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Min - Parks and Recreation Board - 2007 - 11/12 - RegularMINUTES PARKS AND RECREATION BOARD REGULAR MEETING NOVEMBER 12, 2007 PARB MEMBERS PRESENT Ben Ferguson, Chair Cheryl Lawson, Vice -Chair Todd McIntosh, Secretary Libby Jones Gary Alan Moore MEMBERS ABSENT Tricia Losavio John Kelley 1 STAFF PRESENT Tim Dentler, Director of Parks and Recreation Lori Smeby, Assistant Director of Parks and Recreation Brian Bristow, Assistant Director of Parks and Recreation Jeff Holt, Golf Services Manager Matt McComb, Landscape Architect Robert Townsend, Parks Services Manager Susan Campbell, Urban Forester Brad Boroughs, Golf Course Superintendent Michelle Fickle, Administrative Assistant Sue Witkowski, Senior Administrative Assistant GUESTS Jim Waldbauer, President, Allen Parks and Recreation Foundation 1, CALL TO ORDER AND ANNOUNCE A QUORUM IS PRESENT Chair, Ben Ferguson called the meeting to order at 7 pm and announced a quorum was present. 0 Page 2 Parks and Recreation Board Meeting November 12, 2007 2. CITIZENS COMMENTS No comments were received. 3. READING OF BY-LAWS The Parks and Recreation Board By -Laws specify that at the first regular meeting following the election of officers, the Secretary shall read the Board By -Laws as prescribed in Ordinance 306 and in the By -Laws. Todd McIntosh, Secretary for the Board read aloud as prescribed. 4. APPROVE MINUTES FROM OCTOBERS, 2007 REGULAR MEETING MOTION: Gary Moore moved to accept the minutes from October 8, 2007 Regular Park Board Meeting as prepared and presented. Cheryl Lawson seconded, and the Motion carried 5 for, 0 against. 5. INTERGOVERNMENTAL AGREEMENT WITH ALLEN INDEPENDENT SCHOOL DISTRICT Tim Dentler, Director of Parks and Recreation reviewed his presentation on this agreement with the Board, indicating that it had been presented at the last Triad Meeting (October 29, 2007) which involves the Chamber of Commerce, Allen Independent School District (AISD), and the City of Allen. Following this presentation (a copy of which is attached to these minutes), Tim addressed questions from the Board, as well as indicated that this had been in the works for some time, and he had been meeting jointly with AISD representatives on a regular basis. Tim also indicated at this time, the agreements were mainly focusing around athletic facilities. Tim also reported that neither entity would be billed by the other for use of these facilities. MOTION: Gary Moore moved to approve the Intergovernmental Join Use Agreement between the City of Allen Parks and Recreation and the Allen Independent School District for the shared use of athletic facilities and make a recommendation to City Council for its approval. Todd L McIntosh seconded, and the motion carried, 5 for, 0 against. Page 3 Parks and Recreation Board Meeting November 12, 2007 6. VOLUNTEER PROGRAM UPDATE Jim Waldbauer, President of the Allen Parks Foundation was introduced by Tim Derider and provided the Board with a brief background on the proposed volunteer program for the Parks and Recreation Department. Jim informed the Board that this information had been taken to the Allen Parks Foundation, and it had been received well. Jim indicated that an ad hoc committee was being established, and that the following representatives from the Allen Parks Foundation have volunteered to begin the process, along with City Staff. Joey Herald, Louise Master and Kevin Pierce have all agreed to represent the Foundation on this ad hoc committee. Ben Ferguson asked Gary Moore to work with the ad hoc committee, along with himself. Ben and Gary will represent the Board in this endeavor, and will likely be attending the first meeting within the next couple of weeks. 