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HomeMy WebLinkAboutParks and Rec Advisory Board-Agenda Packets-07/10/2017City of Colleyville                                                                                    Page 1 City of Colleyville Parks and Recreation  Advisory Board Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, July 10, 2017 6:00 p.m. Colleyville Public Library 110 Main Street ­ 2nd Floor  1.CALL TO ORDER 2. APPROVAL OF MINUTES  April 10, 2017 3.REGULAR AGENDA ITEMS    3a Update on Park Land Dedication Fund     3b Consider The Colleyville Nature Center Pond Naming Ad Hoc  Committee's recommendation and approval of the May 1, 2017 Ad  Hoc Committee minutes    3c Consider the frequency the Parks and Recreation Advisory Board  meets 4.REPORTS    4a Recreation, Athletics, and Senior Center report    4b Parks Report 5.CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON  THE AGENDA 6.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, July 7,  2017 by 5:00 p.m. Julie Prewitt Administrative Support Specialist A quorum of the Colleyville City Council and/or any other Colleyville Board,  Commission, or Committee may be in attendance at this meeting. Any matter on this agenda may, at the discretion of the governing body, be  opened for public comment and discussion. Parks and Recreation  Advisory Board Agenda July 10, 2017   City of Colleyville                                                                                 Page 2 If you plan to attend this public meeting and have a disability that requires special  accommodations, please advise the Administrative Assistant at least 48 hours in  advance at 817.503.1180, and reasonable accommodations will be made to assist  you.  City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board DRAFT MINUTES City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Monday, April 10, 2017 6:00 p.m. Colleyville Public Library 110 Main Street - 2nd Floor Meeting Room 1. CALL TO ORDER Chair Hillary Schwanbeck called the meeting of the Parks and Recreation Advisory board to order on April 10, 2017, at 6:02 p.m. ROLL CALL Present: Chair Hillary Schwanbeck, Vice Chair Mitali Mandlekar, Board Members Rich Hendler, Cliff LeBlanc, John Hillebrand, Ajit Purandare, and Jim Hasenpflug. Youth Sport Associations Liaisons: Colleyville Baseball Association representative Brenton Johnson, Colleyville Lacrosse Association representative Erika Davis-Noble and Colleyville Girls Softball Association representative Rosalind Tyrone. City staff: Recreation and City Events Manager Lisa Escobedo, Parks Manager Heather Dowell and Administrative Support Specialist Julie Prewitt. Absent: Board Member Natalie Genco. Youth Sport Associations Liaison: Colleyville Soccer Association representative Patrick Dunagan. 2. APPROVAL OF MINUTES February 6, 2017 Board member Jim Hasenpflug moved to approve the February 6, 2017 meeting minutes as written. Board Member John Hillebrand seconded the motion. The motion carried unanimously. 3. REGULAR AGENDA ITEMS 3a Update on Utility Bill Donation Parks Manager, Heather Dowell, stated at the last meeting there was a question about the donation. The donation is $4.00 each bill, $2.00 goes to Parks Voluntary Fund and $2.00 goes to the Library Fund or one can opt out of donating the $4.00. Parks and Recreation Advisory Board DRAFT MINUTES April 10, 2017 City of Colleyville Page 2 3b Update on Voluntary Park Fund and Park Land Dedication Parks Manager, Heather Dowell, referred the board to the financial status of the Voluntary Park Fund and Park Land Dedication included in the agenda packet to see the projections and how funding had been spent in the past. Board Member, Jim Hasenpflug, asked if the list of projects on the Voluntary Park Fund list of expenditures were all approved in 2016. Parks manager, Heather Dowell, stated the funds were carry overs, and were either approved in 2015 or 2016. Board Member, Jim Hasenpflug, stated there is funding from the Voluntary Park Fund that has been recommended by the Parks Board and approved by Council that appears to be unspent, is that correct? Manager Dowell informed the board that some of the dollar amounts showing under the Expended Year-to-date need to be updated, for example the $1,110 showing has been spent and some of the other dollar amounts showing will not be spent because we were able to get a better price. The funds not spent due to better pricing will be released from encumbered funding back into the cash option. Board member Jim Hasenpflug asked, at the end of the fiscal year if the money is not spent, does the project get closed or do you make a decision on each one to close it out or carry the funding over? Manager Dowell stated a decision is made on each project. Board member Rich Hendler asked if the pocket park by John McCain is listed on the Voluntary Fund status report. Manager Dowell stated they used some of the Voluntary Park funding in the Cotton Belt Phase III and some funding from other sources. Typically when doing a large project the City will utilize multiple funds – CEDC, Voluntary Park fund, and Park Land Dedication. Board member Rich Hendler stated he was