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BM 2003-01-06 PBPARK AND RECREATION/TREE BOARD MINUTES OF MEETING January 6, 2003 Meeting Time: 6:30 p.m. Meeting Place: Coppell Road Service Center 816 S. Coppell Road Coppell, Texas 75019 Members Present: Victor Burke, Stephen Hafer, David Castillo, Larry Jones, Mark Tepper, Scott Williams, and Greg Garcia. Staff Present: Brad Reid, Guy McLain, Jane Anne, and Hilda Salazar. GENERAL ITEMS Item 1: Call the Meeting to Order - Mr. Victor Burke called the meeting to order at 6:45 p.m., indicating that Mr. Garcia would act as a voting member tonight because of an absence. Item 2: Citizen' s Forum. - No citizens present Item 3: Consider Approval of Minutes from December 2, 2002 Meeting. - Mr. Scott Williams, moved to approve minutes from December 2, 2002. Mr. Mark Tepper, seconded the motion. Vote: (7- 0), approved. PARK AND RECREATION BOARD ITEMS Action Items: (Items requiring Park Board members' action such as a motion or vote) Item 4: Consider Approval of the Sub-Committee Recommendation on Practice Field Usage. - Mr. Mark Tepper provided the Board with a handout with information on practice field usage. - Mr. Castillo provided the Board with comments from Sports Associations in regards to alternative "C". - Mr. Garcia proposed to eliminate alternative "C". - Mr. Reid expressed his concerns with the possible increased staff involvement with practice field scheduling. The Parks and Recreation Dept. does not currently have adequate staff to take on this responsibility. Alternative "B" and "C" indicate City Staff involvement. Mr. Rehling said that the Sports Council Members consensus is option "A" and Baseball and Softball are willing to take the extra step to help the independent team's schedule practice areas. Mr. David Castillo moved to approve option "A" which allows for the CSC Associations to continue to schedule practice areas for teams registered in the association, during in-season periods. Subsequent to the assignment process, unassigned fields would be identified and available for reservation by independent teams through the assigning association. Mr. Greg Garcia, seconded the motion with the following amendment: The responsible association will ensure that the independent teams comply with all city field usage policies including residency requirements, background checks, user fees and liability insurance. Vote: (7- 0), approved Information Items: (Requires no action by Park and Recreation Board) Item 5: Annual update of activities by the Coppell Football Association - Mr. Charlie Martin provided the Board with the following information. - For the fall 2002 season, 249 players registered for football, with 238 completing the season. 129 cheerleaders registered and completed the season. - Registration fees for the 2002 season were $175 for tackle football and $100 for flag. These fees cover the use of helmets, shoulder pads, pant pads, jerseys, and socks. Players must return protective equipment, but may keep their jerseys, pants and socks. Fees for cheerleaders were $200. - Home games for CYFA are played on Saturday at Andy Brown Central beginning around the first week in September. Visiting teams from Southlake, Colleyville, Keller, and Grapevine play at our facility throughout the season and also host our away games. The number of home and away games are usually equal; however, the rapid growth of our organization has recently seen a trend that will prevent this balance if we are limited to only one game field. The Coppell High School football stadium is used as an alternate site in the event of rain, and CYFA is assessed a usage fee by C.I.S.D. Item 6: Annual Update of Relevant Activities by the YMCA. - Mr. Brandy Perryman informed the Board that T-Ball games are played at Andrew Brown East Park and MacArthur Park. Item 7: Item 8: Item 9: Item 10: Director' s Report * Construction Progress Report - Mr. Reid provided the Board with updated information. * Special Events - Mr. Reid handed out information 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. Board Member report - Mr. Mark Tepper informed the Board that Sports Council Meeting was canceled in December. Chair Report · Future Agenda Items - Treasury Report - Arbor Day Poster Judging - Adopt a Location agreement renewal - Approval of Section F · Announcements - February 9, 2003 Adopt a Location. Interactive Discussion with the City Manager and Deputy City Manager Regarding General Management Issues. - Mr. Jim Witt and Mr. Clay Phillips provided the Board with an overview of City Policies and would like to come back in the spring of 2003 to talk about the city's budget. Mr. Mark Tepper, moved to adjourn meeting Mr. David Castillo, seconded the motion Vote: (7 - 0), approved Park Board Meeting adjourned at 9:25 p.m. Note: Copies of handouts provided at this meeting available upon request at the Parks and Recreation Department.