7. CUSTOMER CARE INITIATIVE PRESENTATION Lori Smeby introduced representatives from the "REAL Team" who have been working along with 6 other team members over the past few months to develop a customer service policy for the Parks and Recreation Department. Jeff Holt, Brad Boroughs and Michelle Fickle made a presentation (a copy of which is attached to these minutes) regarding the outcome of this committee's hard work. Members of the REAL Team other than the three representatives present include: Tiffany Robertson, Jeremy Ragsdale, Trey Lee, Dave Angeles, Jeremy Canaan, and Tom Cato. The City of Allen Parks and Recreation Department plans to be a for -runner in implementing a dedicated policy toward how we care for our customers. 8. UPTDATE ON ALLENWOOD PARK PRESENTATION Matt McComb, Landscape Architect for the Parks Department gave a Power Point presentation regarding the progress at Allenwood Park. A copy of that presentation is attached to these Minutes. Tim Dentler reported having met with a couple of the residents, and feel the facility is E being well-received by the community Page 4 Parks and Recreation Board Meeting November 12, 2007 9. QUARTERLY REPORT - Robert Townsend, Park Services Manager Attached to these minutes, please find the presentation Robert gave to the Board regarding this past quarter in the Park Services Division. In addition, Robert invited one of his staff, Susan Campbell, Urban Forester for the Parks Department to make a presentation (attached to these minutes) regarding a tree inventory done in this department. 10. ITEMS FOR BOARD MEMBERS DISCUSSION A. Around the Horn - Board Members Todd McIntosh asked for an update on the status of the dog park as well as the status of the renovation plans for Ford Pool. In addition, Todd inquired as to the landscaping of East Main Street. Gary Moore indicated his attendance at TRAPS Regional in Plano on November 2, and was pleased to hear a reference to the City of Allen Park and Open Space Plan prepared by Halff and Associates. Ben Ferguson indicated he'd attended the TRAPS Regional as well, and enjoyed El a presentation on a youth program involving criminal investigation training for youth which had been offered by the City of Corinth Texas. B. Subcommittee Reports Ben reported having attended the last two Collin County Open Space Committee Meetings it. OTHER BUSINESS Staff Updates Lori Smeby, Assistant Director of Parks and Recreation reported on Shaine Power (Youth Center Supervisor) being honored with the "Young Professional Horizons Award" at the regional TRAPS Conference recently held at the Plano Centre in Plano. Lori also announced the "Dallas Observer" had selected the Edge Skate Park as the 'Best in Dallas" The Silver Sneakers program may become a reality - hopefully by January, { 2008, Lori reported a few more items to negotiate before it is finalized. Page 5 Parks and Recreation Board Meeting November 12, 2007 Cancellation of December Meeting Staff recommended the cancellation of our December meeting due to an already full calendar for the month of December. The Board was in agreement. Calendar of Upcoming Events All Board Members were encouraged to attend as many of the holiday events as possible. 