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07.24.2008 Parks & Rec Minutesp � 0SPER 1.Call to Order /Roll Call. MINUTES Meeting of the Town of Prosper Parks and Recreation Board 605 E. Seventh Street, Prosper, Texas Prosper Middle School -Library Thursday, July 24, 2008 at 6:00 p.m. The meeting was called to order at 6: 15 p.m. Members present include: Trent Lewis, Rutledge Gordon, Tom Blaney, and Charity Gilson. Loren Moulder -6:20 Staff members present include: Wade Harden 2.Consider and act upon approval of the minutes from the June 19, 2008 regular scheduled meeting. Rutledge Gordon moved to approve the minutes, Tom Blaney seconded the motion. Motion was approved by a vote 4-0. 3.Update from PBK concerning the 57 Acre Park site Master Plan. Staff presented the park board a copy of the sales agreement for the 57 acre park and the school district. The sales agreement contained a deed restriction outlining lighting restrictions and buffer zones and also included a diagram of a conceptual drawing of where the fields and stadium were to be located. The presented diagram and deed restriction had not been presented to the town prior to the town purchasing of its portion of the property. Town staff, PISD, PBK, and the developer (original land owner) will be meeting next week to discuss some sort of compromise agreement in regards to the current design plans for the park. 4.Update on the Folsom Park Improvement Project. Trent Lewis read an update that staff provided on the Folsom Park Improvement Project. Concerns about how deep the trees were planted, condition of the sod (very dry), the need for the sod to be rolled, and other items had been noted and were being addressed by the contractor. 5.Discuss and give recommendation to the Town Council concerning the improvements at Folsom Park. Staff presented the board a recommendation to the Town Council concerning the improvements at Folsom Park. He also provided rough estimates on the change order needed. The change order dealt with additional concrete work, additional landscaping, and a timer override for the athletic field light. Trent Lewis motioned to recommend the Town Council approve the change order upon staff approval of the final costs, Charity Gilson seconded the motion. Motion was approved by a 5-0 vote. Staff presented the board a copy of the Folsom Field Use Agreement. This particular copy of the agreement pertained to the PASO sports organization. Lloyd Mills, PASO President, questioned why there was no player information requested. Staff explained that player information was in a different agreement. Mr. Mills asked if other sports organizations would be held to the same type of agreement. Staff explained that they would. Loren Moulder expressed that he felt the agreement should allow game play at Folsom. His feelings were that we have this nice facility to practice at, yet the town is telling the teams we will not allow games to be played there sends an inconsistent message. Charity Gilson disagrees and feels the traffic and issue of the games on Saturday mornings would be an issue. According to PASO representative, they have a current need for 3 - 20x30 fields for the U4, US, & U6 games and 2 -30x50 fields for the U7 & US games. 6-8 players on the field with 10 player max per team. They need the 5 total fields from 8 a.m. until 12 noon on Saturday mornings. Trent Lewis proposed to make the agreement an annual renewal. Leave the agreement as presented to the board with no game play and require PYSA to agree to a similar Field Use Agreement. Trent Lewis opened the meeting up to public input and the following notes are an effort to capture that dialog. Mike Mcclung -1400 Cedar Springs Drive (HOA Advisory Board): Stated the LOLC Advisory Board has worked with town staff and council and has agreed to put up with the park but still wants items addressed before they are in agreement. They are adamant against games and are concerned about the speed of the drivers and parking. HOA Advisory Board said to the Town Council that there needs to be an expiration date included with the field use agreement with no 2 renewal. They do not want continued usage past December 1, 2010. They also want the town to agree to take down the lights at that same time. Tom Blaney asked Mr. McClung if the HOA Advisory Board had received any additional feedback from the residents of LaCima since the Advisory Board had come back with some of these new requests. Mr. Mcclung said that the Advisory Board had not held any neighborhood meetings nor sent any email surveys asking the residents for input and had based their requests within their group and some of the residents who have been in attendance of the recent park board meetings. He also stated that the advisory board was elected to speak for the residents of LaCima and that they were speaking on behalf of all the residents of LaCima. Tom Blaney indicated that he was a resident of LaCima and that the Advisory Board did not speak for him and that he had spoken to a number of residents within the community that did not necessarily agree with the Advisory Board's current position. Mr. Mcclung became upset at Mr. Blaney and cursed at him. He said that neither Mr. Blaney nor any other resident had indicated to him any problem they had with the Advisory Board's position. He said that he did speak for Mr. Blaney because of his elected HOA position. Mr. Blaney stated that he had spoken to over a dozen residents within a block from the park and most of them were OK with the lights, since they would be off at 9p.m. Most of the residents also did not indicate they wanted to commit the town into agreeing to take down the lights in two years, at this time. Most were in favor of revisiting the request in two years to see what kind of impact they have on the neighborhood. All of the residents were happy that the park had finally been developed and available to the community soon. Woody Adams -1331 Amistad: Interrupted the conversation and asked Mr. Blaney to recuse himself from any further discussion concerning the park or from voting on any issues concerning the park. Mr. Adams said that because Mr. Blaney lived in the neighborhood, he had a conflict of interest in regards to the park. Mr. Blaney said that he would think about it and that he did not feel that he had any conflict of interest. Mr. Adams continued to press the request with the board president Trent Lewis. Mr. Lewis also did