not at the last meeting and asked if Parks Manager, Dowell, had presented her once a year funding request as referenced in the February 6, 2017 Parks and Recreation Advisory Board minutes. Manager Dowell stated she had not presented a request this year. The projects referenced on the Voluntary Park fund status were last year’s requests, right now she is focusing on the Parks Master Plan update. She will be working on a list of small requests as the work on the Master Plan continues. Manager Dowell does not want to repeatedly request funding, the preference is to create a vision with a five year plan. There still may be emergency requests. Board member Jim Hasenpflug requested an overview of the Park Land Dedication fund. Manager Dowell informed the board the Park Land Dedication fund is set up to receive funds when someone comes into Colleyville and develops land for the first time. In the past you would see the fund increase quickly, and now we do Parks and Recreation Advisory Board DRAFT MINUTES April 10, 2017 City of Colleyville Page 3 not. We do not have as much land to develop. A meeting would be set up with the Park Land Dedication committee to present and request funds from this account. Board member Cliff LeBlanc stated, if I understand the spreadsheet correctly the column on the left is money spent before FY 2017, and the other columns are expenses from FY17. Manager Dowell stated yes, FY17 starts in October 2016 and it is possible that the expense was from September 2016 and paid in October 2016, landing in FY17. Funding can be carried over in the budget, the LD Lockett improvements were actually encumbered late FY 2015 and put on hold to complete the State Highway 26 pocket park. Now that the pocket park is completed the LD Lockett Park is being improved. The funding can carry over and is spent in sections. Board member Cliff LeBlanc inquired if all the open projects are they still open or complete? Manager Dowell stated the LD Lockett project is still open, most of the others are completed. They will take anything encumbered that is unspent and return it to the fund to be available. Board member Cliff LeBlanc asked about the interest line, why is there negative interest? Additionally, Board member Hillary Schwanbeck asked if we have this money in an investment account. Manager Dowell informed the board she will have to check with the finance department. Board member Jim Hasenpflug stated if I’m looking at this right, correct me if I’m wrong, we started with $4.7 million, received a good bit of interest income, have $3.6 million in expenses, still have $261,000 on hold or on reserve for projects still not finished yet, leaving us with only $1.3 million left in the fund. Is this over some period of time? Manager Dowell stated this is over years, this is the original fund. Board member Rich Hendler inquired about the Park Land Dedication committee, is there a couple of Planning and Zoning members on that board, and does it report back through the Planning and Zoning board? Manager Dowell informed the board that the Park Land Dedication committee is a mixture, there are two from the Planning and Zoning board and two from the Park and Recreation Advisory board. Board member Rich Hendler asked if the chair of Planning and Zoning is the chair of the Park Land Dedication committee. Manager Dowell stated we do not have a chair at this time. Park Land only meets when we have a need, when someone has a request, there has not been a request in over a year. Board member Cliff LeBlanc inquired if Manager Dowell sees a request (for funding from the Park Land Dedication fund) soon. Manager Dowell informed the board Parks and Recreation Advisory Board DRAFT MINUTES April 10, 2017 City of Colleyville Page 4 she foresees a request upon the completion of the Parks, Recreation, and Open Space Master Plan update. Board member John Hillebrand stated the City will have a big requirement for park land if they are going to meet the criteria since they have carved out the private parks. Manager Dowell stated yes. Board member John Hillebrand asked if there will be a big opportunity. Manger Dowell stated there is if we can find some land. When she reviewed the criteria, after the mayor brought the subject up, the city parks are 41 acres under. That is a lot of acreage, and there will have to be a discussion during the master plan update with the mayor and council to reach some of these goals. Board member Mitali Mandlekar asked if the Parks Master Plan update is going to help identify some of the acreage. Manager Dowell affirmed the Master Plan will look for opportunities for land acquisition and put together a general plan outlining the next five years, for example if we developed behind the Senior Center what it would take to develop. The consultants will look at property and the City of Colleyville’s standards, that’s where the stakeholder’s meetings come in. Manager Dowell will be reaching out soon, as the master plan update progresses she will be involving the board more, bringing reports and possibly side meetings to get more input and feedback from the board. The consultants will speak with the parks board, Mayor and