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HomeMy WebLinkAboutParks and Rec Advisory Board-Minutes-10/02/2017 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, October 2, 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 October 2, 2017, at 6:03 p.m. Present: Chair Hillary Schwanbeck, Vice Chair Mitali Mandlekar, Board Members Rich Hendler, Cliff LeBlanc, Natalie Genco, Ajit Purandare, and Jim Hasenpflug. Youth Sport Associations Liaisons: Colleyville Soccer Association representative Nathan White. City staff: Parks Manager Heather Dowell, Senior Center and Recreation Manager Lisa Escobedo and Administrative Secretary Julie Prewitt. Absent: Board member John Hillebrand. Youth Sport Associations Liaisons: Colleyville Baseball Association Brenton Johnson, Colleyville Lacrosse Association representative Erika Davis-Noble and Colleyville Girls Softball Association representative Matt Koch. 2. APPROVAL OF MINUTES July 10, 2017 September 13, 2017 Administrative Secretary, Julie Prewitt, received an email request from Board member Mitali Mandlekar to make a wording change to the July 10, 2017 minutes prior to the meeting tonight. The requested rewording was handed out to all board members present. Below is July 10, 2017 requested change from board member Mitali Mandlekar: Board member Rich Hendler asked previous Parks and Recreation Advisory board members if the quarterly meetings worked out. Board member Mitali Mandlekar, answered the quarterly meetings worked out fine, Manager Dowell can reach out to the board to attend meetings with the consultant. Board member Mandlekar stated that before we change our meeting frequency this year, we need to see how this would work with our requirement to visit with the consultant for the master planning process. If we have a (board) meeting scheduled on one day but the consultant is coming in (out of town) on another day to visit with us, we want to make sure that these meetings are scheduled such that we have a quorum and Parks and Recreation Advisory Board MINUTES October 2, 2017 City of Colleyville Page 2 board members are also available to attend as many master plan process meetings as possible. Chair Hillary Schwanbeck asked the board if there were any further changes to consider. Board member Jim Hasenpflug requested defiantly to be changed to definitely at the bottom of page 5, to the July 10, 2017, minutes attached to the agenda packet. Board member Jim Hasenpflug moved to approve the July 10, 2017 meeting minutes with the afore mentioned changes and to approve the September 13, 2017 minutes as written. Board Member Rich Hendler seconded the motion. The motion carried unanimously. 3. REGULAR AGENDA ITEMS 3a Update on Parks, Recreation and Open Space Master Plan Parks Manger, Heather Dowell, gave the board an update on the Parks, Recreation and Open Space Master Plan as to date. Board Member Natalie Genco asked if the online/paper surveys were all from Colleyville residents. Manager Dowell stated no, the survey is open to all residents and participants of activities. Board member Genco asked if Manager Dowell knew the number of Colleyville residents that completed the survey. Manager Dowell stated the consultant has the breakdown of residents that completed the survey. The mail survey was all Colleyville residents. Board member Mitali Mandlekar asked if any feedback has been received from the public meeting. Manager Dowell stated the consultant will provide an update. Manager Dowell informed the board that Brandstetter Carroll will take the mail survey and the online survey and provide a side by side synopsis, and finalize the public workshop, then provide a summary. The consultant is completing the gaps analysis mapping and will meet with the Colleyville elementary students October 24th or 25th. Board member Natalie Genco asked why we are going to the elementary school. Manager Dowell stated to get feedback from the children, versus what the parents would like. Manager Dowell continued to update; the consultant will work on preparing a presentation to the steering committee to summarize all of the engagement and analyses to verify all the information requested in the RFP has been addressed. Then Brandstetter Carroll will work on a presentation for the Parks and Recreation Parks and Recreation Advisory Board MINUTES October 2, 2017 City of Colleyville Page 3 Advisory Board and City Council to make a plan for the draft. We should be moving from draft to final around the first of the year. 3b Overview of the Colleyville Youth Soccer Association Nathan White, spoke on behalf of the Colleyville Soccer Association. Mr. White wanted to inform the board that the Pleasant Run Practice fields, as far as he knows, are the most used fields/park land in Colleyville and the only set of park land that has no restrooms. We