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HomeMy WebLinkAboutParks and Rec Advisory Board-Agenda Packets-10/9/2012C.t~ ~ ~F ~- COLLEY'~JILLE rr.x,a~ City of Colleyville Parks and Recreation Advisory Board Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, October 8, 2012 Colleyville Public Library 6:00 p.m. 110 Main Street 2na Floor Meeting Room 1. CALL TO ORDER 2. APPROVAL OF MINUTES July 9, 2012 3. REGULAR AGENDA ITEMS 3a Recreation, Athletics, Tennis, and Seniors' Reports 3b Park Operations and Capital Improvement Status Report 3c Review and Discussion of the current bylaws for the Parks and Recreation Advisory Board 4. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA 5. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Thursday, October 4, 2012 by 5:00 p.m. Kathy E. Moore Administrative Assistant Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. 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. PARKS AND RECREATION ADVISORY BOARD MINUTES Monday, July 9, z01z 6:00 p.m. Suzanne Hughes called the meeting to order at 6:01 p.m. on Monday, July 9, z01z, at the Colleyville Public Library - 2nd Floor Meeting Room. ROLL CALL: Suzanne Hughes, Debby Abitz, Ken Llewellyn, Charles Bethards, Tevon Taylor, Thomas Parker, Kathryn Wheat, and Brett Oliver ABSENT: None STAFF: Mary Rodne, Director of the Library and Parks and Recreation, Terry Leake, Assistant City Manager/Chief Financial Officer, and Kathy Moore, Administrative Assistant 1. Call to Order z. Approval of the April z, z01z Parks and Recreation Advisory Board Minutes. Kathryn Wheat made a motion to approve the minutes as read. Charles Bethards seconded the motion. The vote was unanimous. 3. Recreation, Athletics, Tennis and Seniors' Reports. Terry Leake, Assistant City Manager/Chief Financial Officer, announced to the Board that Mary Rodne, Library Director for the City will be taking on the additional responsibilities for the Parks and Recreation's Director position, replacing Monica Walsh. Additionally, she announced that Renee Garrett, Senior Center Supervisor resigned to take another position; Kathy Moore is filling that position in the interim. Terry Leake continued with an update on the Recreation, Athletics, Tennis and Senior programs for April through June. She also informed the Board that the rebranding study of the Senior Center should begin in the fall. Parks and Recreation Advisory Board July 9, 2012 Page z of z Charles Bethards asked if the Popsicles in the Park event replaced the Hop-A-Park event we have had in the past. Terry Leake replied that we wanted to try something new this year due to the dwindling attendance at the Hop-A-Park event. The Popsicles in the Park and Races and Relays events were held earlier in the day to encourage people to get out and enjoy our parks before the heat of the day set in. Debby Abitz asked if the Senior Experience Newsletters were only sent to members of the Colleyville Senior Center. Kathy Moore stated that we used a data base from the Senior Center which also included Seniors who attended classes at the Center. Tevon Taylor brought up the issue that the City does not have any community recreational facility for citizens other then the Colleyville Senior Center. His concerns are that Colleyville dollars are going to other cities, such as North Richland Hills which offers a Recreation Center for citizen of all ages. He would like to see the City work with Lifetime Fitness, which would complement Parks and Recreation to offer a facility to citizen. If the City could work with them to offer Colleyville citizens a discount it would keep Colleyville dollars in Colleyville. Terry Leake will pass the information along to our Economic Development Director. 4. Park Operations and Capital Improvement Status Report Terry Leake, Assistant City Manager/Chief Financial Officer, presented a status report on current projects. Stating on May 4t" the Tarrant Regional Water District lifted the outdoor water restrictions and the Splash Pad at McPherson Park will open as scheduled; adding that the City has updated their Water Conservation Ordinance. She informed the Board that Pleasant Run Trail is underway, with the design and R.O.W. acquisition. Construction is scheduled for 2013. 5. Citizen Comments/Presentations Regarding Items not on the Agenda The Committee agreed to move their next meeting to Monday, October 8t" due to a conflict with the City Council meeting and National Night Out. 6. Adjournment Brett Oliver moved to adjourn at 6:z3 p.m. Tevon Taylor seconded the motion. The vote was unanimous. Respectfully submitted and approved: ~. ~~'tl~~ Kathy E. Moore, Administrative Assistant G t T Y ~ F ~ CC}LLEYVILLE 1' F `{ A S City of Colleyville Parks and Recreation Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 10/08/2012 Number 3a Type Regular Agenda Items Denartment Parks and Recreation Title Recreation, Athletics, Tennis, and Seniors' Reports Explanation Recreation • The Recreation Department moved their offices to the Colleyville Senior Center located at 2512 Glade Road, on July 30, 2012. • The fall 2012 online brochure was available to residents in mid-August. Fall 2012 classes started September 4 and will run through the end of