Council, the sports leagues and with students at school to get a real picture of Colleyville. Board member John Hillebrand inquired about the time frame for the completion of the Master Plan update. Manager Dowell informed the board the Master Plan’s current schedule states there will be a final presentation in November. Board member Mitali Mandlekar asked if the Master Plan will be complete November of this year. Manager Dowell stated yes, a lot of the information needed about the parks was created last year and put into our GIS system. Board member Jim Hasenpflug asked if the two members from the Planning and Zoning board had been selected for the Park Land Dedication. Manager Dowell stated yes, Chuck Kelley and Susan Mathisen. Board member Jim Hasenpflug wanted to know who would be responsible for calling the first board meeting. Manager Dowell stated it will be between Ben Bryner, Community Development Director and herself. Board member Rich Hendler asked, “Doesn’t the chair of the Planning and Zoning board chair the Park Land Dedication committee?” Manager Dowell stated she would need to get back to the board. Parks and Recreation Advisory Board DRAFT MINUTES April 10, 2017 City of Colleyville Page 5 Board member Jim Hasenpflug suggested for a meeting of the Park Land Dedication committee be called so the members could meet and discuss their roles, what may be coming and time frame. Manager Dowell stated she would consult with Community Development Director, Ben Bryner. 3c Consideration of forming Nature Center Pond Naming Committee and current request by the Friends of Nature Center Manager Dowell referenced the rules of naming Facilities, Park Facilities and Parks, and Streets while giving a brief outline of how the subcommittee would work. Board member Ajit Purandare moved to form a Colleyville Nature Center Pond Naming subcommittee, and board member Rich Hendler seconded. The motion passed unanimously. Board member Ajit Purandare moved to name board members Rich Hendler, Cliff LeBlanc, John Hillebrand, Natalie Genco and himself to the Colleyville Nature Center Pond Naming subcommittee, board member Jim Hasenpflug seconded. The motion passed unanimously. City Council will be notified board members Rich Hendler, Cliff LeBlanc, John Hillebrand, Natalie Genco and Ajit Purandare were named to the Colleyville Nature Center Pond Naming subcommittee. Board member John Hillebrand asked if the board needed to call for a chair of the subcommittee to handle calling meetings. Manager Dowell stated the bylaws does not state the naming of chair, city staff will handle the meeting agendas and posting. Board member Rich Hendler requested the Facebook Friends/Colleyville Nature Center to explain the pond naming request, since they are present. Janet Hicks of the Facebook Friends/Colleyville Nature Center spoke giving a brief overview of her family connection to Colleyville, the Nature Center and why the Facebook Friends page was created. Ms. Hicks also reviewed the information given to the committee from her group concerning why they felt the ponds should be named and how they selected the names for the Colleyville Nature Center ponds. Board member Rich Hendler thanked Janet Hicks for her presentation. Board member Jim Hasenpflug thanked Janet Hicks for her presentation and putting together the contest. He then asked if she was aware of the City of Colleyville’s naming policy. Janet Hicks stated she was not, but luckily every name selected fits the criteria. She did go through the list name by name before she Parks and Recreation Advisory Board DRAFT MINUTES April 10, 2017 City of Colleyville Page 6 sent the proposal to the board. The names are simple, mostly are from physical characteristics and ease of remembering them. There are 3 miles of trails at the nature center and one trail is named Mike Rambo, in tribute to the scout leader, so there has been one naming to take place at the Nature Center. Board member Rich Hendler asked if Ms. Hicks had contacted Patsy Smith. Ms. Hicks stated she did contact Patsy Smith, Herman Smith’s widow. Ms. Smith gave her history on the forming of the Nature Center. Board member Mitali Mandlekar stated she lives in that area, the trail system is heavily used and supports the naming due to emergency purposes. Board member Cliff LeBlanc asked Janet Hicks to clarify if one of the trails has already been named. Ms. Hicks stated just one trail has been named. Board member Ajit Purandare asked for the same purposes as the ponds to be named for emergency purposes, should the trails be named. Ms. Hicks agreed the trails should also be named. Board member Cliff LeBlanc asked what is the impact. Manager Dowell stated there is a lot that will be addressed in the Master Plan update. The Nature Center is an amazing piece of property and is heavily utilized and under developed. During the Master Plan process we will be reaching out to stakeholder groups to get input. Board member Cliff LeBlanc asked if the Parks Board and subcommittee should wait until further progress is made on the Master Plan update, is there any advantage to waiting. Board member Rich Hendler stated that the board just moved