarding ongoing Town Parks Projects. Director Jaramillo began by introducing Parks Superintendent Guzman, citing his twelve years of service to the Town and his gratitude to him and his Parks team. Parks projects items provided by Director Jaramillo: 1. Parks Superintendent Guzman and the Parks Crew recently completed the process of trimming all the trees within the medians throughout the Town. 2. The Parks Department recently replaced all the dog agility equipment at Freedom Dog Park, including a new dog teeter-totter, flexible weave pole, adjustable tire jump, and an adjustable jump bar, as well as several other items. The pre-existing equipment was original to the park’s 2011 construction. 3. A Baseball Opening Day Ceremony is scheduled for March 25, 2023, at which Director Jaramillo invited the Parks & Recreation Board. Director Jaramillo explained that the event will look very similar to years-past and will take place on field 5 at Independence Park East around 8:45 AM. 4. The Parks Department recently installed a new POW/MIA Memorial monument at the Veteran’s Memorial at Independence Park West. While the new monument is currently covered, an unveiling ceremony is currently being planned by the Staff. Invitations will be announced when more details are determined. 5. Director Jaramillo introduced the Parks & Recreation Comprehensive Master Plan to the Parks Board and Parks and Recreation Board Monday, February 27, 2023 Page 2 of 4 noted his intention to present the Master Plan to the Town Council on the March 28, 2023, meeting. Director Jaramillo presented a short summary of the contents of the Parks & Recreation Comprehensive Master Plan. Board Member Ferguson asked if a summary of the Parks & Recreation Comprehensive Master Plan could be shared with the Parks Board before the March 28, 2023, Town Council meeting. Director Jaramillo agreed, though disclaimed that the plan is still under review. 6. Director Jaramillo also introduced the new Recreation Coordinator, Amanda Salvato. Recreation Coordinator Salvato came to Trophy Club after 4 years with Grapevine Parks & Recreation, having a bachelor’s degree in applied arts & Science and Sports Management. 2. Provide an update on ongoing Recreation Programs and Events (T. Jaramillo). Recreation Coordinator Hill updated the board on past and future community events, including: 1. Run 4 Kindness, a part of the Town’s #Campaign4Kindness initiative, occurred on Saturday, February 25, at 8:00 AM. The event was a color run through Trophy Club Park at which all proceeds were donated to Operation Shoebox, a non-profit organization chosen by the Byron Nelson High School Student Council that creates care packages for active military personnel. A total of $998.00 was donated to the organization. Recreation Coordinator Hill thanked members of the Parks & Recreation Board, as well as the Town Council, for their attendance. 2. Touch-A-Truck will take place on Saturday, March 18, at 10:00 AM. This event will take place in the parking lot at Independence Park East and has an expected attendance of nearly 1,000 people. Children are invited to touch several trucks and vehicles, including some from the Fire, Police, Parks, and Streets Departments, as well as outside vendors, such as water rescue vehicles and trash trucks. 3. Eggstravaganza will take place on Saturday, April 8 at 9:00 AM. This event will take place at Independence Park East and has an estimated attendance of 3,000 people, including parents. A total of 17,000 eggs will be scattered throughout the park, designating 3,000 eggs for children ages 0-3 with appropriate candies. Photos with the Easter Bunny will be available as well. 4. Taste of Trophy Club will take place on Saturday, April 29 at 6:00 PM. This event will take place at Independence Park East and will feature two bands to entertain guests for the whole four hours of the event. Food, beer, and wine sales will be available, as will activities for kids like face painting and inflatables. Estimated attendance is 3,000 people. 5. Summer Celebration will take place on Friday, May 26 and 6:30 PM. This event will take place at Independence Park East. The In-N-Out Cookout Truck will attend the event and provide 600 free meals while supplies last to guests. Children’s activities will be available until a movie is presented on the baseball field. Board Member Bailey brought to the attention of the Staff that the date for the Touch-A-Truck event (Saturday, March 18) was during the local school district’s spring break and suggested the date be moved next year. Recreation Coordinator Hill assured Board member Bailey that the date would be reconsidered for next year. Vice Chairperson Bauer inquired about activities available at the Summer Celebration event between the hours of the food truck arriving and the movie starting. Recreation Coordinator Hill responded that various children’s activities and games would be available, though details are not yet available. Vice Chairperson Bauer also recommended that a second trash truck be made available at the Touch-A-Truck to accommodate the large crowd the truck attracted in the previous year. Recreation Coordinator Hill assured us that consideration would be given to requesting another trash truck. Recreation Coordinator Ready provided an update on the Community Pool & Splash Pad Capital Improvement Project, Parks and Recreation Board Monday, February 27, 2023 Page 3 of 4 including: 1. Despite ongoing construction, Staff is confident the pool will be open from Memorial Day to Labor Day, 2023, with no lag in programing or any closure of various attraction. 2. Staff have begun searching for various summer seasonal positions since January. Lifeguard training opportunities have been increased due to the rental of additional pool space while the Trophy Club pool is under construction. Additionally, Staff is planning on advertising positions at the local high school during lunch periods and sports events. 