12. ADJOURN There being no further business, the meeting was adjourned at 8:55 pm. These minutes read and approved this the 14th day of January, 2008. Ben - Chair Todd McIntosh, Secretary A 0 A Attachment 1 Parks and Recreation Board Minutes November 12, 2007 Intergovernmental Joint Use Agreement TRIAD October 29, 2007 Presented by or David Vmonland -Assistant Suia mnendent Tim Dentler- Palls and Rac eabon Director Exhibit A — Scheduled Use Plan Staff representing the Using Party and the Owning Party will meet twice per year to establish Schedule Use Plan Scheduled Use Plan will include Infomlaflon on: -Facility Request -Time of Use - Dates I 0 Attachment 1 Parks and Recreation Board Minutes November 12, 2007 Exhibit A — Scheduled Use Plan Provide a list of facilities that may be used by the other party Identify co-sponsored organizations and vendors who will be eligible for inclusion under this agreement I 0 0 Attachment 2 Parks and Recreation Board Minutes November 12, 2007 FOCUS ON CUSTOMER CARE ALLEN PARKS AND RECREATION THE APPROACH: TEAM INCLUDED VARIOUS MEMBERS OF PARKS AND RECREATION DEPARTMENT RESEARCHED OTHER SERVICE PROVIDERS FOR "BEST PRACTICES' FOCUS ON CUSTOMER CARE DELIVERING REM kRKALBLE SERVICE We will be accessible to our customers and respond to them In a timely manner vnth clear and accurate information We will exercise flexibility and respond to changing costomnnards We will seek to delight our customers and establish close customer micron#vps. THE NEED: A CUSTOMER SERVICE PHILOSOPHY GUIDING PRINCIPLES TO SUPPORT THE PHILOSOPHY A STRATEGY FOR ROLLOUT, TRAINING, REINFORCEMENT AND MEASUREMENT CONTINUOUS EVALUATION AND IMPROVEMENT THE STATEMENT: "REAL"- Delivering REMARKABLE service by EMPOWERED employees that creates AMAZING experiences resulting in LASTING impressions. FOCUS ON CUSTOMER CARE BY EMPOWERED EMPLOYEES We w0 alt play a poet In the continuous Improvement bl the department. We will exnclse crear" and problem solving skills as well as Ise accountable to results. We sM own problems and ensure customers get the answers they seek even when we cannot personally provide Mem. We will follow up to ensure Mnt our Customers RCBNe a response to ihek concerns 1 I A Attachment 2 Parks and Recreation Board Minutes November 12, 2007 FOCUS ON CUSTOMER CARE CREATING AMAZING EXPERIENCES • We will ensure that when a mistake occurs, we will immediately correct the problem and learn from the experience. We will provide personal attention to ensure each customer feels special and important. We will provide a unique brand of service unmatched by others. FOCUS ON CUSTOMER CARE • Operate under philosophy • Standards development • Develop training program for the development • REAL logo FOCUS ON CUSTOMER CARE RESULTING IN LASTING IMPRESSIONS W M uMMeme MalbcuNq T tlaoN M I[w• bAy imw.rawn ma... a wox w.w� a wow^ our owwn.n pp W v.W applybr aw •ntlnmxabb•Poe•n<• n•nl• nnw We ww a.q+ opite ewl�n m•M•Iace alM re.na.xn.00na FOCUS ON CUSTOMER CARE • Our ultimate goal is to deliver service that far exceeds the expectations of our citizens and to set the benchmark for the delivery of city services. I 0 I Attachment 3 Parks and Recreation Board Minutes November 12, 2007 ALLEMD PARK MVEYREA II,IWI PL SNX0 RECREAMN AR4M SiGFF BEH FERGUSON m �� CHERYL IA N A= c TOYB YCINTp$N •Qn, C,R� y�yyNc GM R NMOORE ��uM J NX y �VMo f9ME UBS' JONES WY[� TRXA LORRMO m E I 0 Attachment 3 Parks and Recreation Board Minutes November 12, 2007 C I 0 Attachment 4 Parks and Recreation Board Minutes November 12, 2007 CITY O— FY2008 First Quarter Park Board Presentation Park Operations Reassignment of Responsibilities Reassignment of Responsibilities &estous _ . Curz t C 0 0 Attachment 5 Parks and Recreation Board Minutes November 12, 2007 GIS Tree Inventory Park and Recreation Advisory Board November 12, 2007 Goals Esmbllsb a Benotanink for pubis, va mvmtory Use volmdars to wndnn nee inventory m save In, pryers EE Dnermme Ira spates.. mW make re n—iuianons for inma plan uip Daemon , Current Tra campy pucentage - 2" USDA Dine (a Allen -6% Ua vee mvemmmyy dna in dnennme mmetary value of living nmev aM p,,ouN