and created the Nature Center Pond Naming subcommittee, he would hope they would finish with that item. Board member Ajit Purandare agreed with naming the ponds, he does not have a problem naming the trails and having a naming contest by people who are familiar with the trails, to him it cuts down on the bureaucracy of going through this again. Board member Ajit Purandare asked, “We are not putting signs, correct?” Manager Dowell stated, correct, a lot of this will be called out in the Master Plan. If a trail map is created we can put it at the trail head. Board member Mitali Mandlekar agreed the Master Plan will address a lot of your concerns about trail naming and signage. Manger Dowell stated she has a lot of items written down for the Master Plan to identify and address. Parks and Recreation Advisory Board DRAFT MINUTES April 10, 2017 City of Colleyville Page 7 Board member Cliff LeBlanc asked if Manager Dowell could give a time line for the Master Plan. Manager Dowell stated it will be complete in November, it is in progress. Board member Cliff LeBlanc asked what the time is for implementation of the Master Plan. Manager Dowell stated implementation will be based on recommendations in the plan, after November we will start implementing what is in the plan. It will be prioritized by citizen input and financial means. Board member Jim Hasenpflug inquired from the prospective of Parks Manager, is there any harm in moving forward with the subcommittee naming the ponds, as long as they are not committing to signage, prior to the Master Plan. Manager Dowell stated no, the names will come up during the process and it will be okay if we have names prior to that time. We will not be putting up signage and if someone comes up with a map, we can give it to the police. Board member Rich Hendler stated the nature of the agenda item is for the subcommittee to take the information home and pursue if there are any better names. Board member Mitali Mandlekar inquired if the names purposed have been checked to see if they comply with the policy. Ms. Hicks stated yes, she had checked the names against the policy. The Colleyville Nature Center Pond Naming subcommittee members present recommended to meet May 1, 2017 at 6:00 p.m. 4. REPORTS 4a Recreation, Athletics, and Senior Center report Recreation and City Events Manager, Lisa Escobedo, briefed the board covering events from February to the present, starting with the Bunny Brunch that was held last Saturday, April 8, 2017, at the Colleyville Center from 10:00 am to noon. The brunch sold out at 250 tickets. We have determined 250 is the max number of participants. In recreation all of the summer classes are viewable online and open for registration. In Athletics the youth sports associations are winding down, they will finish at the end of April to beginning of May. In addition, the City of Colleyville has a girls Volleyball league, we have the largest league to date with 40 teams. Board member Rich Hendler asked how recent was the girls volleyball league added. Manger Escobedo stated the league has been growing over the past five years since she has been with the city. Parks and Recreation Advisory Board DRAFT MINUTES April 10, 2017 City of Colleyville Page 8 Board member Rich Hendler asked if Manger Escobedo started the league. Manager Escobedo stated, no the city had the league when she hired on but, the league was experiencing some limitations related to practice facilities. Manger Escobedo continued to update the board concerning the Tennis leagues. There are 12 leagues playing out of City Park. At the Senior Center the Senior Prom was held last Friday, April 7, 2017, at Colleyville Heritage High School. The prom is a program in collaboration with the high school’s leadership class. The students provide dinner and play games with the seniors, it’s a great inter- generational evening. Upcoming events include the free Texas Junior Anglers event at the Nature Center on Saturday, April 22, 2017, 9:00 a.m. to noon. Then the Old Tyme Bar-B-Que will be held at the Colleyville Center April 28th and 29th. Board member Rich Hendler asked if the Old Tyme Bar-B-Que event benefited Special Olympics. Manager Escobedo informed the board the proceeds from the Old Tyme Bar-B-Que goes to Special Olympics. Board member Ajit Purandare asked if Colleyville is going to go back to a free Easter event, the Bunny Brunch sold out quickly. He and his family attended an event in Southlake and encountered other families from Colleyville. The options are limited in Colleyville since the Colleyville event is capped, sold out. Manager Escobedo stated it had not been discussed and she had not heard anything about changing to a free event. Board member John Hillebrand asked if the event is capped due to space, is it feasible to do the event consecutive days if there is a demand. Manager Escobedo stated she had not seen a high enough demand requiring multiple seating for the Bunny Brunch, there were only a few people on the waiting list. We did not necessarily know the demand was that high wanting multiple seating times. We have considered it but, we would need to take into account using the Colleyville