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HomeMy WebLinkAboutParks and Rec Advisory Board-Agenda Packets-02/04/2019City 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, February 4, 2019 6:00 p.m. Colleyville Public Library 110 Main Street ­ 2nd Floor  1.CALL TO ORDER 2. APPROVAL OF MINUTES  May 7, 2018 December 3, 2018 3.REGULAR AGENDA ITEMS    3a Introduction of Parks and Recreation Advisory Board members    3b Election of Board Chair and Vice Chair    3c Recommendation and consideration of representatives to serve on  subcommittees    3d Grapevine/Colleyville Sports Association Presentation ­ Mark Assaad    3e 2019 meeting dates and time duration 4.REPORTS    4a Parks and Recreation Report 5.PARKS AND RECREATION ADVISORY BOARD PICTURE 6.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday,  February 1, 2019 by 5:00 p.m. Joyceinne Williams Administrative Secretary 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 February 4, 2019   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 MINUTES City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Monday, May 7, 2018 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 May 7, at 6:02 p.m. Present: Chair Hillary Schwanbeck, Vice Chair Mitali Mandlekar, Board Members: Rich Hendler, Cliff LeBlanc, and John Hillebrand. Brandstetter Carroll Inc. representatives: Parick D. Hoagland and Elizabeth S. Holser. City staff: Parks Manager, Heather Dowell, Senior Center/Recreation Manager, Lisa Escobedo, Administrative Secretary, Joyceinne Williams. Absent: Board Members Ajit Purandare, Jim Hasenpflug and Natalie Genco 2. APPROVAL OF MINUTES – MARCH 5, 2018 2a Corrections to March 5, 2018 Minutes Rich Hendler made note that the agenda did not reflect the deferred action items: Delay of proposed action on tree items Invitation for a sports person to speak to group Another note of concern about the lapse of time of receiving the minutes between meetings. Board member Cliff LeBlanc moved to approve the March 5, 2018 meeting minutes (with corrections to the agenda) and Board Member John Hillebrand seconded the motion. The motion carried unanimously. City of Colleyville Page 2 Parks and Recreation Advisory Board MINUTES May 7, 2018 3.REGULAR AGENDA ITEMS 3a Master Plan Update Discussion was provided, by the board members, on suggestions on how to prioritize the Capital Project rankings. Several board members stated that early comments were sent in and was wondering if they were too wordy to be included in the list. Patrick Hoagland stated that some of the recommendations were taken out because they were combined with other items on the list. Cliff LeBlanc stated it would be helpful if we knew how much money was allocated for each of the projects. Lisa Escobedo explained that there are different timeframes allocated for each of the projects (i.e. 0-2 years; 3-5 years; 6-10 years, 10+). There is a $300,000-500,000 budget range per year for the projects. Some of the projects are funded through various other funds (General Fund, CEDC, and other special funds) depending on the project. Some funds are allocated specific to a particular project. The committee discussed each of the items with emphasis on several items: Maintenance and safety items at each of the city parks. City playground upgrades for additional use. Recreation Program enhancements. Questions of concern included: Can something be added to the list (i.e. small splash pad near the ball diamonds at City Park)? Patrick Hoagland stated - Yes, we can add to the present item with explanations. Rich Hendler asked Lisa Escobedo to explain her thoughts on the utility of a recreation center, the value of the recreation center to the community and the potential utilization of a recreation center. Lisa Escobedo explained that the citizens often ask why we do not have a recreation center. Colleyville recreation program offers a variety of programs and it is cheaper to participant than other cities close by. The City of Colleyville Page 3 Parks and Recreation Advisory Board MINUTES May 7, 2018 advantage to Grapevine and Southlake is that they have more sales tax and property revenue to provide larger facilities. The committee unanimously agreed that there is a need for more programing space for the recreation program. It was suggested that a recreation multipurpose center, with focus on the recreation programs, be added and renovation to the Senior Center. Presently, all of recreation programs are handled out of the Senior Center, Rock House, and GCISD facilities. Vice chair Mitali Mandlekar suggested, besides the public survey results rating that suggest priority items, few projects that need to be brought up to (current) code compliance may also be given a priority, especially those areas/items that relate to public safety. Each of the items on the list was discussed by the board members focusing on the following additions and improvements: Trails Restrooms Picnic shelters Planting trees Electricity in the park Dog park Safety items at city parks Signage Patrick Hoagland suggested that each person rank the items by what is most important based on what you have heard, what you want to try to accomplish and should