olha due suchuraboo sequneauon. storm water tmlua and oxygen prodnenon Don Kerr- Forestry Technician Richard Truong-GIS Administrator Tree Inventory Personnel 1 Obtain Funding 2003 Urban Forestry Partnership TWI Grant Program 9n SbMe E 40.Tm Ewlpmxa lama nawurn A.L H.. np MaeaveaUiemm«1W',]5' s 11.1wjuni Dns, Homgn NativHa'merRwltMt s Le«JN Taps 8134 E 81 CM spleme ,C Une temr Gun ss 3 ICM Synem¢ Leng C -.E S 155) t'AM rWls xwM smvmmr u,WBu Goals Esmbllsb a Benotanink for pubis, va mvmtory Use volmdars to wndnn nee inventory m save In, pryers EE Dnermme Ira spates.. mW make re n—iuianons for inma plan uip Daemon , Current Tra campy pucentage - 2" USDA Dine (a Allen -6% Ua vee mvemmmyy dna in dnennme mmetary value of living nmev aM p,,ouN olha due suchuraboo sequneauon. storm water tmlua and oxygen prodnenon Don Kerr- Forestry Technician Richard Truong-GIS Administrator Tree Inventory Personnel 1 Staff Sun Ne.n sMeur TWI InE¢n Foann�Aluiµa 9n SbMe E 40.Tm crs Cwnl b -Tc uul s.pwn _a ssww s t000w caofim A�bnNlnvmmry r -u w smm, E eoo oo eam nemmmm.l 20 s ,u s aw oo swrMamm.�uwona eo cromr s wo op xwM smvmmr rm s abeam Goals Esmbllsb a Benotanink for pubis, va mvmtory Use volmdars to wndnn nee inventory m save In, pryers EE Dnermme Ira spates.. mW make re n—iuianons for inma plan uip Daemon , Current Tra campy pucentage - 2" USDA Dine (a Allen -6% Ua vee mvemmmyy dna in dnennme mmetary value of living nmev aM p,,ouN olha due suchuraboo sequneauon. storm water tmlua and oxygen prodnenon Don Kerr- Forestry Technician Richard Truong-GIS Administrator Tree Inventory Personnel 1 I I Attachment 5 Parks and Recreation Board Minutes November 12, 2007 Methods a Measure Caliper inch ( Diameter base Height at 4'h" firm ground) use caliper tape Measure Spread or Tree canopy width in feet Totals . Volunteer Hours- 696 . Volunteer Contributions $219340 . Volunteers 159 • Trees Inventoried (etl Parks oprn ey nW andWmg r ,ro mflw,i--.) 3984 A 11 A Attachment 5 Parks and Recreation Board Minutes November 12, 2007 Recommendations • PWvt More Oak, Wrge..." rbaM erecta/or thevw lm yn 9^ �waRR mg Shunnrd rm vuk Har vageud Chm Ceder Nm. Pega6vd GYmme Pvtpcbro . PWvl rmumve veNeNm of Cvnve IXovt Rvlahuse . IYa vm LW�^rvn�e cre@e Mrrr NmerDewmra Pr,r.m row. Amax rmvt lef D.m Cyprar- Waur cvePervetbe . Orm.r illt.YVOdrveaght weave %ade ereesuvd Orv.mud D«em web u RW Bud, Fierce b(Sume<. \seer. era DntM Wilbe' . Cavaurt am CAS Tree W -W" W ID y rr rurtmgm 3015 Results M-hmar4 &1 W Pubbr'rrt e £neblWb McWleevnce mbedme for prerervinglprumugi Euvhvg 4. Ix 1 rrery 3 Ye , . ivereased rrre win curer uP to l6'/. brrI e0 pnkdevebpmehr wkbiu ea[ 5 ypM . T¢ Cu.,Omi-2Vc byMIS THANKYOU Questions? 214-509-4833 scampbel1@6tydallen.o g 3 6Poue GM 6px,f %tabl Xectpgry IM 1M m i,.woee r6z nx tE eeer FNn �a% AMM II % 00 Srn OtY iB l'O cwPn OM )8 a% RL Einem RM Cher N 4% Ro swm Ree o.Y 6% 6one.. rss ra tE (azSYk Elm N M 50 SP uwtl 1 .ev T6 Cbww PeWw IS 2% 0.B em RpaSW 2x PE +% m c„w,aW +e Recommendations • PWvt More Oak, Wrge..." rbaM erecta/or thevw lm yn 9^ �waRR mg Shunnrd rm vuk Har vageud Chm Ceder Nm. Pega6vd GYmme Pvtpcbro . PWvl rmumve veNeNm of Cvnve IXovt Rvlahuse . IYa vm LW�^rvn�e cre@e Mrrr NmerDewmra Pr,r.m row. Amax rmvt lef D.m Cyprar- Waur cvePervetbe . Orm.r illt.YVOdrveaght weave %ade ereesuvd Orv.mud D«em web u RW Bud, Fierce b(Sume<. \seer. era DntM Wilbe' . Cavaurt am CAS Tree W -W" W ID y rr rurtmgm 3015 Results M-hmar4 &1 W Pubbr'rrt e £neblWb McWleevnce mbedme for prerervinglprumugi Euvhvg 4. Ix 1 rrery 3 Ye , . ivereased rrre win curer uP to l6'/. brrI e0 pnkdevebpmehr wkbiu ea[ 5 ypM . T¢ Cu.,Omi-2Vc byMIS THANKYOU Questions? 214-509-4833 scampbel1@6tydallen.o g 3