Center and additional staffing needed for the event. Board member John Hillebrand suggested to do the event twice in one day, a morning and an afternoon, if demand was there. Board member Ajit Purandare agreed with this idea, stating he imagines there are more than 250 people going to an Easter Egg Hunt. Chair Hillary Schwanbeck stated about four years ago there was a free Egg Hunt in Colleyville, it was supposed to be outside but it was rained out and the people were moved in-doors and it was madhouse. That was the last free one. Manager Escobedo told the board because of the madness, it was decided to move to a more intimate event. There are people who support both sides, and there have Parks and Recreation Advisory Board DRAFT MINUTES April 10, 2017 City of Colleyville Page 9 been some opposition to the fees. Manager Escobedo feels that the fee accessed is a good value for what they receive. Board member Hillary Schwanbeck asked what fees are normally charged for Bunny Brunch. Manager Escobedo stated it is $6.00 per child and $9.00 for an adult; they receive a catered breakfast, pictures with the bunny, face painting, balloon artist, petting zoo and egg hunt. Board member Ajit Purandare asked if Manager Escobedo has tried to expand the Bunny Brunch, we probably could get more than 250. Manager Escobedo informed the board that every year they have tried to see how they could fit more people into the Colleyville Center. This year staff has concluded that 250 is the max capacity for seating at one time. To accommodate more people an additional event would have to be later in the day or the next day, dependent upon funding and staffing. 4b Parks Report Parks Manger Heather Dowell updated the board on the progress of LD Lockett, it is almost finished; waiting on locks, front sign stone work, a park rules sign, bike repair station, clean up and landscaping. Board member Cliff LeBlanc asked if an opening ceremony was being scheduled. Manager Dowell replied, yes, they are going to be scheduling the ceremony once they get the final completion date from the contractor. Board member Rich Hendler inquired if LD Lockett is the piece of property with the pond on the trail and does the pond belong to the city. Manager Dowell stated that the property is the old Senior Center and the pond does not belong to the city. Manger Dowell continued to update the board; work on the Parks, Recreation, and Open Space Master Plan update continues with gathering documentation for the consultant. All the youth sports associations are going, and is keeping them very busy. Association sports will be winding down in May and then tournaments will start. The parks department is currently working on Pleasant Run Soccer Practice middle fields. One of the middle fields had about a foot cut from it and did not get a good stand of turf, they currently have it fenced off growing new grass. Board member Ajit Purandare inquired about the rest of the fields, the field he practices on has a sand valley. Manger Dowell stated that is where the sprinklers were and they have put down 56 tons of sand on the lower fields. During this summer they will be coming back with compost soil material, they need to get the fields packed down so the sand does not get pushed out by rain and play. The bottom practice fields are a big goal for the parks department this year and the Parks and Recreation Advisory Board DRAFT MINUTES April 10, 2017 City of Colleyville Page 10 bottom fields will look much different. The fields will be on a couple of the master plan evaluations. Board member Ajit Purandare then inquired about the other fields. Manger Dowell stated the parks department will start improving on the other fields, they are not planning on redoing them completely. They have increased the aeration on all the fields, and will work on the irrigation which was originally installed by the soccer dads a long time ago. The parks department just had the landscaping redone at the Colleyville Center and Library. All the roses are gone and now we have a low maintenance, drought tolerant landscape. Manger Dowell referred back to the Nature Center Pond Naming subcommittee, all the subcommittee’s recommendations will be brought back to the Parks and Recreation Advisory Board for approval. All recommendations approved by the Parks and Recreation Board will be forwarded to City Council for final approval. Board member Cliff LeBlanc inquired about the results of the Master Plan contract negotiations with the consultants Brandstetter Carroll Inc. Manager Dowell informed the board that the City was able to get all the items the City wanted for $100,000, the company took $11,000 off the proposed fee. Board member Rich Hendler asked if everything we wanted include implementation, or is implementation after the Master Plan. Manager Dowell stated the contract includes a recommendation/plan for implementation taking into account citizen input and funding sources to create a five year plan. Board member Rich Hendler asked for more information concerning Lacrosse. Manager Escobedo informed the board the recreation department is the liaison between the Colleyville Lacrosse Association