are moving in the right direction, the land is now irrigated and lit. Tonight there are probably 1,500 kids using the fields. Manager Dowell, stated the Pleasant Run Complex is in the Master Plan and they have added an additional Port-a-let to the practice side. Manager Dowell realizes there is limited space at the practice fields and has recently seen a small rest room building that would work perfectly, and that would be able to tie into the new water line. Board member Ajit Purandare asked what type of time frame is being considered. Manager Dowell stated once the Master Plan is approved and City Council identifies funding, then Parks and Recreation Advisory Board identifies priorities, we will be able to see where this item is ranked. Board Member Rich Hendler asked if the small restroom is movable. Manager Dowell stated it would be brought in on a crane, it’s pre-constructed. Board Member Rich Hendler informed Mr. White he had requested the Colleyville Soccer Association come to give a presentation. Board member Hendler asked Mr. White, 300 kids practice a night? Mr. White stated on a Monday night, Tuesday and Thursday are our busiest and there is maybe 600 kids practicing a night. Mr. White stated there are 1,500 kids total. Board member Hendler asked, so practice is an hour or hour and a half, how do you divide that up? Mr. White answered practice is an hour to two hours depending on age of child. Board member Hendler asked if all the teams are happy with their slots. Mr. White stated there is not much choice, they all get a chance to sign up for a time to practice. Board member Hendler asked why we did not play games this past Saturday. Manager Dowell stated that the soccer fields are closed right now for over seeding and will be reopened October 6, 2017. Board member Rich Hendler asked about the ages of the teams, and which age group has the most. Mr. White stated most teams are between U6 and U9 (about 900 of the kids), once the children get to middle school a lot of kids choose to play football. We have U3 and U4 teams, there are not that many. Parks and Recreation Advisory Board MINUTES October 2, 2017 City of Colleyville Page 4 Board member Hendler asked if there were other things desired for the park, besides practice fields and restrooms. Mr. White answered it would be great if there were shade structures, but restrooms are paramount. Board member Rich Hendler asked about the driving in and out of the park. Board member Ajit Purandare answered it hasn’t been that bad, it is a one-way loop right now. Board member Hendler asked if we are still good neighbors with the Lutheran Church there. Manager Dowell stated we share back and forth and they allow us to park at the school. Board member Ajit Purandare stated he has not heard of any issues. Mr. White stated they have rented out space at the church to take soccer pictures. Board member Hendler asked if the teams are co-ed or boys/girls. Mr. White stated the U3 and U4 are co-ed, once the children reach the age of 5, boys play boys and girls play girls. Board member Natalie Genco asked over the past five years has the number of kids playing increased or decreased. Mr. White stated the total number of participants have increased every year. Board member Genco asked by what percentage. Mr. White stated it goes up by small increments. Board member Cliff LeBlanc asked if there is a capacity issue. Mr. White stated no, we can schedule the games earlier and later. Practice fields would be a different story, we would have to use other parks. Board member Rich Hendler thanked Mr. White for coming. 4. REPORTS 4a Recreation, Athletics, and Senior Center Report Recreation and City Events Manager, Lisa Escobedo, started her update with recreation. Since the last meeting in July we have finished summer programing, with over 1,000 participants and all the summer camps making. In the past we have had to cancel a couple of camps, all the camps making this summer was a big accomplishment. All of the youth athletic associations have started their fall seasons. This summer’s volleyball league has been the largest to date. Fall volleyball started recently, it also is the largest fall league to date. We were told the Field House in Grapevine did not have enough teams to have a fall league this year. Parks and Recreation Advisory Board MINUTES October 2, 2017 City of Colleyville Page 5 Board member Ajit Purandare asked which Field House. Manager Escobedo stated the Grapevine Mills location. Board member Jim Hasenpflug asked if the Field House was a third party business. Manager Escobedo stated yes, they have teamed up with the City of Grapevine for youth volleyball and basketball. Board member Ajit Purandare asked if that was a relatively new partnership between the Field House and City of Grapevine. Manager Escobedo stated it