05.09.24 Parks & Rec Minutesw
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A Place Where Everyone Matters
1. Call to Order / Roll Call.
The meeting was called to order at 6:00 p.m.
Board Members Present:
John Metcalf, Chair
Daniel Knox, Vice Chair
Megan Brandon, Secretary
Robert Benson
Valerie Little
Kimberly Shamsy
Kari Castro
Staff Members Present:
Dan Baker, Director of Parks and Recreation
Matt Furr, Parks Superintendent
Trevor Helton, Recreation Manager
Kaylynn Stone, Special Events Manager
Cecilee Fannon, Recreation Coordinator
Angela Lewis, Administrative Assistant
MINUTES
Parks and Recreation Board Meeting
Prosper Town Hall, Executive
Conference Room
250 W. First Street, Prosper, Texas
Thursday, May 9, 2024
6:00 PM
2. Consider and act upon the minutes from the April 11, 2024 Parks & Recreation Board
meeting.
Motion to approve by Knox, seconded by Benson. Motion approved 7-0.
3. Comments from the public.
There were no comments from the public.
4. Consider and act upon approving the proposed Heat Protocol for Recreation
Programs.
Heat Policy Guidelines are very important for the Recreation Programs that take place
during the summer months due to the hot temperatures and high humidity. Prosper
promotes healthy camps and has specific heat guidelines that take into account the
temperature, as well as the humidity, and ultimately a decision is made based on the heat
index for the day.
The policy includes items such as mandatory water breaks every 30 minutes, unlimited
access to drinking water at all times, monitoring program participants carefully for signs of
over -heating and/or dehydration. If the heat index reaches or exceeds 111 degrees
Fahrenheit, all outdoor activities will be stopped for the day or during the hours in which
this heat index is in effect.
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Metcalf suggested having local doctors review the heat protocol for safety and
recommendations. Baker responded that this will be a loose protocol and precautions will
be taken at all times during the summer months. Helton stated that the Recreation team
will confer with other Town entities throughout the summer to make sure everyone is aware
prior to a high heat index, so that the team is able to anticipate a precautionary response.
Helton stated that this Heat Protocol would be used strictly for Recreation Programs, and
would be applicable to all program participants of any age. Staff conferred with Bill Bonnie
from Prosper Fire Rescue to prepare this policy and ensure it is up to preferred safety
standards.
Motion by Shamsy to approve the Heat Protocol for Recreation Programs, seconded by
Castro. Motion approved 7-0.
5. Discuss field usage among Prosper Youth Sports Commission (PYSC).
Prosper Youth Sports Commission (PYSC) field usage tracking began in 2015.
6. Receive staff updates: Recreation, Park Development, Parks Operations, and
Director.
Rarreatinn
The Wonders of Weatherford trip for Active Adults took place on Friday, May 3rd and left
from Prosper Town Hall. There were 17 total day trippers in attendance and they were
taken by Heritage Bus Tours. Attendees got to view several museums as well as the historic
courthouse, Victorian homes, and Greenwood Cemetery.
The first annual Active Adult Fair was hosted at Prosper United Methodist Church on
Wednesday, April 10th, 2024. 20+ vendors were on site with booths informing over 100
event attendees on local businesses and Town services. Refreshments were available and
several raffles took place, awarding winners with gift baskets and gift cards to local
businesses.
Special Events:
Memorial Day Ceremony is the next upcoming Special Event for the Town of Prosper. The
ceremony will take place at the pavilion at Frontier Park on Monday, May 27th, 2024
beginning at 10:00 a.m.
Following Memorial Day, Chrome & Coffee will be hosted in the Town Hall parking lot on
Saturday, June 11t, 2024 from 8:00 a.m. to 10:00 a.m. Chrome & Coffee is an event that
welcomes local residents to come out and view all different kinds of cool cars while also
enjoying complimentary coffee and voting on their favorite vehicles. Trophies will be
awarded for 1st Place `Best in Show', 2nd Place, and 3rd place. Attendees are encouraged
to visit local Downtown Prosper businesses following the event for a late breakfast or early
lunch.
Park ❑evelooment'
Lakewood Park Development —
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The parking lot is fully completed and the sports courts have been poured. The contractor
is preparing sub -grade and form work for various sections of walkway and trail. This project
is currently on schedule.
Raymond Community Park —
GMP Number 2 package is scheduled to go to Council for consideration on May 141h, 2024.
The baseball fields have been graded and the multi -purpose fields are taking shape. A
storm drainpipe and water lines will be installed next. Once the parking lot is completed,
Park Planning would like to schedule a tour for Parks & Recreation Board Members.
Frontier Park —
Town Staff recently installed new directional signage at five locations within the park. These
signs will help visitors find their way around the facility.
Parks, Recreation, and Open Space Master Plan Project Update —
The survey is out and we have had 1,233 completed responses as of this morning. 8% of
all total households have participated, and the typical is 3-5% so we believe this is a great
turn out so far. The survey will be open for residents through May 19'h, 2024 and the
benchmarking outreach is currently underway. The next Advisory Committee meeting is
set to be scheduled for a date in June.
Parks Operations:
Seasonal blooms have been added to the planters in Downtown Prosper. Playground
resurfacing has recently been added to several parks and improvements are made
continually. Parks Operations recently entered Frontier Park into a contest for 'Best Fields
of Texas 2024' with aerial shots of the facility. New plants for median replacements are
being prepped and will be implemented soon. Town Staff recently utilized infield clay for
use at the Raymond Park fields, enhancing the clay depth. This adjustment aims to improve
playing surface control on the new fields, particularly from a maintenance standpoint.
Director.
Raymond Community Park GMP Number Two is going to be presented to Town Council
on May 28', 2024. This project will be carrying forward a $1.2 million Owner's Contingency.
The bid process utilized a Bid Alternate philosophy allowing the Town to award additional
items as the need for contingency funding lessens. Town Counil will select from a list of
unfunded items to spend available contingency dollars, which is approximately $2.5 million.
In the event that we have better than expected unforeseen cost impacts, the project team
has value added scope items ready to add to the project. Staff recommendations include
pedestrian lighting ($200,000), tennis courts ($500,000), restrooms at the tennis/pickleball
courts ($250,000), or a shade structure at the tennis/pickleball courts ($250,000).
Possible use of alternative funds with good ROI include a well system for irrigation ($1.2M)
and anticipated annual cost for municipal water ($250,000-$300,000). A well system should
pay for itself in 4-5 years through water expense savings. Well water has little to no
restrictions during times of water conservation.
Congratulations to Kaylynn Stone for her new reclassification. Her official title is now
'Special Events Manager', a step up from her previous position as Special Events
Coordinator.
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Reminder that the Parks, Recreation and Open Space Master Plan Survey opened on April
17tn and will be open to the public until May 19tn
The next Parks & Recreation Board Meeting will take place on June 13tn, 2024 at 6:00 p.m.
in Council Chambers.
7. Request for future agenda items.
Castro requested updated numbers from the Parks, Recreation and Open Space Master
Plan Survey.
8. Adjourn.
Motion to ajourn by Castro, seconded by Brandon. Meeting adjourned.
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