3. With the assistance of the Director of Human Resources, Denise Deprato, Staff can pay higher salaries to the seasonal staff and receive required certifications free of cost. The new salaries are set to be approved by the Town Council at the Town Council Meeting on February 28, 2023. 4. The Trophy Club Swim Team, aptly named the Trophy Club Tritons, is once again joining the Texas Amateur Athletic Federation (T.A.A.F.) league for the summer season. The staff is also making efforts to market the team earlier in the year, as well as provide information and swimsuits for swimmers as early as possible. 5. The Community Pool will be partaking in a “swim-raiser” to raise money and awareness to prevent drowning amongst children, partnering with the non-profit organization Colin’s Hope. The Trophy Club Tritons will collect pledges from their loved ones to support the cause, collecting donations after the event on July 25th, which so happens to be National Drowning Prevention Day. Promotional items will be provided by Colin’s Hope. Board Member Bailey asked if Staff had any information regarding a possible “Buddy Pass” to allow Trophy Club and Roanoke residents access to both the Trophy Club Community Pool and the Roanoke Community Pool. Director Jaramillo commented that the item was not something the Town Council held interest in. Vice Chairperson Bauer asked if fees for entry to the pool facility will see a change as the new elements are added. Recreation Coordinator Ready responded that while the fees have not been reevaluated for this summer season, the new additions and improvements will have an affect on the fees in the 2024 season. Vice Chairperson Bauer asked if the new wages for the seasonal staff were competitive with Trophy Club’s surrounding cities. Recreation Coordinator Ready explained that the Director of Human Resources, Denise Deprato, had completed a compensation study and determined the seasonal staff’s pay ranges accordingly. REGULAR SESSION 2. Take action regarding the approval of the Parks and Recreation Board minutes dated October 17, 2022. (T. Jaramillo) Vice Chairperson Bauer made a motion to approve the Parks and Recreation Board minutes dated October 17, 2022. Secretary Hunter seconded the motion. Chairperson Murray called for a vote. Motion was approved unanimously (6-0). 3. Consider and take appropriate action regarding the creation of a CAPRA Subcommittee by appointing two to three Parks and Recreation Board Members (T. Jaramillo). Senior Administrative Assistant Wilson presented details in regard to the National Recreation and Park Association’s (NRPA) Commission for Accreditation of Park and Recreation Agencies (CAPRA), including: 1. CAPRA is the only accreditation available for Parks and Recreation agencies, with less than one percent of eligible agencies meeting the 152 national standards the commission requires. These standards represent the best practices of Park and Recreation agencies in their overall quality of operation, management, and service to the community. Parks and Recreation Board Monday, February 27, 2023 Page 4 of 4 2. The application process includes an initial application, a self-assessment, where evidence of compliance with all 152 nationally recognized standards must be documented, an in-person audit of the department, and appearing before the CAPRA Commission at a NRPA National Conference to receive accreditation. Chairperson Murray suggested that staff reach out to neighboring city’s Parks and Recreation departments to inquire about their CAPRA application process. Senior Administrative Assistant Wilson agreed, and noted that staff had met with representatives of the Denton Parks and Recreation and Grapevine Parks and Recreation departments to discuss their respective experiences in the application process. Vice Chairperson Bauer asked if there was a cost incurred with accreditation. Senior Administrative Assistant Wilson explained that the application itself would not exceed $2,000.00, however, the department would be required to cover all expenses for the in-person audit including travel and per diem. The cost of such had not yet been evaluated. Director Jaramillo added that the costs incurred would be budgeted for during the annual budgeting period to be approved by the Town Council. Vice Chairperson Bauer questioned the ongoing value of accreditation past the initial application. Senior Administrative Assistant Wilson explained that the accreditation is largely in part of an effort to hold the best practices for the administration of a Parks and Recreation department, and that accreditation exists on an annual basis, whereas CAPRA requires staff to report their use of the practices every year. Vice Chairperson Bauer made a motion to appoint Chairperson Murray, Vice Chairperson Bauer, and Board Member Presley to a new CAPRA Subcommittee. Chairperson Presley seconded the motion. Chairperson Murray called for a vote. Motion was approved unanimously (6-0). Chairperson Murray suggested updates for the next board meeting: 1. Present a matrix of fees for the community pool and Trophy Club Park comparable to surrounding cities. 2. Present an overview of Trophy Club Park. 3. Provide more information on the Taste of Trophy Club and new Summer Celebration events. Chairperson Murray stated the next Parks and Recreation Board meeting is scheduled for April 17, 2023. ADJOURN Chairperson Murray adjourned the meeting at 8:05 PM. __________________________________________ Tracey Hunter, Secretary Daniel Wilson, Sr. Administrative Assistant Parks and Recreation Board Parks and Recreation Department Town of Trophy Club, TX Town of Trophy Club, TX