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HomeMy WebLinkAboutParks and Rec Advisory Board-Agenda Packets-1/7/2013City 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, January 7, 2013 6:00 p.m. Colleyville Public Library 110 Main Street 2nd Floor Meeting Room 1. CALL TO ORDER 2. APPROVAL OF MINUTES October 8, 2012 3. REGULAR AGENDA ITEMS 3a Introduction of new Parks and Recreation Advisory Board members 3b Election of a Parks and Recreation Advisory Board Chairperson and Vice- Chairperson 3c Discussion and consideration of appointment of representatives to serve on subcommittees 3d Recreation, Athletics, Tennis, and Seniors' Reports 3e Parks Operations and Capital Improvement Status Report 3f Approval of the updated 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 Friday, January 4, 2013 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. Parks and Recreation Advisory Board Agenda January 7, 2013 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 - DRAFT City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, October 8, 2012 6:00 p.m. Colleyville Public Library 110 Main Street 2nd Floor Meeting Room 1. CALL TO ORDER Chairperson Suzanne Hughes called the meeting of the Parks and Recreation Advisory Board to order on October 8, 2012 at 6:01 p.m. ROLL CALL Present: Chairperson Suzanne Hughes, Board Members Ken Llewellyn, Charles Bethards, Debby Abitz, Kathryn Wheat, Brett Oliver. Library, Parks and Recreation Director Mary Rodne, Park Supervisor Tim Hightshoe, Assistant City Manager/Chief Financial Officer Terry Leake, Administrative Assistant Kathy Moore Absent: Board Member Thomas Parker and Tevon Taylor 2. APPROVAL OF MINUTES July 9, 2012 Board Member Debby Abitz moved to approve the July 9, 2012 minutes as written. Brett Oliver seconded the motion. The motion carried with a unanimous vote. 3. REGULAR AGENDA ITEMS 3a Recreation, Athletics, Tennis, and Seniors' Reports Mary Rodne, Library, Parks and Recreation Director updated the Board on Recreation, Athletics, Tennis and the Senior Center activities for the months of July through September. She noted that the Recreation Department has moved to the Senior Center and will now office out of that location; additionally she added that Cody Ashton was hired to fill part-time Building Attendant position, which will also office from that location. The budgets were approved on September 18, with CEDC funds approved for the Senior Center rebranding study; additionally, funds were approved for new and replacement of tables and chairs at the Senior Center. Parks and Recreation Advisory Board Minutes - Draft October 8, 2012 City of Colleyville Page 2 3b Park Operations and Capital Improvement Status Report Tim Hightshoe, Parks Superintendant gave an update on the Parks and Recreation CIP Project for Pleasant Run Trail. Additionally, he updated the Committee on other miscellaneous projects preformed by the Parks Department. 3c Review and Discussion of the current bylaws for the Parks and Recreation Advisory Board Library Director Mary Rodne informed the Committee that the City Secretary’s office had prepared a general template for all Boards, Commissions and Committees for their bylaws. Committee members were asked to review the current bylaws and make notes for the January meeting. Rodne concluded that when the update of the Parks and Recreation Advisory Board Bylaws is complete, they will be forwarded to the City Council for approval. 4. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA None 5. ADJOURNMENT Kathryn Wheat moved to adjourn the meeting at 6:25 p.m. Brett Oliver seconded the motion. The motion carried with a unanimous vote. Minutes taken and prepared by: Kathy E. Moore Administrative Assistant City of Colleyville Page 1 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 01/07/2013 Number 3a Type Regular Agenda Items Department Parks and Recreation Title Introduction of new Parks and Recreation Advisory Board members Explanation This item is for the introduction of new Parks and Recreation Advisory Board Members Attachments 1.2013 Parks and Recreation Advisory Board roster City of Colleyville Page 1 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 01/07/2013 Number 3b Type Regular Agenda Items Department Parks and Recreation Title Election of a Parks and Recreation Advisory Board Chairperson and Vice-Chairperson Explanation This item is for the election of a Board Chairperson and Vice-Chairperson for the Parks and Recreation Advisory Board for the upcoming year. Attachments City of Colleyville Page 1 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 01/07/2013 Number 3c Type Regular Agenda Items Department Parks and Recreation Title Discussion and consideration of appointment of representatives to serve on subcommittees Explanation This item is for the appointment of representatives from the Parks and Recreation Advisory Board to serve on the Park Land Dedication Committee and the Colleyville Tree Board. The Park Land Dedication Committee has one place to appoint. Tevon Taylor's term expired December 2012. The Colleyville Tree Board has two places to appoint, with Suzanne Hughes and Debby Abitz terms expiring on December 2012. Attachments City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3d