and GCISD. Lacrosse sends Manager Escobedo their practice and game schedule/needs and she works with GCISD to reserve fields. Lacrosse utilizes Colleyville Middle School and Heritage Middle School competition turf fields, there are a couple of practices at Colleyville Heritage High School grass field. This past Saturday, April 8, 2017, there were a few Youth Girls Lacrosse games at McPherson Park. Board member Rich Hendler asked what type of participation is there in the association, are there a lot of teams. Manager Escobedo referred the question to Colleyville Youth Lacrosse Association Liaison Erika Davis-Noble. Ms. Davis-Noble stated the association goes through waves, they have approximately 250-300 boys and girls from 1st grade through high school. It is an alternative high school sport for boys, or they can do it in addition to, in the spring. The high school boys won state last year and were runner-ups the year before. The association wants Parks and Recreation Advisory Board DRAFT MINUTES April 10, 2017 City of Colleyville Page 11 to give everyone interested in lacrosse the opportunity to play and offers the sport year round. They have children participating from all the GCISD schools. 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA There were no cards for citizen comments. Board member John Hillebrand wanted to congratulate Manager Escobedo and Manger Dowell on the excellent ratings the Parks and Recreation department received on the 2017 Citizen Survey. He stated they should be very proud that 91% of citizens were Satisfied or Very Satisfied with Parks and Recreation. Another encouraging item is that a big majority is interested in trails and sidewalks and park development not related to sport activities. Manager Escobedo and Manager Dowell thanked board member John Hillebrand, and stated they have a great team and a lot of support from the citizens, mayor and council. Manager Dowell stated the Master Plan Update has come at a great time. 6. ADJOURNMENT Board member Jim Hasenpflug moved to adjourn the meeting, and board member John Hillebrand seconded. Motion carried unanimously. Chair Hillary Schwanbeck adjourned the meeting at 7:32 p.m. APPROVED BY A VOTE OF ___ AYES, ___ NAYS, AND ___ ABSTENTIONS ON THIS THE ________ DAY OF _______________ _____. Minutes taken and prepared by: Julie Prewitt Administrative Support Specialist City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 07/10/2017 Number Type Regular Agenda Items Department Parks and Recreation Advisory Board Title Update on Park Land Dedication Fund Explanation Parks Manager, Heather Dowell, will provide clarification to the Board concerning the interest line from the Park Land Dedication fund projections as of February 28, 2017. Attachments City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3b Agenda Date 07/10/2017 Number Type Regular Agenda Items Department Parks and Recreation Advisory Board Title Consider The Colleyville Nature Center Pond Naming Ad Hoc Committee's recommendation and approval of the May 1, 2017 Ad Hoc Committee minutes Explanation At the Parks and Recreation Advisory Board meeting held on April 10, 2017 the board voted to create the Colleyville Nature Center Pond Naming Ad Hoc committee to consider names for the Colleyville Nature Center's ponds. The Facebook Friends/Colleyville Nature Center were also present at the April 10, 2017 Parks and Recreation Advisory Board meeting and presented names for the 9 ponds at the Colleyville Nature Center. On May 1, 2017 the Colleyville Nature Center Pond Naming Ad Hoc Committee met. The committee unanimously voted to recommend the names the Facebook Friends/Colleyville Nature Center presented. The Colleyville Nature Center Pond Naming Ad Hoc committee recommends the Parks and Recreation Advisory Board recommends the pond names to City Council. A map indicating the proposed names for each pond at the Colleyville Nature Center is attached. The minutes from the Colleyville Nature Center Pond Naming Ad Hoc Committee are attached for approval and the committee will be dissolved upon completion of this matter. Attachments 1.City of Colleyville Facility Naming Policy 2.City of Colleyville Nature Center Proposed Names Map 3.Colleyville Nature Center Pond Naming Ad Hoc Committee draft Minutes - May 1, 2017 *Brown dotted lines indicate trails within the Nature Center COLLEYVILLE NATURE CENTER PROPOSED POND NAMES Duck Haven Pond Long Pond Angler’s Pond Pecan Pond Peaceful Pond Mill Pond Hidden Pond Herman’s Pond Dry Pond City of Colleyville Page 1 City of Colleyville Colleyville Nature Center Pond Naming Ad Hoc Committee DRAFT MINUTES City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Monday, May 1, 2017 6:00 p.m. Parks Administration Office 5109 Bransford Road 1. CALL TO ORDER Parks Manager, Heather Dowell called the meeting of the Colleyville Nature Center Pond Naming Ad Hoc Committee to order on May 1, 2017, at 6:13 p.m. ROLL CALL Present: Board Members Rich Hendler, Cliff LeBlanc, and John Hillebrand. City staff: Parks Manager Heather Dowell and Administrative Support Specialist Julie Prewitt. Absent: Board Member Natalie Genco and Ajit Purandare. 