started last December. Board member Natalie Genco asked where we play volleyball games. Manager Escobedo stated we use GCISD middle school gyms; Heritage Middle School, Colleyville Middle School, and sometimes Crosstimbers Middle School. We really work with the school district and schedule around their programs. Currently we utilize four gyms. Board member Rich Hendler asked if the volleyball league is still recreational. Manager Escobedo stated our volleyball league is very much recreational, it is a great place to come and try volleyball and learn the fundamentals. Board member Hillary Schwanbeck asked what age do children start playing in the volleyball league. Manager Escobedo stated they can start as young as 6, we have a 10 and under league. Manager Escobedo informed the board that Colleyville’s recreation has recently formed a partnership with a select team, Tejas Volleyball Club; allowing our volleyball league participant to attend their volleyball clinics. Colleyville volleyball league members can sign up for $5 and attend a Tejas’s clinic, it gives the children the opportunity to get better practice and coaching. Board member Rich Hendler asked if the connection with GCISD is a good relationship, is it working well. Manager Escobedo stated yes, she works well with GCISD, she works with them very closely using the GCISD software system to schedule the use of GCISD facilities for volleyball, and Lacrosse as well. Board Member Rich Hendler asked if Lacrosse has multiple seasons as well. Manger Escobedo stated yes, they go year round. Manager Escobedo stated GCISD works with us, they will call and let me know if the city’s use of space is going to be cancelled and will suggest a different location for our use. Board member Rich Hendler stated a community center with potential for court areas sounds a lot better than a fitness center. Parks and Recreation Advisory Board MINUTES October 2, 2017 City of Colleyville Page 6 Manager Escobedo moved on to tell the board about Tennis; the fall Tennis leagues continue to be very popular with 13 teams playing at City Park. Board member Rich Hendler asked to give a description of the leagues. Manager Escobedo stated the leagues are all adults, the teams are made up of men and women’s teams with 2 or 4 players. Board member Hendler asked if the skill level was intro or medium. Manager Escobedo stated there are all different levels and rankings. Board member Hendler asked if it was all adults. Manager Escobedo stated yes, all adults. Manager Dowell informed the board they teach a lot of children out at the tennis courts. There is a tennis pro that comes in and teaches. Manager Escobedo stated those are lessons. Board member Rich Hendler asked how many courts are at City Park. Manager Dowell stated we have 6 courts at City Park, and they are heavily used. Board member Rich Hendler asked about scheduling, do the leagues have their own time and then there is open play as well. Manager Dowell stated they are busy. Manager Escobedo continued her update, letting the board know the Senior Center held their Annual Senior Health Fair on September 8, 2017. There was over 40 vendors and 80 plus participants. Board Member Rich Hendler asked if there was a better time to come see the Senior Center, I am very interested in that site. Manager Escobedo stated Tuesday and Thursday’s have a number of activities and the 1st and 3rd Friday’s have Meals on Wheels luncheons. Upcoming activities at the Senior Center will be the Halloween Dance Party on October 19, 2017. On December 13, 2017 the Annual Senior Holiday Party will be held. Board member Rich Hendler asked how many seniors we have using the facilities. Manager Escobedo stated our active membership is up to 650. Board member Cliff LeBlanc asked when the dinner with Santa was being held. Manager Escobedo stated the Lions Club holds the Breakfast with Santa and is usually the first Saturday of December. The City’s Christmas Tree Lighting will be the first Friday of December. Board member Mitali Mandlekar asked if a Halloween Dance party was mentioned, is that just for the seniors. Manager Escobedo stated yes, it is for the seniors. Parks and Recreation Advisory Board MINUTES October 2, 2017 City of Colleyville Page 7 Board member Natalie Genco asked about the Christmas tree decoration contest, is that Park and Recreation or a City event. Manager Dowell stated a City event. Board member Rich Hendler asked about his email request to have Colleyville Soccer Association and Colleyville Softball Association invited to present at tonight’s meeting. Board member Hendler further inquired if it was correct that by the time tonight’s agenda was prepared, Colleyville Softball had not answered? Manager Dowell stated Colleyville Softball responded this past Friday, they could not make it. Manager Dowell stated we will ask them again to come to the next meeting. 