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BM 2002-06-03 PBMeeting Time: Meeting Place: Members Present: Staff Present: PARK AND RECREATION/TREE BOARD MINUTES OF MEETING June 3, 2002 6:30 p.m. Town Center 255 E. Parkway Blvd. Coppell, Texas 75019 Rene Lawson, Mark Tepper, Victor Burke, Reg Allen, Tracey Garman, David Castillo, and Brent Wooten. Gary Sims, Brad Reid, John Elias, Guy McLain, and Hilda Salazar. Item 1: Item 2: Item 3: Item 4: Call the meeting to order Mr. Rene Lawson called the meeting to order at 6:40 p.m. Approval of minutes from May 6, 2002 meeting. Mr. Mark Tepper, move to approved the minutes from May 6, 2002 meeting Mr. Brent Wooten, seconded the motion Vote: (7- 0), approved. Citizen's Forum. Citizens should complete a Citizen's Appearance Form. Pursuant to the State of Open Meetings Law, the Board is restricted in discussing or taking action on items not posted on the Agenda. Action on your statement can only be taken at future meetings. - Mr. Eugene VanOverschelde 136 Cottonwood Drive Coppell, TX 75019 Mr. VanOverscshelde wanted more information about the Tennis Center and requested more than six courts, six not being enough for a league. Discussion and action from Special Joint Meeting of the Park and Recreation Board and Coppell Sports Council held on February 19, 2002. The Board is very pleased with the Sports Council progress. Item 5: Decision to reschedule, cancel or hold the July 1st and August 5th Park Board meeting as scheduled. Mr. Mark Tepper, made motion to cancel the July 1st meeting Mr. Reg Allen, seconded the motion Vote: (7- 0), approved. Mr. Victor Burke, made motion to cancel the August 5th meeting Mr. David Castillo, seconded the motion Vote: (4- 3), approved - Mr. Lawson, Mr. Wooten and Mrs. Garman opposed. Item 6: Discussion, action, and recommendation concerning the proposed road through Grapevine Springs Park for the Old Coppell development. Staff met with Looney, Ricks & Kiss firm and expressed concerns they have. Concept hasn't been funded yet. Board proposed to ask opinion from Dallas Historical Society. Mr. Mark Tepper, made motion to recommend not pursuing the proposed road through Grapevine Springs Park. Mrs. Tracey Garman, seconded the motion Vote: (7- 0), approved Item 7: Discussion, action and recommendation to City Council on payments from the Pepsi Contract for the Youth League Sponsorship Fund and the Volume Incentive Fund to Coppell Sports Council Associations. Park Board recommendation for Pepsi Contract Youth League Sponsorship Fund and Incentive Fund payment for June 2001 - May 2002. Youth League Sponsorship Fund In accordance with the agreement between the City of Coppell and Pepsi Bottling Group, the Park Board recommends that the following sports associations be paid the Youth League Sponsorship Fund for the agreement year ending May 31, 2002 according to paragraph 5. (f) of the agreement. The Park Board recommends the $10,000 Youth League Sponsorship Fund be divided among all members of the Coppell Sports Council based on the number of youth players participating in each association's program as indicated by the table below. Percentage of players participating to be applied to the Youth Number of League Youth League youth Sponsorship Sponsorship Fund Coppell Sports Council Associations players Fund payment Para 5. (f) Coppell Youth Soccer Association (CYSA) 2,641 55.65% $5,564.69 Coppell Baseball Association (CBA) 1,270 26.76% $2,675.94 Coppell Girls' Softball Association (CGSA) 340 7.16% $716.39 Coppell Youth Football Association (CYFA) 238 5.01% $501.47 Coppell Family YMCA Baseball/T-Ball (YMCA) 1 52 3.20% $320.27 Coppell Lacrosse Association (C LA) 1 05 2.21% $221.24 Total 4,746 100.00% $10,000.00 Notes: To be eligible Youth Sports Associations must: a. Be a member of the Coppell Sports Council and b. Play sport on city owned or managed land/facility. c. Pay the city sports user fee. I I Volume Incentive Fund If the Volume Incentive Fund's 2nd Agreement Year ballpark sales goal of 2,400 cases is achieved as of May 31, 2002, the Park Board recommends that all Coppell Sports Council member associations who have purchased Pepsi products be eligible to receive the incentive fund payment according to paragraph 5. (g) of the agreement. The Volume Incentive fund should be paid to each eligible association based on the amount of products that each association purchased based on Pepsi sales reports. Pepsi Contract Youth League Sponsorship Fund Data Worksheet 2001-2002 Coppell Sports Council Youth Players Youth Players Youth Players Largest Percentage of Youth league sponsorship Associations Summer 2001 Fall 2002 Spring 2002 Season's youth players participating Fund Payment players to be applied to the Para 5,(f) Youth League Sponsorship Fund Coppell Youth Soccer No game 2,595 2,641 2,641 55.65% $5,564.69 Association (CYSA) season Coppell Baseball Association No game 505 1,270 1,270 26.76% $2,675.94 (CBA) season Coppell Girls' Softball No game 166 340 340 7.16% $716.39 Association (CGSA) season Coppell Youth Football No game 238 No game 238 5.01% $501.47 Association (CYFA) season season Coppell Family YMCA 152 No game No game 152 3.20% $320.27 