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BM 2003-02-03 PBMeeting Time: Meeting Place: Members Present: Staff Present: Item 1: Item 2: PARK AND RECREATION/TREE BOARD MINUTES OF MEETING February 3, 2003 6:30 p.m. Coppell Road Service Center 816 S. Coppell Road Coppell, Texas 75019 Victor Burke, Stephen Hafer, David Castillo, Larry Jones, Mark Tepper, Scott Williams, Greg Garcia, Tracey Garman, and Mark Echerd. Brad Reid, Guy McLain, Jane Anne, John Elias, and Hilda Salazar. GENERAL ITEMS Call the Meeting to Order - Mr. Victor Burke called the meeting to order at 6:36 p.m. Citizen' s Forum. - Mr. Ron Sarason 619 Lake Park Coppell, TX 75019 Mr. Sarason presented the Board with a map and pictures showing erosion, his swimming pool and a picture showing two large cypress trees he doesn't want the city to cut for the construction of the proposed Hike and Bike Trail at Moore Road and Ashbury Manor Subdivision. There are two houses with swimming pools very close to where the city is planning to build the trail. He expressed that the trail should be built 15 ft. from his property line. Mr. Sarason said he can't understand why the city doesn't build the trail on the south side of the lake only. Suggests not making a complete circle around the lake, but if it happens, be respectful of the residents who have houses close to the lake. Mr. Fred Pensotti 615 Lake Park Coppell, TX 75019 Mr. Pensotti expressed concern about the privacy, sound and access to the Park from the rear of their houses if the Hike and Bike trail its built in the proposed location. He feels that the proposed wall should be taller than 3 ft. He also expressed interest in buying land from the City in that area to have a bigger backyard and would be a way to fund the trail project. COPPELL RECREATION DEVELOPMENT CORPORATION Action Items: (Items requiring CRDC members' action such as a motion or vote) Item 3: Consider Approval of Minutes from January 6, 2003 Meeting. - Mr. Scott Williams, moved to approve minutes from January 6, 2003. Mr. Larry Jones, seconded the motion. Vote: (7- 0), approved. Item 4: Consider Approval of a Change Order to the JMC Construction Contract for the installation of Hike and Bike Trail Sections at the Denton Creek Trail System. - Mr. Brad Reid informed the Board that the three sections of trail under construction at Vistas, Andrew Brown West and Andrew Brown East north of 4-plex complex, the consultant left out a handrail, walls and additional earthwork. Between the trail and the jogging path at Andrew Brown West, there is a vertical drop-off that is over 30 inches from the elevation of the trail. Therefore, it is necessary to construct a hand rail separating those two areas. The mentioned items were not included in the construction documents. Staff is currently working with the contractor to get a proposed price that can be brought to the Board next month. Information Items: (Requires no action by CRDC) Item 5: Presentation and Discussion of the proposed Hike and Bike Trail at Moore Road Park and Ashbury Manor Subdivision. - Mr. Brad Reid made a presentation to the Board and provided them with information on the proposed options to continue the trail around the lake. A.) Concrete trail with a wall option with plantings. B.) Boardwalk over the water - Staff proposes option A as the best alternative. Item 6: Presentation and Discussion on the Development of Practice Areas at Wagon Wheel Park. - Mr. Reid explained to the Board that staff has been directed to develop practice facilities at Wagon Wheel Park and presented the master plan of the park. - Staff is currently negotiating a contract with Schrickle Rollins for the development of design and construction documentation of the proposed project. PARK AND RECREATION BOARD ITEMS Action Items: (Items requiring Park Board members' action such as a motion or vote) Item 7: Consider approval of Park Board Continuing with the Adopt-a-Location Project. - Mr. Larry Jones, moved to approve the renewal of the Adopt-a- Location Agreement. Mr. Mark Tepper, seconded the motion Vote: (7- 0), approved. Item 8: Consider approval of a Proposed Revision to the Sport Council Bylaws. - Mr. Williams presented a proposed revision to the Bylaws. - An exception to the proposal is Section 5, article E that should read: "Prior to any independent teams being assigned use of practice fields, they are required to comply with current city requirements to include:" - Board also recommended reviewing and updating the entire Sports Council Bylaws and sending them to the City attorney for his review. - Mr. Tepper moved to approve the revision to the Sport Council Bylaws with exception of article "g" Mr. David Castillo, seconded the motion. Vote: (7- 0), approved. Item 9: Consider approval of a Proposed Revision to the Park and Recreation Code 9-11-7, Subsection