4b Parks Report Manager Dowell informed the board the Parks Department has been busy keeping everything alive and mowed during the summer heat and getting the fields ready for the fall Soccer and Baseball/Softball season. Manager Dowell stated we are working with an outside Tournament Team to use our fields throughout October on Sundays. This is a test season and it has been working really well, this is another way to create some extra revenue. Board member Jim Hasenpflug asked if the tournaments are creating an overuse of the fields. Manager Dowell stated not at this time. This year we are allowing the baseball and softball leagues to practice on the fields. They are not hard on our fields, it’s the mounds that get torn up. Manager Dowell informed the board since the purchase of the property South of City Hall we have reworked the area, including installing an irrigation system, planting 13 Lace Bark Elms around it to go with The Village’s theme and seeded the property. The City has also purchased the land east (in front of City Hall) as well. The Parks Department’s irrigator is installing an irrigation system at this time. This will complete our green space, festival area, to hold events. Board member Natalie Genco asked how long ago the City purchased the east land. Manager Dowell stated she believes in the past month. Board member Ajit Purandare asked if the land, Manger Dowell was referring to is the land south of City Hall. Manager Dowell stated yes, we own that entire lot and it is all irrigated. Chair Hillary Schwanbeck stated she is thankful the City has purchased that area. Board member Natalie Genco stated it is a great area. Parks and Recreation Advisory Board MINUTES October 2, 2017 City of Colleyville Page 8 Manager Dowell stated as time progresses we will add landscaping improvements and benches. Board member Cliff LeBlanc asked about a reference to the road out front being removed. Manager Dowell stated there has been discussion of the road being closed, removed or just being closed off. Board member Mitali Mandlekar asked if there is a concept being developed for the land. Manager Dowell stated not yet. Board member Mandlekar stated it would be nice instead of things just falling in place over time. Manager Dowell stated there is a discussion to have someone come in and create a plan, there is a lot of items being discussed and now we have a place to hold them. Board member Rich Hendler stated there is a group that has stepped forward to do the Farmer’s Market. Board member Natalie Genco asked where is the Farmer’s Market going to be held. Board member Hendler motioned to the lot out front. Board member Rich Hendler invited the board to attend the Events Ad Hoc Committee meetings, they are on Wednesday nights at 6pm. Board member Mitali Mandlekar stated now that we know we have this piece of land, there will be several people approaching us about what we potentially could being doing there. We need to have a plan. Manager Dowell stated the big thing is, it is not being programed as a park, and the land is a green space. Manager Dowell continued with her update, letting the board know the parks department has re-landscaped City Hall with drought tolerant plants to tie in with the recently planted landscape around the Library. The board members stated it looks fabulous. Manager Dowell moved on to the ball fields update; the Colleyville Soccer Association worked with them this summer to shut down Pleasant Run Practice’s lower portion of the fields to rework them with compost and reseed. The road project has been rough on the fields, and has removed a light. The road project is also going to be adding a new trail through the front, and a new wrought iron fence on the front of the practice facility. Currently the fields are closed for Rye grass to grow. Manager Dowell informed the board L D Lockett park is now open and being heavily used. Parks and Recreation Advisory Board MINUTES October 2, 2017 City of Colleyville Page 9 Board member Mitali Mandlekar asked who the contractor for L D Lockett Park was. Manager Dowell stated C. Green Scaping. Manager Dowell informed the board the new fiscal year has begun and they are in the process of renewing contracts. We did not re-new the contract with The Lawn Firm, instead we are hiring 2 new employees to maintain the landscape. Board member Jim Hasenpflug asked if the new hires are experienced or is Manager Dowell going to train them. Manager Dowell stated she has just started the process, her plan is to train them and then send them through the Master Gardner Program and Master Naturalist Program. Board member Natalie Genco asked if Manager Dowell is a Master Gardner. Manager Dowell stated no, she has a degree in Horticulture. Manager Dowell let the board know