take into consideration the most efficient means of where the funding amount should be spent. Patrick Hoagland suggested that everyone place a ranking for each of the projects listed. Brandsetter Carroll Inc. will compose an action plan document based on the rankings from each of the board members and the report will be sent to each member. Brandstetter Carroll Inc. will provide the following information in the report: Action Plan – Colleyville Parks, Recreation & Open Space Master Plan. Mitali Mandelekar commented on a vision to connect an open space network. Rich Hendler asked if there is a connectivity between schools and other cities regarding trail connections, sidewalks, parking and safety. City of Colleyville Page 4 Parks and Recreation Advisory Board MINUTES May 7, 2018 Lisa Escobedo stated that we do have discussion with schools and other cities. She also stated that a new sidewalk policy is being discussed at our next council worksession. 4.REPORTS 4a Parks Update 4b Recreation Update 5.CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA 6.ADJOURNMENT Board member Clif LeBlanc moved to adjourn the meeting, and board member Mitali Mandlekar seconded. Motion carried unanimously. Vice Chair, Mitali Mandlekar adjourned the meeting at 8.09 p.m. APPROVED BY A VOTE OF _ AYES, _ NAYS, AND _ ABSTENTIONS ON THIS THE 4TH DAY OF FEBRUARY 2019 Minutes taken and prepared by: Joyceinne Williams Administrative Secretary 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, December 3, 2018 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 December 3, 2018 at 6:03 p.m. Present:Chair Hillary Schwanbeck, Vice Chair Mitali Mandlekar, Board Members Rich Hendler, Ajit Purandare, John Hillebrand, Cliff LeBlanc. Colleyville Soccer Association, Patrick Dunagan. City staff: Urban Forester Caleb Tandy, Parks and Recreation Director Lisa Escobedo; Administrative Secretary Joyceinne Williams Absent: Board members Natalie Genco and Jim Hasenpflug 2. APPROVAL OF MINUTES Board member Cliff LeBlanc moved to table the May 7, 2018 minutes awaiting attachments from Board Members. Board Member Rich Hendler seconded the motion. The motion carried unanimously. Board member John Hillebrand moved to approve the October 8, 2018 minutes with the correction of the spelling of Mitali Mandlekar name. Ajit Purandare seconded the motion. 3.REGULAR AGENDA ITEMS 3a Colleyville Soccer Association Update Patrick Dunagan from the Colleyville Soccer Association updated the Board on the status of the association. The 2017-2018 soccer year brought changes: Small-sided games caused small-sided teams; which required more teams, more coaches, more ref pay, field layout changes The changes were implemented a year early (2016-2017) to keep teams small rather than having to shrink them a year later, basically avoiding having to cut players Smaller fields required different goals City of Colleyville Page 2 Parks and Recreation Advisory Board DRAFT MINUTES December 3, 2018 With the purchase of new goals, CSA was one of the only soccer complexes in North Texas in full compliance with the new US Soccer mandate on time, with the start of the Fall 2017 season. A $30,000 donation given to the City of Colleyville covered full cost of the Sign at the entrance to Pleasant Run Soccer Park. Up to 30 goals are located at Pleasant Run Park. CSA purchased 26 of them over the past three years. Each year CSA provides a scholarship check to two deserving high school graduating former players. CSA established a Coaches Resource Manual providing valuable coaching resource throughout the season. CSA also upgraded the uniform kit for all players, ordering of uniforms based on actual sizes of each player. CSA established the Volunteer/Coach of the Year award that is now on display at the Londoner Pub in Colleyville. Rich Hendler asked for further follow up on the “Hall of Fame”. There are two seasons per rec soccer year, Fall and Spring consisting of 1,169 players per season and approximately 350 youth players. The number of players grew from approximately 750 players in 2012 to approximately 1,100 players in 2018. A total 1,935 youth rec soccer players annually, including the competitive EVO players and the adult rec players. An estimated 55% of this number are Colleyville Residents. The EVO is a year round competitive soccer program for those not quite ready to take the competitive plunge. The program provides, training, competitive league play, and tournaments. There are 35 teams (384 players) currently participating in the program. CSA purchased two portable LED light towers this past season. There is enough lighting for practices at fields 7AB, 8AB, 9AB, and 10 AB. There are still problems paying someone to set up and take down the lights each evening. There is also an issue with parents stopping along the fence to drop off and pick up kids. Cars attempt to drive around stopped cars, with kids unseen coming around the stopped vehicles. CSA has implemented a series of signs which take a positive approach, essentially thanking parents for doing it right. City of Colleyville Page 3 Parks and Recreation Advisory Board DRAFT MINUTES December 3, 2018 CSA needs 90 refs to run a season. Refs are contractors and must request games, we cannot assign them. Young refs (13 years old) make $18 to $24 per hour based on age group being officiated. These jobs teaches them confidence, responsibility and more. There are 130-145 refs signed up to assist, and CSA has never cancelled a game for lack of refs. CSA’s Board of Directors are engaged and diverse by Colleyville standards. 