Baseball/T-Ball (YMCA) season season Coppell Lacrosse Association 85 No game 105 105 2.21% $221.24 (CLA) season Total 4,746 100.00% $10,000.00 Notes: To be eligible Youth Sports Associations must: a. Be a member of the Coppell Sports Council and b. Play sport on city owned or managed land/facility. c. Pay the city sports user fee. Item 8: Annual report of the Coppell Youth Soccer Association. Mr. Jim Barr made presentation to Board and provided with the following information: President Executive VP Secretary Treasurer VP Officials VP Concessions VP Commissioners VP Non-Rec. VP Administration New CYSA Boards Members elected Jim Barr Connie Rios Alex Wiener Robert Lefkovits Ted Croft Vicky Hoerth Jim Henderson David Warner Keith Hodges * Other CYSA Contacts Director of Coaching Richard Smith Registrar Cassie Matheny * CYSA Usage contract CYSA signed the Use Agreement on May 20, 2002. * CYSA Fall and Spring Highlights Season Total Res. % Non-Res % Fall Spring 2641 2261 83 380 17 * CYSA Background Checks CYSA is required to submit to NTSSA all background checks for coaches and team managers by Sept. 1st of each year before the fall season and 10 days before the first scheduled practice before the spring season begins. NTSSA that a coach or manager has been disqualified then the background checks that have been submitted are approved. Starting in the fall season of 2002, CYSA will strictly enforce the background check policy. If a coach or manager has not turned in their form to the CYSA office the VP of Commissioners and other board members will step in to assist that coaches game and the coach will not be allowed to coach a game or participate in practices until the form is turned in to CYSA and mailed to NTSSA. We will allow him to return to coaching on the "negative" confirmation rule. * User Fees CYSA has paid all user fees due for the previous fall and spring seasons totaling over $30k. * Pepsi Contract CYSA does not have a problem with the contract. However, we do listen to numerous complaints about the size of the bottled drinks - 20oz. Is too much for most kids at one sitting and the drinks get warm because of the time it takes to finish them. * Field Use Model CYSA will help in any way we can to provide the Park Board with needed data to help build a Filed Use Model and a "future" projection-modeling tool. * Field Allocation Plan CYSA is planning to take full use of Wagon Wheel and Andy Brown West for all of our fall 2002 and spring 2003 games, in doing so several members of the CYSA board will work with diligence to effectively plan Item 9: the game field usage for each age group. At this time we can not give you accurate assessments of how this will pan out however, we do know that parking was a major issue before we utilized Andrew Brown East/Moore Rd. At Wagon Wheel we have 5 U9/10 sizes fields to use or 10 U5/6 sized fields or a combination thereof. We'll keep you informed. * Coppell Sports Council This summer, CYSA will be assisting the Sports Council with several "bylaws" issues that need clarification; 80% residency rule, User Fee Ordinance and Game Status. The Sports Council has decided to tackle each of these issues separately at each of the next three meetings. Annual Report of the Coppell Girls' Softball Association. - Not present. Item 10: Chair Report - Adopt a Location workday Mr. Lawson informed that they picked up nine bags of trash. Had lots of fun and expressed his concern that if the Board dissolves who will continue with Adopt a Location project. Park Board/Tree Board/Coppell Recreation Development Corporation applications deadline July 31, 2002. Mr. Lawson encouraged members to apply for this or other Board and Commission. Item 11: Director' s Report - Construction Progress Report John provided Board with updated information City Council action on Park Board member 2 concurrent terms Mr. Sims informed the Board that City Council has approved the two years concurrent terms due to the combination of Boards. - Reappointment of Board members No position is guaranteed on next Board. Item 12: Sub-committee Reports - Park Naming Sub-committee No Report / Inactive - Special Project Funding Sub-committee Waiting on Turco Survey Results. Item 13: Discussion of future agenda items - Annual Report of the Coppell Girl's Softball Association - Tennis Court construction award report and tennis court business plan - Diagram of new City property across from Wagon Wheel Park. - Annual Report of the YMCA (October) - Annual Report of Adult Softball - Changing Board time to 7:00 p.m. - Next Newspaper Article - Follow up report from Jim Barr under Director's Report Item 14: Board Member Reports Mr. Tepper- Coppell Sports Council update - Mr. Tepper informed the Board that is an amazingly cooperative group. Sports council is working in the following: · 80% Residency rule · User fee permit · Game Field status - Girls' Softball Association has not signed contract; all the other associations very happy with contract. - Mr. Tepper will attend the next Sports Council Meeting. Mr. Brent Wooten, moved to adjourn meeting Mr. Reg Allen, seconded the motion Vote: (7 - 0), approved Park Board Meeting adjourned at 8:36 p.m.