05.10.2018 Parks & Rec MinutesP T SPED.
"A Place Where Everyone Matters"
1. Call to Order / Roll Call.
The meeting was called to order by Rick McGrath at 6:02 pm.
MINUTES
Regular Meeting of the
Parks and Recreation Board
108 W. Broadway St., Prosper, Texas
Town of Prosper Municipal Chambers
Thursday, May 10, 2018, 6:00 pm
Board members present: Rick McGrath, Chair; Rebekah Land, Vice Chair; Gina Kern, Secretary; John
Metcalf; Cameron Reeves; and Stephen Thomas.
Chuck Smith entered the meeting at 6:05 pm.
Staff members present: Dudley Raymond, Director of Parks and Recreation; Julie Shivers,
Recreation Services Coordinator; Matt Furr, Parks Superintendent; and Patty Kendzie, Senior
Administrative Assistant.
2. Consider and act upon approval of the Minutes from the April 12, 2018, Parks and Recreation
Board meeting
Motion to approve Special Meeting Draft Minutes by McGrath, second by Land. Approved 6-0.
Motion to approve Regular Meeting Draft Minutes by Metcalf, second by Kern. Approved 6-0.
3. Comments by the Public.
There were no comments by the public.
4. Consider and act upon approving a policy for park sponsorship/naming rights.
Raymond described the Sponsorship Policy draft emailed to Board members earlier in the week. The policy
will be reviewed by the Town attorney and sent to the Town Council for approval. The legal review will pay
strict attention to the Supreme Court decision regarding sign regulation and local governments. Adjustments
may be made to the draft. The policy contains standard language compiled from numerous municipalities.
Thomas suggested it may be best for the policy to take a general approach, which would leave discretion to
the Town. Raymond agreed. Metcalf suggested it would be helpful to have additional time to review the
policy and compare it with others. Thomas moved to table the topic to the June 14, 2018, Parks and
Recreation Board meeting, seconded by Kern. McGrath said the conversation should continue, yet it's
important to not feel pressure to act.
Land asked if any sponsors were waiting for a response. Raymond said the Prosper Garden Club bench
donation request is the only one pending.
Raymond suggested that sponsor fees received, or a portion of, could possibly be directed to the recreational
scholarship fund. Reeves asked if funds had been earmarked and Raymond said they had not.
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The Board requested to be informed when the Sponsorship Policy draft is scheduled to be presented to the
Town Council.
Land recommended adopting non-resident fees for recreational programs that are higher than resident fees.
The extra funds could then be used for cleaning and maintaining the fields that incur additional wear and tear
from non-resident use. Raymond said recreational programs are in their infancy and the fear is that an
additional fee may limit registration. Land said the non-resident rate issue has been ongoing for three years
and questioned when will be the time to act. She suggested a $5 additional fee would be reasonable. McGrath
said the Prosper Youth Sports Commission (PYSC) would be the source to address non-resident fees for
youth sports. Metcalf said to remember that, regarding recreational programs, the demand curve is still below
the supply curve.
Raymond said progress is being made. The sports leagues have been given five years to create a plan and
redefine their boundaries. This is the first year. He said to remember the sports usage predictions were based
on several assumptions and it is time to go back and check how closely the chart estimates match the actual
numbers.
McGrath said it would be beneficial to know the number of kids turned away because a youth sports program
is full. Raymond said this is an issue for football and league representatives have indicated they will provide
those numbers.
Kern asked if PYSC meetings are open meetings. Raymond said he and Furr attend the quarterly meetings
and the Board is welcome, also. McGrath indicated he would like to attend a meeting again.
McGrath also spoke about the need to work with the PYSC to develop a food truck policy. He said a policy
should ensure concession stand revenue is not impacted. Many trucks are willing to donate a percentage of
their proceeds back to the leagues.
Land said it is sad to think there are Prosper children who cannot participate in programs due to cost.
Raymond said Cornerstone has been engaged to identify how many local children may fall into this category.
Once that number is known, it can be determined how much money needs to be raised. Raymond said baby
steps are being taken and it's important to keep expectations real.
5. Discuss and appoint a park naming committee.
Kern, Land and Smith volunteered to form the sub -committee. McGrath requested the group bring its
recommendations to the June 14, 2018, Parks and Recreation Board meeting.
Informational Items
a. Recreation Update
Shivers gave the Recreation Update. Registration for summer programs is strong, running 60% higher than in
2017. She displayed the summer camps and classes currently offered, which include sports and STEM, indoor
and outdoor, options. A new basketball camp has been added and will be conducted at Rheas Mills Baptist
Church. The majority of programs have met minimum registration numbers and a couple classes are already
full. Additional camps may be added.
Metcalf asked the percentage of classes taught by outside contractors. Shivers said 98%; she teaches two
Archery classes. Instructors are given a 70/30 revenue split.
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Land suggested charging non-resident fees and directing the generated funds to recreational scholarships.
Shivers said that is an idea for the future, when registration routinely fills up. Currently, a line for donations
has been added to the recreation registration form; $15 has been donated, to date. An applicant has met with
Cornerstone and will receive a scholarship for each session this summer. Shivers and Raymond have met with
Metcalf, who offered ideas on getting the scholarship program started.
Raymond said the determination of how to fund the scholarships, whether from internal or external sources,
will be made by the Town Manager and Town Council.
Shivers said work is being done on bids and planning for the 2018 Prosper Community Picnic, scheduled for
September 8, from 4:00 pm -7:00 pm, at Frontier Park. Also, the 2018 Prosper Christmas Festival will move
back downtown, to Town Hall, on December 2, from 2:00 pm -6:00 pm. There will be a meeting with the
Prosper Police and Fire Departments to discuss routes and road closures.
b. Park Development Update
Raymond gave the Parks Development Update. He described the new concrete at the Frontier Park pavilion;
said staff is working on developer agreements with neighborhood parks; and another phase at Lakewood
Preserve is being discussed by developers. McGrath expressed concern there are no water fountains at the
pavilion. Raymond said there is no standard and fountains are located at the baseball and soccer complexes.
6. Parks Operations Update
Furr gave the Parks Operations Update. Andrew Miller is scheduled to complete his Eagle Scout project on
Saturday, May 12, 2018. The project consists of a walkway and seating area with three benches at Cedar
Grove Park. Miller received donations from residents and Furr said this project is the best he has seen. He
suggested it may be appropriate to honor Miller and the project in some way, possibly at a Town Council
meeting. The Board discussed ideas for recognizing Miller, including social media and inviting him to a Parks
and Recreation Board meeting.
Land said the LaCima pond fountain (at Amistat and Buffalo Springs) is not working. Furr said he will look
into it.
11. Adjourn.
Motion by Thomas, second by Land. Meeting adjourned at 7:00 pm. Approved 7-0.
Gina Kern, Secretary
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