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02.10.2022 Parks & Rec Minutesp T S PEA. Prosper is a place inhere everyone mallers, 1. Call to Order/Roll Call: The meeting was called to order by John Metcalf at 6:00 p.m. Board Members Present: John Metcalf, Chair Gina Kern, Vice -Chair Matt Furay Valerie Little Council Members Absent: Matt Cely, Secretary Ty Bledsoe Cameron Reeves Staff Members Present: Dan Baker, Director of Parks and Recreation Paul Naughton, Parks Planning Manager Trevor Helton, Recreation Supervisor Patty Kendzie, Marketing Coordinator Kaylynn Stone, Administrative Assistant 2. Introduce new Parks and Recreation Director, Dan Baker. MINUTES Regular Meeting of the Prosper Parks and Recreation Board Prosper Town Hall, Council Chambers 250 W. First Street, Prosper, Texas February 10, 2022 Metcalf introduced Dan Baker and went over his extensive parks and recreation experience, which he described as impressive. Baker said he was excited to be with the Town. Baker then introduced Kaylynn Stone. The new Parks and Recreation Administrative Assistant. 3. Consider and act upon approval of the Draft Minutes from January 13, 2022, Regular meeting of the Parks and Recreation Board. Motion to approve by Kern. Second by Furray. Approved 4-0. 4. Comments by the Public There were no comments by the public. 5. Special Volunteer Recognition Helton presented a plaque to Judy Seay, Prosper High School art teacher, and her art students in recognition of their painting the new fagade for Santa's Workshop displayed during the Prosper Christmas Festival. He thanked the group and also Mike Pettis, owner of The Gin, for sponsoring the project. Helton said their volunteer efforts will provide a fun and decorative way for children to enter Santa's Workshop for years to come. The Board agreed and commended the group for a job well done. 6. Tournament Ordinance Discussion. Helton said staff has reviewed tournament field rental rates and plan to bring a few proposed adjustments to the Town Council on March 8. Any Non -Co -Sponsored teams comprised of less than 80% of participants who reside in the Town boundary are unable to rent the synthetic turf fields. This was set so residents receive priority in using fields. After reaching out to benchmark cities regarding their policies, staff evaluated these ordinances, which led to the following recommendations for grass and synthetic usage of fields for tournaments. No change in rates for co -sponsored and resident non -co -sponsored tournaments. • No change in rates for nonresident, non -co -sponsored tournaments. • Changes in general fees in the areas of field preparation, relining, lights, water service, and synthetic mound adjustments. • Changes in rental guidelines in the areas of in -season play, out -of -season play, number of tournaments to be held, and food vendors. Helton stated that requirements must be met prior to field use, including a deposit and insurance. The Director of Parks and Recreation will retain the discretion to accept or not accept tournaments on an individual basis Metcalf asked what the guidelines from turf manufacturers were. Helton responded that biannual maintenance is done through Hellas and is part of the warranty with the fields. Baker noted that these new ordinances would create more use of the fields, not destroy them. It would give more Prosper kids a chance to play and in turn, bring in more revenue. Metcalf loves the idea and mentioned that the goal truly is recreational and community centered. Helton met with PYSC prior to presenting to the Board. Kern asked how old the turf was at Frontier Park. Naughton said it was installed in 2018 and there is a 15-year warranty. There is also GMAX testing on fields (concussion testing.) One of the hardest tasks is keeping it cool in the summer. Little asked if the turf has a shock pad. There is a cush drain to reduce the amount of impact over time due to compacting. Furay asked if tournament organizers are specifically told not to move the mounds. Helton said it is discussed before the contract is signed, during the booking process. Furay suggested that if there is a risk of damage from moving the mounds, it should be prohibited. Metcalf asked if there is a penalty for those who try to move the mounds themselves. Helton said he would talk with Matt Furr, Parks Superintendent, to discuss an appropriate penalty. Baker and Helton agree that penalties will be enforced. Including a ban from the facilities if necessary. 7. Informational Items a. Recreation Update Helton said the Prosper Fishing Derby will be held on February 19, from 9:00 am to 11:00 am at Frontier Park. Trout will be stocked prior to the event. The weather in 2021 was good and attendance reached about 350. PondMedics returns as Title Sponsor and will provide prizes and volunteers. Volunteers are still needed to tally fish and determine the prize winners. If the Board is interested, please contact Helton, Stone, or Kendzie. Helton has spoken with the Prosper High School Bass Fishing Team coordinator. Students are available to attend the event this year and will be on hand to help the kids if needed. Metcalf asked about the Mayor's Fitness Challenge. Helton said registrations are comparable to last year at 150. A few selfies have been turned April 18 is the last day to track. April 24 is the last day to turn in a tracking sheet. Metcalf asked if we know traction on social media for the Challenge. Kendzie said she will bring the numbers to next month's meeting. b. Park Development Update Naughton said 17,00 linear feet of trail was poured this past month, mostly in Star Trail. The park design for Tanner's Mill is nearly 95% complete. There will be activities at multiple layers and for different age groups. Naughton presented a slide with the rendering of the project. c. Park Operations Update Naughton said crews are working hard to replace the color plantings around town. Town Council approved removing dead trees. Metcalf asked if the replacement will be for the current dead trees. Naughton said yes, this is the first round and staff will watch all trees for the next couple of years. If a tree shows signs at the trunk of slow death, it will also be replaced. It's anticipated there will be more. Also, 50 trees from the Tree Farm trees are being transplanted at Hackberry Park. 8. Discussion regarding any miscellaneous business or items to be placed on future agendas. Helton said the staff was given direction to look into implementing a series of small downtown special events. The budget was approved and planning has begun. Staff will meet with the Downtown Business Alliance on February 22 to receive their feedback. There will be vendor opportunities. The EDC will join Parks and Recreation in the process. Baker said he will give an overview of the events to the Town Council on February 22. Once downtown event details are finalized, staff will bring an update to the Board. 9. Adjourn. Meeting ?dAurned at 6:54 prq. A John Metcalf, Chair