December. • The summer 2012 Experience brochure offered 29 camps, with 462 participants. Athletics • Baseball, Softball and Soccer fields were closed for maintenance during the month of July. • Colleyville Baseball, Colleyville Girls Softball, Colleyville Lacrosse, Colleyville Football and Colleyville Soccer Associations started their fall 2012 seasons in late August. • The Fall 2012 Volleyball season is underway surpassing the spring registration with 75 participants in Division I, and 44 participants in Division II. Tennis • Kelly Langdon, Director of Tennis, held a Mid-Cities Tournament on August 10, with 48 participants. • The summer tennis program offered week long sessions July through August, with regular four week sessions resuming in September. The programmed lessons for July though September had 45 participants, and 215 private lessons. Senior Center • The fall Senior Experience newsletter was mailed out to 600 Seniors in July. • The Metroport Meals on Wheels program had 442 participants during the months of July through September. • Oliver Dental Implants sponsored an Ice Cream Social for the Seniors on August 31, with 28 participants. G t T Y ~ F ~ CC}LLEYVILLE 1' F `{ A S City of Colleyville Parks and Recreation Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3b Agenda Date 10/08/2012 Number 3b Type Regular Agenda Items Denartment Parks and Recreation Title Park Operations and Capital Improvement Status Report Explanation Parks and Recreation CIP Proiects • Pleasant Run Trail (Bogart Drive to Mission Lane) - under design by Schrickel, Rollins and Associates. Miscellaneous Park Proiects • McPherson Park and Sparger Park replaced the slides on both playgrounds due to a manufacture recall; there was no cost to the City. • An Eagle Scout project was completed in August with 20 volunteers who added additional fence ties to the chain link fencing at the Pleasant Run Soccer Complex and Practice facility. • New windscreens were installed at the City Park tennis courts, along with lighting repairs. • Kidsville playground repairs were completed under manufactures warranty. City Council Items July 3, 2012 - Announcements, Proclamations and Presentations Proclamation in recognition of National Parks and Recreation Month - Mary Rodne, Library and Parks and Recreation Director Consent Resolution: Reading and Public Hearing - R-12-3532 Approval of a bid award for Horticultural Grounds Maintenance Contract to the Lawn Firm, in an amount not to exceed $145,734 Approval to renew the Grounds Maintenance Mowing Contract with Whitmore and Sons, Inc., in an amount not to exceed $137,980.29 Resolution: Reading and Public Hearing - Resolution R-12-3539 Consideration of appointments to the Senior Center Advisory Committee G t T Y ~ F ~ CC}LLEYVILLE 1' F `{ A S City of Colleyville Parks and Recreation Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3c Agenda Date 10/08/2012 Number 3c Type Regular Agenda Items Denartment Parks and Recreation Title Review and Discussion of the current bylaws for the Parks and Recreation Advisory Board Explanation All boards, commissions and committees have been asked to review their current bylaws to ensure alignment with current practices and that all required information is included. The City Secretary's office created a template for the update of board, commission and committee bylaws to provide for uniformity and structure. Attachments 1. Parks and Recreation Advisory Board Bylaws 2. BCC Bylaw Template BY-LAWS CITY OF COLLEYVILLE PARKS AND RECREATION ADVISORY BOARD STANDARD OPERATING PROCEDURES ORGANIZATION AND OFFICERS 1. ORGANIZATION The Parks and Recreation Board shail consist of eight (8) regular members and shait be organized and shall exercise such powers as prescribed by the Ordinance of the City. The members shall be residents of the City and shall be appointed by City Council for a period of two (2) years per appointment. 2. OFFICERS A Chair, and Vice-Chair shall be elected annually from among the Board's membership at the first meeting in January and at such other times as these offices may become vacant. The office of the Chair will be a non- ~ voting position, except in case of a tie. 3. DUTIES A. The Board serves as an advisory body to the City Council on all matters pertaining to the delivery of leisure services to the citizens of Colleyville. B. 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. C. Establish standing committees and other such committees from time to time may be deemed necessary. II. MEETINGS 1. PROCEDURES Robert Rules of Order shall govern the procedure for Parks and Recreation Advisory Board meetings. 2. QUORUM A quorum shall consist of five (5) members. 3. AGENDA An agenda shall be prepared by the City Staff for each meeting of the Parks and Recreation Advisory 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. 4. REGULAR MEETINGS Regular meetings in the City of Colleyville or whenever necessary at any previously designated public place shall be held on the first Monday of the month, unless otherwise determined by the Board. 