F. - Board changed Subsection F to read: "Field assignments for games or practices can only be made by an association that is a member of the Coppell Sports Council. Such requests must be made by and through the sports association in accordance with the guidelines of the sports association's annual facility use agreement. All Coppell Sports Council member associations shall consist of 80 percent Coppell residents. The person making the field assignment request may be required to produce a list of members, including their residency, for determination of eligibility. The field assignment for a playing facility will be granted for a reasonable period of time between the hours of 8:00 a.m. and sunset for unlighted facilities and between 8:00 a.m. and 11:00 p.m. for lighted facilities. - Mr. Mark Tepper, moved to approve the proposed revision to subsection F. Mr. David Castillo, seconded the motion. Vote: (4- 3), approved Note: Ms. Garman, Mr. Jones and Mr. Williams opposed. Item 10: Consider Approval of a Proposed Revision to the Park and Recreation Department Policy regarding Sports Association's Criminal Background Checks. - Mr. Williams presented this item to the Board - Mr. Williams moved to table item to the March 3, 2003 meeting, pending City Attorney review. Ms. Tracey Garman, seconded the motion Vote: (7- 0), approved Item 11: Consider Approval of a Request of the Coppell Baseball Association to Utilize Wagon Wheel Park at a Time Outside Their Contract Period. - Mr. Reid informed the Board about the Coppell Baseball Association request for a Triple Crown Tournament during the weekend of March 7-9, 2003. - Board concerned because CBA didn't ask for approval prior to make commitment with Triple Crown. - Ms. Tracey Garman, moved to approve the request from CBA with the reminder that in the future they receive pre-approval no later than 90 days prior to the date of the tournament. Mr. David Castillo, seconded the motion Vote: (7- 0), approved. Information Items: (Requires no action by Park and Recreation Board.) Item 12: Presentation and Discussion Regarding a Possible Dog Park in the City of Coppell Park System. - Item pulled from agenda. Item 13: Director' s Report * Construction Progress Report - Mr. Reid provided the Board with updated information. * Special Events - Mr. Reid reminded the Board about the Sweetheart Ball Event scheduled for February 8, 2003 at the Aquatic and Recreation Center. This year's theme is Shake, Rattle and Roll, and includes the following activities: Elvis' performance, dance and costume contest, silent auction, etc. - 4th. Of July, City Council will discuss event activities during work session on February 11, 2003 meeting. Item 14: Board Member report - Mr. Mark Tepper informed the Board that Sports Council Meeting was on January 23, 2003. - Primary discussion: Girls Softball request for reassignment of practice facilities. They requested usage of Andrew Brown West; there will be a two-week schedule overlap period with Soccer. CSC required Girls Softball to obtain approval from Coppell Youth Soccer Association. Mr. Tepper informed the Coppell Sports Council Members about the Sports Council endorsement of the proposed changes to the 9- 11-7 Ordinance. Mr. Tepper asked the Associations whether they were interested in utilizing the Deforest Service Center as office space, to which there was no response. Item 15: Chair Report - February 8, 2003, Adopt-a-Location workday. - Mayor's Breakfast is scheduled for February 15, 2003 at 9:00 a.m. in the Coppell Road Service Center conference room. Mr. Burke will present the Board's goals to the group. He requested input from the other members of the Board. Item 16: Future Agenda Items CRDC Financial Report Sports Council Bylaws revision Appeals Review Background Checks - City Attorney review Hike and Bike Trail Contract Dog Park TREE BOARD ITEMS Action Items: (Requires a vote or some action by the Board) - Board judged the submitted Arbor Day posters. School Winners Lee Elementary - participants were disqualified due to the size poster guidelines requirements. Sara Maaria Saastamoinen - Austin Elementary Kristina Aaron - Wilson Elementary Eric Freeburg - Lakeside Elementary Janel Jex - Denton Creek Elementary Krista Shandley - Cottonwood Creek Elementary Eric Oesch - Town Center Elementary Daniel Spalding - Mockingbird Elemenatary Overall Winner Kristina Aaron - Wilson Elementary Kristina will receive a $50.00 check and the Art Teacher will receive $150.00 check. Mr. Larry Jones, moved to adjourn meeting Ms. Tracey Garman, seconded the motion Vote: (5 - 0), approved Mr. David Castillo and Mr. Mark Tepper left at 9:13 p.m. Park and Recreation Board Meeting adjourned at 9:48 p.m. Note: Copies of handouts provided at this meeting available upon request at the Parks and Recreation Department.