Agenda Date 01/07/2013 Number 3d Type Regular Agenda Items Department Parks and Recreation Title Recreation, Athletics, Tennis, and Seniors' Reports Explanation Recreation The Colleyville Clean Sweep took place October 13 at McPherson Park. 120 volunteers came out to help with this event, resulting in 240 volunteer work hours. The Haunted Trail Fest was held October 20 at the Colleyville Nature Center. The event was highly attended with 919 people venturing down the trail. Revenues brought in by the event totalled $2,622 with an additional $850 in sponsorships. The Parks and Recreation Department assisted with the set-up/tear-down of the City's annual Holly Colley event held on November 30; and the Recreation Department coordinated the arts and craft tent. Athletics Hurst United Soccer Association rented the Pleasant Run Soccer Complex game fields to host their annual Turkey Shoot tournament. The event brought in $1,900 in rental revenue. Covenant Christian Academy hosted their junior varsity and varsity league soccer program at the Pleasant Run Soccer Complex, which generated $800 in rental and field maintenance revenue. Tennis Kelly Langdon, Director of Tennis, held a Mid-Cities Tournament on October 13, with 90 participants. The fall tennis program ran August 13 through December 1, with 80 participants for classes offered and 313 participants for private lessons and drills. Senior Center The winter/spring Senior Experience newsletter was mailed out to 615 Seniors in December. The Metroport Meals on Wheels program had 574 participants during the months of October through December. Parks and Recreation Advisory Committee Agenda Briefing 3d City of Colleyville Page 2 The Annual Senior Health Fair was held on October 12, with 36 vendors participating. Flu shots, vision screenings, spinal screenings and blood pressure checks were just a few of the services offered at this free event. The Senior Holiday Party was held December 13 with 47 participants; Entertainment services were donated by Just Jazz, and Santa (Dax Davis), along with Mary Rodne and Paul Wallace who provide holiday photos for the event. Attachments City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3e Agenda Date 01/07/2013 Number 3e Type Regular Agenda Items Department Parks and Recreation Title Parks Operations and Capital Improvement Status Report Explanation Parks and Recreation CIP Projects • Pleasant Run Trail (Bogart Drive to Mission Lane) - under design with Schrickel, Rollins and Associates. • Miscellaneous Parks Projects • Repairs were made to the Cotton Belt Trail were areas where washed out, soil and sod were added. • Transition renovations were completed at City Park baseball field 9. • City Park restrooms were repainted. City Council Items October 16, 2012 - Pre Council Presentation and discussion of the Bidault House October 16, 2012 - Announcements, Proclamations, and Presentations In recognition of Board, Commission, and Committee Member's service - Mayor David Kelly Senior Center Advisory Committee Melanie Damron - September 2010 - September 2012 Anne Gifford - September 2008 - September 2012 Presentation of the Spirit Award - Mayor David Kelly - Presented to Mary Rodne and Paul Wallace for the Mayor’s Community Service Award November 5, 2012 - Resolution: Reading and Public Hearing - Resolution R- 12-3553 - Approval of a donation from the Colleyville Baseball Association, in the form of a six lane batting cage and site enhancements estimated at a $70,000 value November 5, 2012 - Resolution: Reading and Public Hearing - Resolution R- 12-3554 - Consideration of appointment to the Park Land Dedication Committee - Planning and Zoning Commission member Larry Knox Parks and Recreation Advisory Committee Agenda Briefing 3e City of Colleyville Page 2 October 16, 2012 - Announcements, Proclamations and Presentations Recognition of employees' years of service Steve Strickert - 5 years December 18, 2012 - Resolution: Reading and Public Hearing – Resolution R-12-3571 Consideration of appointments to the Parks and Recreation Advisory Board Attachments City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3f Agenda Date 01/07/2013 Number 3f Type Regular Agenda Items Department Parks and Recreation Title Approval of the updated Bylaws for the Parks and Recreation Advisory Board Explanation All boards, commissions and committees were asked to review and update their current bylaws and to submit them in a new uniformed template provided by the City Secretary's office. A draft of the updated bylaws for the Parks and Recreation Advisory Board is attached for the consideration for approval. Once approved the new bylaws will be presented to City Council for their approval. Attachments 1.Draft Copy of the Updated 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) 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. 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. Page 2 of 3 Parks and Recreation Board Bylaws 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. 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. Page 3 of 3 Parks and Recreation Board Bylaws 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. 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.