12.08.2016 Parks & Rec MinutesISPER OWN OF
Prosper is a place where everyone matters.
1. Call to Order / Roll Call.
MINUTES
Regular Meeting of the
Parks and Recreation Board
108 W. Broadway St., Prosper, Texas
Town of Prosper Municipal Chambers
Thursday, December 8, 2016, 6:00 p.m.
The meeting was called to order at 5:59 pm by Barbara Cottone.
Board members present: Chair, Barbara Cottone; Vice Chair, Mandy Goddard; Secretary, Jeffrey Hodges;
Rebekah Land, Rick McGrath and Chuck Smith.
Board member absent: Amy Bartley.
Staff members present: Dudley Raymond, Director of Parks and Recreation; Paul Naughton,
Landscape Architect; Matt Furr, Parks Superintendent, Julie Shivers, Recreation Coordinator; and Patty
Kendzie, Senior Administrative Assistant, Parks and Recreation.
2. Consider and act upon approval of the minutes from the October 13, 2016, Parks and
Recreation Board meeting.
Motion to approve by Smith, second by McGrath. Approved 6-0.
3. Comments by the Public.
4. Informational items.
Dudley Raymond introduced himself and was welcomed as the new Director of Parks and Recreation.
a. Recreation Update
Shivers spoke about the decision to cancel the 2016 Prosper Christmas Festival, scheduled for December
3. The Emergency Management Team, consisting of representatives from Police, Fire, Public Works and
Recreation, met on December 2, 2016, and decided to cancel the festival due to impending inclement
weather. Additional factors in the decision were cancellations of activities by surrounding cities (Dallas,
Carrollton, Garland, Celina) and performers from the schools, vendors and food vendors were backing out
at rapid rates. Harlan Jefferson, Town Manager, accepted the recommendation to cancel.
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To salvage a Christmas activity for the Town, a lighting of the community Christmas tree has been
scheduled for December 10, 2016. Activities begin at 6:00 pm and will include Santa, strolling
characters, an inflatable slide, cookies and hot chocolate. At 6:45 pm, Mayor Ray Smith will light the tree
and fireworks will commence immediately after. Vendors and sponsors have been invited to set up tables
and a few are expected to attend. Shivers thanked Parks and Recreation Board members Cottone and
Land for serving on the Christmas Festival Committee. Cottone commended the decision to have a tree
lighting.
McGrath inquired about the use of Facebook and Shivers responded that social media, including
Facebook, was part of the advertising mix.
Shivers encouraged the Board members to bring a device to January 12, 2017, meeting so that all can
register for the IT'S TIME TEXAS Community Challenge.
b. Parks Development Update
Naughton provided an update on Frontier Park, Phase 2. Bids were received from the Construction
Manager -at -Risk just after Thanksgiving and the project came in over budget. We are currently value
engineering several items that will go to Town Council on December 13, 2016, for direction. We are
looking at various site elements that can be scaled back to bring down the cost. Also Park Impact Fees may
be used. Be assured that really good elements will remain, including artificial turf, amenities that match
Phase 1, increased parking, passive amenities/pavilion and the pedestrian bridge over the pond.
Naughton presented ideas to reduce costs, including: removing 6" of grade; reducing the number of tables
and benches, replacing the custom pedestrian bridge with the standard (same as Whitley Place and Lakes
of Prosper) and deleting a playground shade structure (could be added later) and a few aesthetic elements
from the playground. Nice climbing features will remain inside the complex. Per Council's direction,
adjustments will be made and a proposal sent for approval at the January 10, 2017, Town Council meeting.
At this point, fields at Frontier North, Phase 2, most likely, will not be available for use until Spring 2018.
McGrath asked for details on the budget shortfall. Naughton said the project came in $1 million over budget.
Internal deductions have been identified to save $700k and additional items can be value engineered to
make up the gap. Since 2015, construction costs have escalated. There's an estimated at 1-1/2 % increase
per month on concrete and masonry work. This significantly impacted the cost of the concession building.
McGrath asked if league sponsors have been solicited for playgrounds. Naughton said no sponsorships have
been solicited for this project.
Lastly, Naughton said construction of Preston Lakes playground is scheduled to begin soon_
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c. Park Operations Update
Furr described this time of year as the opportunity to get caught up. A big project is close to completion:
fixing the drainage problem on the west side of Frontier Park due to damage by beavers. Two additional,
large beaver dams are creating problems, as well. Problem will continue to be addressed into January 2017.
Other continuing work includes: tree trimming, mulching beds, tree rings and fighting ants. Parks
Operations is working with Prosper Little League (PLL) to completely reconstruct the baseball and softball
fields at Reynolds Middle School. PLL is providing material; Parks will provide labor.
Cottone asked about new staff. Furr said interviews are underway and that three new positions are open.
Looking back six years ago, Furr had two on his staff. There will be total of 13 next year.
Cottone asked about the possibility of reminding the Board when a Parks or Recreation item is scheduled
on the Town Council Agenda. Raymond requested Kendzie to send out a reminder prior to those Council
meetings, including details on where the item falls on the Agenda.
Naughton added that, on January 10, 2017, Council will be asked to approve the Guaranteed Maximum
Price for Frontier Park North, Phase 2. Once approved, shoveling ground can begin. A ground breaking is
being discussed.
Goddard asked about the status of the Veterans Memorial. Naughton said a Memo of Understanding was
signed at the November 29, 2016, Town Council meeting, indicating the memorial will be located at
Frontier Park, along the west side entryway, within a circle area about 100 feet in diameter, with crape
myrtles. The Prosper Historical Society will place the memorial there. They are raising funds and working
with an engineering firm on the design in the circle. We will be involved in reviewing the construction
plans. Raymond has extensive experience with constructing a Veterans Memorial in Frisco and will be able
to lend expertise and give direction to the veterans group.
7. Adjourn
Motion to adjourn by Goddard, second by Land. Approved 6-0. Meeting was adjourned at 6:28 pm.
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Jeffr Udges, Secr ary
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