not feel that there was any conflict of interest and staff did not feel there was any conflict of interest. (Note: 3 after the meeting it was confirmed by town staff that there was no conflict of interest with Mr. Blaney's participation) Larry Pigg -1340 Millers Creek Drive: Fell in love with the community. The current park development was the furthest thing that he imagined for this park. He does not understand why the town would put the investment in a temporary fix. The neighbors he has spoken to are 10 for 10 in support of the HOA Advisory Board. People won't come to meetings because the Advisory Board will speak for them. Mike Mcclung restated that they do not want games, they want a two year agreement and they want no field use renewal. Marcy Couturier -871 White River Drive: Thankful for the HOA Advisory Board. She said that people have thanked her for her work she has done in regards to the park. She has talked to numerous people that feel as she does concerning the park. She feels she needs a window to the end of the lights. This is the first park of this kind and we need to learn from this development. Lloyd Mills -490 Cloud View Court: Wanted to be on the record that PASO is not requesting PYSA to not use the fields. Charity Gilson has an issue with calling the agreement the "PASO Agreement". She feels that it should be called a user agreement and that the board should stick with it as is with no game play. Trent Lewis made a motion to modify and recommend the Folsom Field Use Agreement to: Add an expiration date, define organized game play versus practice game play, apply the agreement to all sports organizations, to be renewed annually, Charity Gilson seconded the motion. Tom Blaney abstained from voting and the motion passed 4-1. Trent Lewis motioned to ask Mr. Papagolis to draft a formalized agreement on all the points within his letter to the town dated July 2, 2008. In addition to provide an option for the town to accelerate the backstop installation within the 2-year window, Rutledge Gordon seconded the motion. Tom Blaney abstained from voting and the motion passed 4-1. A question was asked if irrigation of the fields would be out of the La Cima pond. Staff responded that the irrigation would be from the town water. The next item of discussion was concerning the removal of the bleachers. PASO representatives said they do not need any bleachers. The HOA Advisory Board would prefer no bleachers. Board members and staff discussed options concerning where to move the bleachers if not used. Trent Lewis motioned to recommend not installing any bleachers and to remove the 2 goals on the southern field (U7-U8), Rutledge Gordon seconded the motion. Tom Blaney abstained from voting and the motion passed 4-1. Loren Moulder motioned to recommend not installing the goals on the 3 (U5-U6) fields, Charity Gilson seconded the motion. Tom Blaney abstained from voting and the motion passed 4-1. 6.Discuss and consider action upon the adoption of an Athletic Field User Permit and Athletic League Service Agreement. Charity Gilson questioned the gate fee of $25 and it being too low. She indicated that she has experienced $100 gate fees. Board members and staff had a discussion as to additional fees per field and per player. Trent Lewis moved to recommend the Athletic Field User Permit as written, Charity Gilson seconded the motion. Motion was approved by a 5-0 vote. Rutledge Gordon excused himself from the meeting at 8:35 p.m. Trent Lewis made a motion to table the Athletic League Service Agreement item until next month's park board meeting, Charity Gilson seconded the motion. The motion was approved by a 4-0 vote. Board members were encouraged to send comments to staff on any recommendation to the agreement. 7.Information Items. Staff received concerns from the Greens Point addition about the trash around Town Lake Park. There is a request to purchase additional trash receptacles for the park. The current trash receptacles do not match the town's standards. The board recommends keeping the town's standard for any additional receptacles. Staff asked if the board wanted to proceed with the Rucker Park improvements as previously discussed in light of some of the concerns with Folsom Park. 5 Charity Gilson suggested we town proceed and the board concurred. Staff reported the Main Street Park shades had still not been installed. Apparently the contractor was experiencing issues with their Engineer signing off on the plans. This work should be started in the next 2 weeks. If everything stays on track, the town will stay with the current contractor. If there are further delays, staff will contact the next cheapest vendor to complete the work. Trent Lewis requested staff review the expiration of terms for the park board members and an update on the Mahard Ranch development. Charity Gilson asked staff to provide updated options on the inventory of current parks and fields. Trent Lewis recessed the meeting at 8:50 p.m. to reconvene at Folsom Park. This will allow the board and residents of the community an opportunity to see the athletic lights turned on at the park when it is dark outside. Trent Lewis reconvened the meeting at 9: 10 p.m. Note -Many people in attendance were spread out throughout the location. The following items were captured pertaining to board business. Staff explained that the lights may still need to be adjusted and meter readings still needed to be taken to determine any additional candle light produced. Many residents of the area commented on the initial light intrusion. Marcy Couturier brought up questions concerning the size of the goals laid out at the field. She felt they were too large and too many for the size of the field. Staff indicated the work should be completed next week. It was not known if the contractor would stay to finish any new or additional items now being requested. Trent Lewis moved to call a special meeting at a later date to make a recommendation to the town council, Loren Moulder seconded the motion. The motion was approved by a 4-0 vote. Charity Gilson explained the history of how the input was received to provide the recommendations that were given to design the park. Those recommendations were given after the park board had assessed the needs of the town. Attest: Trent Lewis motioned to adjourn the meeting, Loren Moulder seconded the motion. The motion was approved by a 4-0 vote. The meeting was adjourned at 9:35 p.m. 7