2. REGULAR AGENDA ITEMS 2a Introduction of Colleyville Nature Center Pond Naming Ad Hoc Committee members All board members present had previously met and Parks Manger Dowell moved on to the next item on the agenda. 2b Colleyville Nature Center Pond Naming Ad Hoc Committee charge and timeline All board members present consented to having Parks Manager Dowell facilitate the meeting and agreed to move on to the next agenda item. Board member Rich Hendler asked about the approval process of the names. Manager Dowell confirmed the Colleyville Nature Center Pond names recommended will be brought back to the Parks and Recreation Advisory committee for consideration. The names the Parks and Recreation Advisory board recommends will be sent on to City Council for consideration. 2c Consideration of naming the ponds located at the Nature Center Colleyville Nature Center Pond Naming Ad Hoc Committee DRAFT MINUTES May 1, 2017 City of Colleyville Page 2 Board member Cliff LeBlanc moved to recommend the names previously presented by the Facebook Friends/Colleyville Nature Center, on April 10, 2017, for the Colleyville Nature Center Ponds to be recommended to the Parks and Recreation Advisory Board. Board Member Rich Hendler seconded the motion. The motion carried unanimously. The Colleyville Nature Center Pond Names recommended will be presented to the Parks and Recreation Advisory board at its next regularly scheduled meeting in July 2017. According to the bylaws, Article IV, Section 4.9 of the Parks and Recreation Advisory Boar the subcommittee will be dissolved upon completion of the charge or task. Board member Rich Hendler asked if there was any way to move the timeline up in the interest of safety. Manager Dowell stated we cannot change the process. We can give the map of the pond names just recommended to the police and fire, letting them know these are the proposed names. However, a citizen will not know of the names unless they are a member of the Facebook group Friends/Colleyville Nature Center. Board member John Hillebrand asked when the Ad Hoc committee returns to the Parks and Recreation Advisory Board they could recommend that signage for the ponds be an Eagle Scout project. Manager Dowell stated she would rather wait on signage until the Parks, Recreation and Open Space Master Plan is completed. As we progress there will be a need for signage for the general population, to identify items and make it educational too. 3. ADJOURNMENT Board member Cliff LeBlanc moved to adjourn the meeting, and board member John Hillebrand seconded. Motion carried unanimously. Parks Manager Heather Dowell adjourned the meeting at 6:23 p.m. APPROVED BY A VOTE OF ___ AYES, ___ NAYS, AND ___ ABSTENTIONS ON THIS THE ________ DAY OF _______________ _____. Minutes taken and prepared by: Julie Prewitt Administrative Support Specialist City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3c Agenda Date 07/10/2017 Number Type Regular Agenda Items Department Parks and Recreation Advisory Board Title Consider the frequency the Parks and Recreation Advisory Board meets Explanation This item is provided at the request of Board member Rich Hendler, who wishes to discuss the frequency of the Parks and Recreation Advisory Board meetings. Per the Parks and Recreation Advisory Board bylaws, Article 4.1, "Regular meetings shall be held quarterly on the first Monday of the month in the 2nd floor meeting room at the Colleyville Library located at 110 Main Street. Meeting dates, times and location may be changed as necessary." Attachments 1.Parks and Recreation Advisory Board Bylaws Parks and Recreation Advisory Board BYLAWS ARTICLE I – Identification and Purpose The Parks and Recreation Advisory Board was established by the City Council of Colleyville, Texas, by Ordinance O-89-719 on May 12, 1989. The purpose of Parks and Recreation Advisory Board is to serve as an advisory body to the City Council on all matters pertaining to the delivery of leisure services to the citizens of Colleyville. ARTICLE II – Membership 2.1 The Parks and Recreation Advisory Board shall consist of eight (8) members who shall be appointed by the City Council for a (2) year term. 2.2 Members shall serve without compensation and until their successors are appointed. 2.3 Members must be residents of Colleyville, Texas unless City Council waives the residency requirement. 2.4 Vacancies on the Parks and Recreation Advisory Board shall be reported to the City Secretary and filled by appointment of the City Council for the length of the unexpired term. 2.5 If a member of the Parks and Recreation Advisory Board fails to maintain a seventy-five percent (75%) attendance record for all regularly scheduled meetings, the Chair or staff liaison will notify the City Secretary. City Council may, at its discretion, declare a vacancy, advertise the open position or appoint a replacement without advertising. ARTICLE III – Officers 3.1 The officers of the Parks and Recreation Advisory Board shall be the Chair and the Vice Chair. Bylaws approved by City Council on April 2, 2013 Page 2 of 4 Parks and Recreation Board Bylaws Approved January 7, 2013 3.2 The Parks and Recreation Advisory Board shall elect the Chair and Vice Chair from among the members annually at the first meeting in January and at such other times as these offices may become vacant. The officers shall serve one-year terms or until a successor is elected. 