5. SPECIAL MEETINGS Special meetings for any purpose may be held: 1. On the call of the Chair, or 2. On request of two or more members, or 3. As may be scheduled by a majority of the Board at any previous meeting. The time and place of the special meeting shall be determined by the convening authority. Special meetings shall be conducted in accordance with the Open Meetings Act. 6. PUBLIC MEETINGS All meetings shall be held in full compliance with the provision of state law, ordinances of the City and these rules of procedure. 7. ATTENDANCE 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. 8. MINUTES The approved minutes from each meeting will be filed with the Parks and Recreation Director with a copy retained by the City. 9. STAFF SUPPORT Staff representatives shail be should participate in meetings recommendations. HEARINGS AND DECISIONS 1 2. 3 ORDER OF BUSINESS in attendance at Board meetings. They to provide staff assistance, report and The chair shall call the Board to order, and the members present and absent shall be recorded. The minutes of any preceding meeting shall be submitted for approval. The public shall be advised of the procedures to be followed in the meeting. The Board shall then hear and act upon those proposals scheduled for consideration of public hearing. MOTIONS A. A motion may be made by any member other than the. presiding officer. B. A motion to approve any matter before the Board or to recommend approval of any request requiring council action shall require a simple majority of the voting members. When fewer than all the members are present for the voting and when all motions to recommend on a given application fail to carry by one vote. DISQUALIFICATION FROM VOTING A. A member shall disqualify oneself from voting whenever one finds that one has personal or monetary interest in the property under appeal, or one will be directly affected by the decision of the Board. B. A member may disqualify oneself from voting whenever any applicant, or one's agent, has sought to influence the vote of the member on one's application, other than in the public meeting. IV. AMENDMENTS 1. Proposed amendments to these by-laws must be approved by a quorum vote. (BOARD, COMMISSION, COMMITTEE) BYLAWS ARTICLE I- Identification and Purpose The (board, commission, committee) was established by the City Council of Colleyville, Texas, by (Ordinance O-XX-XXXX or Resolution R-XX-XXXX) on (month/day/year). The purpose of (board, commission, committee) is to ARTICLE II - Membership 2.1 The (board, commission, committee (BCC)) shall consist of (number word) (number) who shall be appointed by the City Council for a(number) year term. 22 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 (BCC) 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 (BCC) 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 (BCC) shall be the Chair and the Vice Chair. 3.2 The (BCC) shall elect the Chair and Vice Chair from among the members annually. 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. 3.4 City staff shall take minutes of the meeting and serve as custodian of (BCC) records. BCC Bylaws Page X of X ARTICLE IV - Meetin~s 4.1 Regular meetings shall be held (monthly, bi-monthly, annually, quarterly, as needed) on the (first, second, third, fourth) (day of week) of the (month) at (hour) (p.m., a.m.) in the (place/location). Meeting dates, times and location may be changed as necessary. 42 Members unable to attend a regular meeting shall notify the Chair or staff liaison by noon of the meeting day. 4.3 A majority of the voting (BCC) shall constitute a quorum to conduct business of the (BCC). The act of the (BCC) members, present at a meeting, at which a quorum is in attendance, shall constitute the act of the (BCC). 4.4 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 to the public on the City's website 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. 4.6 The Chair shall preside at all meetings. In the absence of the Chair, the Vice Chair shall preside. 4.7 The Chair may recognize individuals wishing to speak regarding an item on the agenda. 4.8 Special meetings may be called at the request of the Chair or three members of the (BCC) for the transaction of business. Posting and notification of ineeting requirements shall apply to special meetings. 4.9 The (BCC) 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 (BCC) acts in an advisory capacity to the City Council in all matters pertaining to 5.2 Recommend policies for... .... 5.3 Cooperate with City boards, commissions and committees, other governmental agencies, civic groups, and all citizens of the City in the advancement of ......... BCC Bylaws Page X of X 5.4 The (BCC) members shall sign the Acknowledgement Statement in accordance with the Colleyville City Charter, Section 14.02, Personal Financial Interest, Subsection G, Oath, which acknowledges familiarity with the referenced section and Chapter 171 of the Local Government Code pertaining to conflict of interest. 5.5 The (BCC) member shall meet the filing requirements of The Disclosure Act. The City is required to place all Conflict Disclosure Statements submitted to the City on the City's web site. 5.6 The (BCC) member will take the Attorney General Texas Open Meetings Act on-line training course or 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. 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.