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BM 2002-10-07 PBMeeting Time: Meeting Place: Members Present: Staff Present: Item 1: Item 2: Item 3: Item 4: Item 5: PARK AND RECREATION/TREE BOARD MINUTES OF MEETING October 7, 2002 6:30 p.m. Town Center 255 E. Parkway Blvd. Coppell, Texas 75019 Victor Burke, David Castillo, Tracey Garman, Stephen Hafer, Larry Jones, Mark Tepper, Scott Williams, and Greg Garcia. Gary Sims, Brad Reid, John Elias, Guy McLain, Jane Anne Sellars, and Hilda Salazar. Call the meeting to order Mr. Stephen Hafer called the meeting to order at 6:33 p.m. 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. - No citizens present Orientation to the Park and Recreation Board Members - Mr. Gary Sims made a presentation to the Park and Recreation Board members and explained the responsibilities they will have for the next two years. Also, he provided the Board with an overview of the Parks and Recreation Department. Report of the Coppell Recreation Development Corporation revenues and expenditures by Ms. Jennifer Armstrong, Treasurer. - Ms. Jennifer Armstrong provided the Board with the latest financial information. She mentioned that in February she will bring the actual FY 2001-2002 financial report. - Ms. Armstrong does not recommend initiating any projects other than those having already been identified. Election of Officers · CHAIR / PRESIDENT - Ms. Tracey Garman nominated Mr. Mark Tepper; Mr. Tepper declined nomination. - Mr. Mark Tepper nominated Mr. Victor Burke Mr. David Castillo, seconded the nomination Vote: (7- 0), approved. Item 6: Item 7: Item 8: Item 9: VICE CHAIR / VICE PRESIDENT Mr. David Castillo nominated Mr. Stephen Hafer Mr. Mark Tepper seconded the nomination Vote: (7- 0), approved SECRETARY Mr. Scott Williams nominated Mr. Mark Tepper Mr. Stephen Hafer seconded the nomination Vote: (7- 0), approved COPPELL RECREATION DEVELOPMENT CORPORATION Approval of CRDC minutes from June 17, 2002 Meeting - Mr. Larry Jones, moved to approved the minutes from the June 17, 2002 meeting. Mr. Stephen Hafer, seconded the motion Vote: (7- 0), approved Consider approval of a change of dates for the Annual CRDC Board Meeting. The CRDC Bylaws stipulates to have an annual meeting the second Tuesday of November and the proposal is to have the annual meeting concurrent with the monthly meeting. - Mr. Larry Jones, moved to change the date of the CRDC Annual meeting to be on Monday, November 4, 2002. Mr. Mark Tepper, seconded the motion Vote: (6- 0), approved. Consider approval of a Professional Services agreement with TBG for design services related to the Denton Creek Trail extension. - Mr. John Elias informed the Corporation that the total cost of the agreement is $59,250.00 and provided them with a copy of the contract. Mr. Scott Williams, moved to approve the Agreement with TBG Mr. Stephen Hafer, seconded the motion Vote: (7- 0), approved Consider approval to award a bid for the construction of a second water well at Wagon Wheel Park. - Mr. John Elias provided the Corporation with a copy of the two bids received, both of which are over budget. - One of the bid's total is $378,329.00 and the other one is $414,955.00 - Staff recommended rejecting the bid due to lack of financial resources. Mr. Stephen Hafer, made motion to reject the bid. Mr. Mark Tepper, seconded the motion Vote: (7 - 0), rejected. CRDC meeting adjourned at 8:25 p.m. Item 10: Approval of Park and Recreation Board Minutes from September 9, 2002 - Board recommended bringing the minutes back to the next Board meeting. Mr. Scott Williams, moved to table the minutes until next month. Mr. Stephen Hafer, seconded the motion Vote: (7- 0), approved Item 11: Consider approval of future Park and Recreation Board Meeting dates and times. - The Board decided to keep the current meeting dates and times. Item 12: Chair Report - Adopt a Location Mr. Burke asked the new Board for input about continuing with the Adopt a Location Program and it was the board's consensus to continue. The next Adopt a Location activity is scheduled for Saturday, November 9, 2002; Board will meet at Wagon Wheel Park. Item 13: Director' s Report - Construction Progress Report Mr. John Elias provided the Board with updated information about current projects. - Special Events Report Mrs. Jane Anne Sellars informed the Board about the Family Fish event held at Andrew Brown East Park on September 28, 2002 where lots of kids had the opportunity to catch and release fish. It was a very successful event. She also requested support from the Board to volunteer for future events and provided them with the following information: Halloween Carnival: October 31, 2002 5:30 - 8:30 p.m. Holiday in the Park: December 7, 2002 5:00 - 8:00 p.m. Sweetheart Ball: February 8, 2003 6:30 - 9:30 p.m. Bunny Brunch/Egg Hunt: April 19, 2003 9:30 - 11:30 a.m. 4th of July Celebration: July 4, 2003 12:00 noon- dark Family Fish: October 4, 2003 10:00 a.m. - 1:00 p.m. - Request for a Dog Park Mr. Gary Sims informed the Board that a proposed location for the Dog Park could be in the area between the MacArthur Park Ballfields and the Church of the Apostles. He went to Plano with Mrs. Turner to visit the established Dog Park. Item 14: Item 15: Staff informed Mrs. Turner that the City would need $100,000.00 approx, to build a Dog Park and at this time we don't have financial resources available. Mrs. Turner told the Board she is willing to ask for donations and sponsorship money to develop a Dog Park in Coppell. Board Member Reports Mr. Tepper- Coppell Sports Council update - Mr. Tepper attended the Sports Council Meeting on September 17, 2002. · Sports Council hasn't made contact with CISD regarding shared field usage. · Sports Council had a discussion in regards to opening and closing Wagon Wheel. Soccer Association questioned if they should close the Park if there were cars still in the parking lot. · Associations are concerned about the rent that might be charged by the City to utilize the Service Center for office/storage space. · Sports Council requested action regarding the Park Closing and Facility Scheduling codes; frustration level has grown with perceived inactivity. Future Agenda Items Mr. Burke requested to assign times to the agenda items. Mr. Mark Tepper, moved to adjourn meeting Mr. Stephen Hafer, seconded the motion Vote: (7 - 0), approved Park Board Meeting adjourned at 9:33 p.m. Note: Copies of handouts provided at this meeting available upon request at the Parks and Recreation Department.