3.3 In the event of resignation or incapacity of the Chair, the Vice Chair shall serve as the Chair for the unexpired portion of the term. The office of the Chair will be a non-voting position, except in case of a tie. 3.4 City staff shall take minutes of the meeting and serve as custodian of Parks and Recreation Advisory Board records. ARTICLE IV – Meetings 4.1 Regular meetings shall be held quarterly on the first Monday of the month in the 2nd floor meeting room at the Colleyville Library located at 110 Main Street. Meeting dates, times and location may be changed as necessary. 4.2 Members unable to attend a regular meeting shall notify the Chair or staff liaison by noon of the meeting day. In the event any member of the Board is absent three consecutive meetings, a letter shall be submitted to the Mayor and City Council by the Board. 4.3 A majority of the voting Parks and Recreation Advisory Board shall constitute a quorum to conduct business of the Parks and Recreation Advisory Board. The act of the Parks and Recreation Advisory Board members, present at a meeting, at which a quorum is in attendance, shall constitute the act of the Parks and Recreation Advisory Board. 4.4 An agenda shall be prepared by the City Staff for each meeting of the Parks and Recreation Board. There shall be attached to each agenda a report of matters pending further action by the Board. An agenda will be posted in accordance with the Open Meeting Act. Meeting agendas will be posted on the City Hall bulletin boards and the City’s web site 72 hours prior to a meeting. Meeting agenda packets will be available in public documents 72 hours prior to a meeting. Approved meeting minutes will be included in City Council agenda packets under Reports. 4.5 Meeting agenda packets will be distributed to each member 72 hours prior to a meeting. Page 3 of 4 Parks and Recreation Board Bylaws Approved January 7, 2013 4.6 The Chair shall preside at all meetings. In the absence of the Chair, the Vice Chair shall preside. The Chair may recognize individuals wishing to speak regarding an item on the agenda. 4.7 Staff representatives shall be in attendance at Board meetings. They should participate in meetings to provide staff assistance, report and recommendations. 4.8 Special meetings may be called at the request of the Chair or two or more members of the Parks and Recreation Advisory Board or as may be scheduled by a majority of the Board at any previous meeting for the transaction of business. Posting and notification of meeting requirements shall apply to special meetings. 4.9 The Parks and Recreation Advisory Board may establish sub committees as deemed appropriate. Such committees will be dissolved upon completion of the charge or task. ARTICLE V – Duties and Responsibilities 5.1 The Parks and Recreation Advisory Board acts in an advisory capacity to the City Council in all matters pertaining to the delivery of leisure services to the citizens of Colleyville. 5.2 The Chair, or in his/her absence the Vice-Chair, shall preside at all meetings, shall decide all points of order or procedure. Staff representatives shall record, or cause to be recorded, accurate and complete minutes of all business proceedings. 5.3 Establish standing committees and other such committees from time to time may be deemed necessary. 5.4 The Parks and Recreation Advisory Board member will take the Attorney General Texas Open Meetings Act on-line training course, available on this link. http://www.oag.state.tx.us/open/og_training.shtml#22, or you may obtain a DVD of the training course from the City Secretary, and provide a copy of the Certificate of Course Completion to the City Secretary. The training must be completed not later than the 90th day after the date the member takes the oath of office or otherwise assumes responsibilities as a member of the governmental body. Page 4 of 4 Parks and Recreation Board Bylaws Approved January 7, 2013 ARTICLE VI – Amendments 6.1 These bylaws may be amended by a majority vote at any regular meeting, if all members have been notified of the proposed amendment 72 hours prior to such meeting. Amendments must be in compliance with applicable City ordinances. City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 4a Agenda Date 07/10/2017 Number Type Report Department Parks and Recreation Advisory Board Title Recreation, Athletics, and Senior Center report Explanation Parks Manager, Heather Dowell, will give a report for Recreation and City Events Manager, Lisa Escobedo, to update the board on the previous quarter's and upcoming recreation, athletics and Senior Center activities. Attachments City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 4b Agenda Date 07/10/2017 Number Type Report Department Parks and Recreation Advisory Board Title Parks Report Explanation Parks Manager, Heather Dowell, will provide an update on previous quarters accomplishments and give an overview of ongoing projects. Attachments