12.13.2018 Parks & Rec Minutes MINUTES
s` Regular Meeting of the
Parks and Recreation Board
TOWN OF S.Main Street,Prosper,Texas
P il�1 S P E R. Prosper Town Hall
Council Chambers
"A Place Where Everyone Matters" Thursday,December 13,2018
6:00 p.m.
1. Call to Order/Roll Call.
The meeting was called to order by Rick McGrath, Chair, 6:00 pm.
Board members present: Rick McGrath, Chair; Rebekah Land,Vice Chair; Gina Kern, Secretary;John
Metcalf; Cameron Reeves; and Stephen Thomas.
Shannon Crawford entered the meeting at 6:09 pm.
Staff members present: Dudley Raymond, Director of Parks and Recreation; Paul Naughton,
Landscape Architect; Trevor Helton, Recreation Services Coordinator: and Patty Kendzie,
Senior Administrative Assistant.
2. Consider and act upon approval of the Minutes from the November 8,2018,Regular Meeting
of the Parks and Recreation Board.
Motion to approve the Minutes as amended by Thomas, second by Land.Approved 6-0.
The November 9,2018,Minutes will be amended to reflect Metcalf's absence.
3. Comments by the Public.
4. Recap of the 2018 Prosper Christmas Festival and Town Tree Lighting.
Raymond described the successful aspects of the 2018 Christmas Festival at Frontier Park and also
identified areas targeted for improvement, including the stage, lighting and allocation of staff.Helton
estimated attendance near 4,000, determined by parking spaces utilized and the bus counts.The event was
a team effort involving staff from many Town departments.He showed the Facebook videos produced for
the festival,including one featuring Land and McGrath.Videos and posts on the Parks and Recreation
Department Facebook page focused on the festival throughout November and included thank you posts
for Title and Star Sponsors.Helton thanked Land,Kern, McGrath and Metcalf for volunteering.
Helton said the official Town Tree Lighting was conducted on December 3 at Town Hall.The event
featured carols sung by the Rogers Middle School choir, a reading by Leslie Scott,and the traditional
111 countdown and tree lighting by Mayor Smith.This event was another example of teamwork from many
Town departments.Attendance was larger than expected at about 350.
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The 2019 Prosper Christmas Festival location will be Town Hall.Expect space to be tighter and road
closures.Broadway Street will be closed for the parade only. Raymond said parking will be an issue,
especially as the event grows, and use of the shuttle will be strongly encouraged. He said the Prosper
Christmas Festival is unique in that it is a true community event, from planning to hands-on the day of the
event. Everyone works together;the system works very well.
Metcalf commented that communication during the event could be improved for future events.Helton
said using a system which allocates staff in zones will improve staff availability and communications for
future events.
Land said it's disappointing that many people leave the festival before the fireworks begin.Raymond said
communications in this area will be expanded to include signage at the event and adding a fireworks note
to the event banners.Land said an idea is to adjust the time of the event back an hour,to 3-7pm, and
schedule the larger stage performances after the fireworks.
5. Informational items.
a) Recreation Update
Helton said Soccer Sparks and Tennis are finishing their seasons. Staff is working with instructors to plan
Spring and Summer 2019 programs.A Recreation Coordinator is scheduled to be hired to help with
additional programming.
a) Park Development Update
Naughton said the trail connection from Glenbrooke Drive to Fishtrap Road has been built.The West
Prosper Road Project will be a road bridge spanning Doe Creek and a 10 foot trail connecting to
Windsong Ranch. Crawford said there is an issue on the Glenbrooke side, as developers didn't clean up
well.Naughton said this has been addressed.The developer has been notified that homes cannot be built
until the area is cleaned up.
Naughton said staff will be updating the Town Council regarding Park Development Fees.For five years,
Town policy has stated that developers will maintain the parks until 70%of the lots are built.After that,
the maintenance responsibility shifts to the Town. Some older parks, such as Whitley Place and LaCima,
have different stipulations; in other neighborhoods,public areas are maintained by the HOAs.Town
Council requested a review of the older agreements in an effort to align them more closely with current
policy. Staff will be meeting with three HOA communities to discuss potential changes (those highlighted
in salmon at the bottom of the attached Park Facilities Agreement Summary).
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Thomas asked what was the catalyst for the review.Raymond responded that some HOAs have asked
why they maintain their public park when others do not.This does not involve private HOA lots.The
discussion is about agreements negotiated between a developer and the Town where the developer is now
gone. The Town is looking to instill some level of equality and make it as fair as possible.
Naughton described his recent presentation to 3rd grade students in the Prosper ISD Gifted and Talented
program to teach about planning and Town development.
b) Park Operations Update
Raymond said all sports are over for the year and the fields are closed.Rye was applied later this year due
to rain and hopefully the results will be good for spring.There will be a PYSC meeting on Sunday
December 16,4:30-6:30pm,at the First Street offices.PYSC is an umbrella organization made up of
members from each of the youth sport associations, staff and a member from the Prosper ISD. Usual
meeting topics include field allocation and determining the start and end of the youth sports seasons.
Kern,Metcalf and Thomas expressed interest in attending.
6. Discussion regarding any miscellaneous business or items to be placed on future Agendas.
Crawford reported a floating dock at Town Lake appears dangerous.Raymond said staff will investigate.
McGrath said a draft of the Food Truck Policy will be ready to review at the next meeting and asked the
topic to be placed on the January 2019 Agenda.
McGrath requested DORBA remain under miscellaneous business on the Agenda.
Board absences were addressed.
Adjourn.
Motion by Thomas, second by Kern.Meeting adjourned at 7:18 pm.Approved 6-0.
Gina Kern, Secretary
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