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BM 2002-09-09 PBMeeting Time: Meeting Place: Members Present: Staff Present: Note: Item 1: Item 2: Item 3: Item 4: PARK AND RECREATION/TREE BOARD MINUTES OF MEETING September 9, 2002 6:30 p.m. Town Center 255 E. Parkway Blvd. Coppell, Texas 75019 Chris Ruska, Rene Lawson, Mark Tepper, Victor Burke, Reg Allen, Tracey Garman, David Castillo, Scott Williams, and Brent Wooten. Gary Sims, Brad Reid, John Elias, Jane Anne Sellars, Lloyd Mauch, and Hilda Salazar. Mr. Lawson arrived at 7:24, Mr. Tepper arrived at 7:42, and Mr. Castillo left at 7:50 p.m. Call the meeting to order Mr. Chris Ruska called the meeting to order at 6:39 p.m. Approval of minutes from June 3, 2002 meeting. Mr. Brent Wooten, move to approved the minutes from June 3, 2002 meeting Mr. Victor Burke, seconded the motion Vote: (6- 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. - Mrs. Janice Turner 121 Dartmouth Coppell, TX 75019 Mrs. Turner requested the construction of a dog park. She said she was willing to help in any way needed to have this project in the City. Board told her we would add this project to a future agenda item. Annual Report by Sports Associations a. Coppell Girl Softball Association Mr. Chris Mosley provided the Board with the following information: - The Girl Softball Board is integrated with twelve members - They had 163 registrants on Fall 2001 - For the 2002 Fall program they had over 200 registrants. - They have a 70% retention rate - They will host the first tournament this weekend with participants from all over Texas. - Some issues they have: they don't have a place to practice or adequate place to play. b. Coppell Adult Softball Program Mr. Lloyd Mauch provided the Board with the following information: - Total number of divisions: 2 men's leagues on Thursday nights with 9 teams per league. 2 coed leagues on Tuesday nights with 9 teams per league. - Total number of teams in all leagues: 36 teams - Total number of participants: 542 - Facilities used: Andrew Brown Central, Fields #1 & #2. - Day and times facilities used: Tuesday night, field #1 & #2, 6:30, 7:30, 8:30, & 9:30 games scheduled. Thursday night, field #1 & #2, 6:30, 7:30, 8:30, & 9:30 games scheduled. - Cost and number of games: $300 per team. 8 games per team. 288 games played over the summer - Improvements made: Temporary outfield fencing was purchased and installed for the summer season. This was one of the major concerns addressed by staff to improve the league. - Lowered entry fee from $325 per team to $300 per team in an effort to recover more teams. - Future improvements that are needed: Scoreboards for the left field side of each field - Current and future concerns for league to be successful: New light curfew ordinance change that city council implemented in July. Lights have to be off at 10:30pm instead of 11:00pm. - Need to have spring and fall seasons to retain teams and build league. - A small decline in participating teams noted over the last four years. Reasons: no spring and fall seasons, no scoreboards, and until this year no outfield fence. Coppell Family YMCA No representative from the YMCA was present. Item 5: Discussion and action needed on the proposed changes to the Park and Recreation code Sec 9-11-3 and 9-11-7. - Mr. Sims provided the board with the following information about Recreation code 9-11-3: - The Coppell City Council added Andrew Brown Jr. Community Park Central, MacArthur Park, Wagon Wheel Park, Moore Road Park and the Carter Crowley Practice Facility to the city ordinance 9-11-3. This ordinance allows these athletic facilities to remain open after sunset. Previously, parks with lighted athletic facilities were allowed to remain open until 11:30 p.m. As part of the amendment to city ordinance 9-7-3, which was passed on July 9, 2002, city council also modified the hours of operation of athletic fields setting the time for lights to be turned off at 10:30 p.m. Normally, most of the sports associations complete their games by 10:00 p.m., with the exception of tournaments, occasionally, they can run through 11:00 p.m. Also, adult softball, which must share facilities with both Youth Football and Lacrosse, frequently does not complete their games until 11:00 p.m. The Parks and Recreation Department have not received any complaints from adjacent neighborhoods about the 11:30 p.m. Park closing hours. Prior to the new computer operated lighting system, we did receive complaints when the lights were operated manually and occasionally left on all night. Additionally, these new hours of operation are in conflict with city ordinance 9-11-7 and the new facility use agreements that were developed for each sports association. We have discussed the new operating hours with the various sports associations and have been requested to ask the city council to reconsider this change. Staff would like to include a recommendation from the Park and Recreation Board regarding this request. - Mrs. Sellars provided the Board with information about Recreational code 9-11-3. - Mr. Carl Rehling, President of the Sports Council Association also sent a letter addressing the above issues. Copy of letter available upon request. Mr. Victor Burke, move to make recommendation to Council to modify ordinance 9-11-3 Mr. Rene Lawson, seconded the motion Vote: (8- 0), approved. Mr. Sims provided the Board with the following information in regards to Code Recreation 9-11-7. - The City Council asked the Parks and Recreation Department to bring forth for discussion purposes the current issues surrounding field usage, scheduling and game field status designation and enforcement. At the July 9, 2002 City Council Work Session staff discussed several of the most pressing issues surrounding these items. The Council did not take any action on this issue. Action Requested: Agreement on formulating recommendations to the Parks and Recreation Department and the City Council, for possible modifications to appropriate codes and ordinances. Mr. Scott Williams, made motion to table section 9-11-7, forming a subcommittee and discuss it in the October meeting. Mr. Rene Lawson, seconded the motion Vote: (8- 0), approved Item 6: Discussion, action, and recommendation concerning proposed changes to the Coaches Background Check Policy. Mr. Sims provided the Board with the following information: - Sports Council has diverse issues about the contracts - Associations want addendums to the affidavit as they filled additional coaches slots. - Is not always possible for the President of the Association to sign the affidavits; they requested to add a designee to be able to sign in the absence of the President. - The former Soccer Association President informed staff that the Association would be in compliance with the Coaches Background Checks. - Mr. Jim Barr, new President informed staff that they can't meet the requirements due to their affiliation with North Texas Soccer; the way the Association works is: a list of prospect coaches names is submitted to the organization for background checks, they don't send back a list of coaches who passed, they send a list of exceptions. Association would contact the coaches on the list and gives them the option to clear their situation or leave the Association. - In order for the policy to work a ten day deadline was put on the contract; staff recommended to leave it as written, with the exception of Soccer since they are already under the North Texas Organization who requires the background checks as well. The President will come and sign the affidavit by September 11th. - Board concerned that if they allow the Soccer Association to do it the other Associations will do the same; and concerned about the children' s safety. - Board also mentioned that if an Association doesn't comply with the contract, the Parks and Recreation Dept. has the right to shut them down and not let them play. - The City accepted to give Soccer Association a variance, but is requesting for Park Board recommendation to make it permanent. Mr. Scott Williams, moved to authorize City staff and City Attorney to make changes to the policies of the background checks to allow addendums to the affidavits; additionally, to allow the President of the Association to assign a designee to sign the affidavits. Item 7: Item 8: Item 9: Mr. Rene Lawson, seconded the motion Vote: (8- 0), approved. Report of the final Pepsi contract payment information effecting Volume Incentive Fund. - Mr. Williams informed the Board that checks were mailed to the Associations last Friday. Chair report. - Adopt a Location Mr. Ruska thanked all participants for helping and asked staff to send letters to teenagers who helped picking up trash. Director' s Report. - Construction Projects Update Mr. Elias provided the Board with updated information - Summer Recreation Programming Update Mrs. Sellars provided the Board with the following information: · Very successful summer season at the Aquatics and Recreation Center · Overall attendance (June, July, August) was 43,475 · Swimming pool attendance (June, July, August) was 22,000 · Number of swim students - 750 · Number of recreational students- 932 Held first Summer Youth Basketball League Camp Do it All averaged 85 youth per week at each of two sites - Tennis Center Mrs. Sellars informed the Board that: · Construction underway at Wagon Wheel · Projected Opening of Facility-May 2003 · Staffing for facility will include cashiers to answer phone, register citizens for programs and keep the facility looking good. Instructors will be hired, at various rates, to teach private, semi-private and group lessons, camps and clinics. · Court Rentals will begin immediately at opening · First projected Class Session-Summer 2003 · Singles and Doubles Leagues · Class Instruction, from Pee Wee (age 4) through Seniors · Half-day camps and clinics Other items: · All programs will be hooked up to the CLASS system. Individuals will be able to sign up for classes and other programs over the internet, at the Aquatics and Recreation Center, at the Parks & Leisure Services Main Office and at the Tennis Center during operational hours. · The facility will be open for court rentals on from 6:00am- 10:00pm, every day of the week. Staff will only be in the facility on a limited basis: from 9:00am-12:00noon and 4:00pm-9:00pm, Monday through Saturday, and on Sundays from 4:00pm-9:00pm. As the facility becomes more successful, we hope to staff it 100% of the time. · At this time, the court usage will be divided up with 15.5% going to structured programs, 21.5% to league programs, and 63% to use for court rentals. We are starting out with the assumption that there should be two (2) courts available for rental at all times. We will make modifications in the operation as we go along and find out what our "niche" is, just as we did at the Aquatics and Recreation Center. · Fees have not been set as yet, and will have to be approved by the City Council in October. · Lloyd Mauch, as the Athletics Supervisor for Parks and Leisure, will oversee the operation. More official information will be available at the November Board Meeting. - Fall Family Fish September 28, 2002 Saturday, September 28, 10:00am - 1:00pm, Andy Brown East Park The Texas Junior Anglers will be bringing portable fishing pond and stock it with 300 pounds of adult channel catfish. Children will have the opportunity to catch a tagged fish for a prize. Also new this year will be a Bassmaster CastingKids contest. The Texas BASS Federation and local bass clubs will put this on. This is a contest where kids get to use their fishing skills to win prizes. Drawings will be made throughout the event for prizes. Free drinks will be made available from the Pepsi wagon. - Heatly / Moist Property Mr. Sims showed a property map to the Board and informed them that at this point the City continues with its original plan to build a cemetery in that property. Item 10: Board Members Report - Mr. Tepper- Coppell Sports Council Update Mr. Tepper attended three Sports Council Meetings and they have the following projects: · Meeting with CISD to utilize school facilities for practice · Associations pursuing joining together to perform Criminal background Checks and issuing cards for coaches through the CLASS system. · Approved fall field allocation · User fees · 80% residency requirements Mr. Chris Ruska thanked the entire Park and Recreation Board members for the hard work this past year. Mr. Scott Williams, move to adjourned meeting Mr. Brent Wooten, seconded the motion Vote: (8- 0), approved Park Board Meeting adjourned at 9:55 p.m. Note: Copies of handouts provided at this meeting available upon request at the Parks and Recreation Department.