the Parks Department will be working on other projects as well; some medians and pots in front of City Hall and in The Village. Manager Dowell informed the board they will be working with Keep Colleyville Beautiful, hosting a first Annual Arbor Day event along with Keep Colleyville Beautiful’s Pumpkin Mash Dash Run. Currently we are prepping the Nature Center for the October 21st Haunted Trails Event. Board member Natalie Genco asked who scares the people. Manager Dowell stated they are high school students. Board member Genco asked are they volunteers. Manager Dowell stated yes. Board member Cliff LeBlanc asked what time is the event. Manager Escobedo stated 6:30 p.m. to 9:00 p.m. Chair Hillary Schwanbeck asked if the costume contest will be held again this year. Manager Escobedo stated yes. Manager Dowell informed the board National Night Out will be held tomorrow night on field 9 and the new south lot. Board member Rich Hendler asked where is the game. Manager Dowell stated at City Park, behind the library. Manager Dowell let the board know Manager Escobedo and herself have been working on recruiting more events and tournaments in the parks. They have gained a lot of tournaments and this past weekend there was an event at McPherson Park, The Starry Night walk/run. This weekend The Special Olympics is holding their Bocce Ball tournament at McPherson Park. Parks and Recreation Advisory Board MINUTES October 2, 2017 City of Colleyville Page 10 Manager Dowell informed the board the Master Plan update progress continues. Board Member Natalie Genco asked when is the anticipated date for the Master Plan to be ready for a vote. Manager Dowell asked officially? Board member Genco asked what the process is, will they bring it to this board first. Manager Dowell stated yes, it will go to the steering committee then the Park Board, and onto Council. Then the draft process will begin. The draft Master Plan will come back to the Parks Board and Council, and then it will come back for final approval. The timing plan is to be in draft mode around the first of the year. Board member Cliff LeBlanc suggested the board have a special meeting instead of waiting three months. Manager Dowell stated when the consultant comes back to begin the draft, she will set up a meeting, just like last time. Board member Mitali Mandlekar asked if the consultant will develop a long term plan and a year by year. Manager Dowell stated the consultant will do a year by year, for a 10 year period. The plan will have a heavy 5 year plan, and continue out to 10 years. Board member Mandlekar asked if the consultant will give a presentation of the plan. Manager Dowell stated yes. Board member Natalie Genco asked if the last Master Plan was approved, but not implemented. Manager Dowell stated it was approved, it didn’t have a full implementation plan that lined everything out line by line. Board member Genco asked if Manager Dowell knew what percentage of the prior plan was implemented. Manager Dowell stated no, she does refer to the plan to help answer questions about trails. Board Member Natalie Genco asked to clarify reference to trails, does it include sidewalks. Manager Dowell stated this includes just trails, the Sidewalk Committee is working on sidewalks. Before we finish we will come together before finishing the Master Plan. Board member Rich Hendler stated one of the benefits of the consultant chosen was the heavy citizenry input on the Master Plan. Board member Natalie Genco stated she was thrilled to hear there is a Sidewalk Committee again. The last vote on a Master Plan there was one, but it never came together with any findings. Board member Rich Hendler asked if the land between the Alpacas on L D Lockett and Bransford Road was available for a possible dog park. Manager Dowell stated the land belongs to the city. Parks and Recreation Advisory Board MINUTES October 2, 2017 City of Colleyville Page 11 Board member Jim Hasenpflug asked to re-identify what property was being referred to. Manager Dowel stated from the corner of Bransford Road and L D Lockett Road down past Westcoat Drive just before L D Lockett Park. Board member Jim Hasenpflug asked if the area where McDonwell School Road dead ends into Westcoat Drive, just to the east of that intersection, is that area private property. Manager Dowell stated yes, one owner. 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA Chair Hillary Schwanbeck stated there are no citizen comments. 6. ADJOURNMENT Board member Cliff LeBlanc moved to adjourn the meeting, and board member Natalie Genco seconded. Motion carried unanimously. Chair Hillary Schwanbeck adjourned the meeting at 7:23 p.m. APPROVED BY A VOTE OF 7 AYES, 0 NAYS, AND 0 ABSTENTIONS ON THIS THE 8TH DAY OF JANUARY 2018. Minutes taken and prepared by: Julie Prewitt Administrative Secretary