4.REPORTS 4a Tree Maintenance Pilot Program Update Caleb Tandy, the City Urban Forester, reported a recommendation from the Parks Board for a suggested pilot program to be submitted to the city council for approval. Caleb Tandy explained that there are several public safety reasons for this program: program will reduce vehicle impacts to low limbs and increase sight clearances at street intersections program will provide standards for selection of contractors to assure they have appropriate experience, equipment, and insurance program will also provide standards of how contractors work in the ROW to assure pedestrian and traffic safety program provide awareness and education to homeowners on the code violation John Hillebrand explained the program will consist of selecting several streets based on an abundance of non-compliance low tree limbs and/or visibility issues that cause a safety issue. A bid proposal was recommended to be presented to 3 tree companies with the list of addresses of trees to be trimmed along with pruning specifications on how the work should be completed. The homeowners/HOA and the city (city responsible for city property only) would be responsible for the cost. Caleb Tandy explained a cost savings for all by having a larger scope of work assigned to a chosen contractor rather than individuals calling out a contractor for smaller jobs where minimum billing would apply to a single payer. The City will submit a bid process for the job and will award the contractor with the lowest bid the job. Each contractor will be required to have insurance, ISA certifications, a bucket truck, etc. City of Colleyville Page 4 Parks and Recreation Advisory Board DRAFT MINUTES December 3, 2018 Caleb Tandy explained the properly trimmed trees may lengthen the time before it is required again in the future. Promoting healthy pruning standards reduces the likelihood of decay and limit, over pruning trees, where it may cause stress. Cliff LeBlanc asked “how big is the problem” and “what is the dollar value intent”? Caleb Tandy responded that the total problem is not known. Mitali Mandlekar suggested that a map identifying the trees in Colleyville be presented to try to help determine the extent of the problem and to identify approximately, how many city trees versus homeowner trees would be included in the program. The Board agreed not to submit recommendations to council until further information is supplied and discussed. 4b Tree Fund and Park Land Dedication Fund Balance Lisa Escobedo reported that the Tree Fund Balance Lisa Escobedo reported that the Park Land Dedication Fund Balance 4c Recreation, Athletics, and Senior Center Report Lisa Escobedo reported: Fall Volleyball Leagues concluded with an end of season tournament on November 10. Thirty-four teams participated and a total of 342 girls played. Youth Sports Associations (soccer, baseball & softball) concluded their rainy season, but all the sports were able to get their games in. Fall Tennis Leagues are currently being held at City Park with 8 teams playing. Senior Halloween Dance was held on Wednesday, October 24. Senior Holiday Party is scheduled for Wednesday, December 12 from 6-9 pm. Senior Holiday Dance is scheduled for Wednesday, December 19 from 7-9:30 pm. City of Colleyville Page 5 Parks and Recreation Advisory Board DRAFT MINUTES December 3, 2018 Winter Ball registration begins Monday, December 10, and the event will take place on Friday, January 25 from 7-9 pm at the Colleyville Center. Winter/Spring 2019 Brochure will be mailed out this week. And will include the recreation programming from January-April from toddlers to seniors. Looking forward to Spring Coed Sand Volleyball League 4c Parks Report Dredging Project at Kimzey Pond was completed at the end of October. The open space where the sediment was put to dry is still being maintained. The Cheek Sparger/Jackson roundabout has been completed. The John McCain/Pleasant Run roundabout landscape redesign, irrigation, lights and a sculpture of kids playing on a fence will be installed with completion in about 2 weeks. The Arbor Day Event was held on Saturday, November 3, in conjunction with the Farmer’s Market. The department passed out 200 free saplings (Sawtooth Oak, Lacebark Elm, Vitex, and Crape Myrtles). The next meeting is scheduled for February 4, 2018. 5.CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA 6.ADJOURNMENT Board member Ajit Purandare moved to adjourn the meeting, and board member Mitali Mandlekar seconded. Motion carried unanimously. Chair Hillary Schwanbeck adjourned the meeting at 8:30 p.m. APPROVED BY A VOTE OF _ AYES, _ NAYS, AND _ ABSTENTIONS ON THIS THE 4TH DAY OF FEBRUARY 2019. Minutes prepared from a recording by: Joyceinne Williams Joyceinne Williams Administrative Secretary