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BM 2002-12-02 CRDCPARK AND RECREATION/TREE BOARD MINUTES OF MEETING December 2, 2002 Meeting Time: 6:30 p.m. Meeting Place: Coppell Road Service Center 816 S. Coppell Road Coppell, Texas 75019 Members Present: Note: Victor Burke, David Castillo, Tracey Garman, Larry Jones, Mark Tepper, Scott Williams, Greg Garcia and Mark Echerd. Mr. David Castillo arrived at 6:42 p.m. Staff Present: Brad Reid, Guy McLain, and Hilda Salazar. GENERAL ITEMS Item 1: Call the meeting to order Mr. Victor Burke called the meeting to order at 6:35 p.m. Item 2: Citizen's Forum. Citizens should complete a Citizen's Appearance Form. Pursuant to the State of Texas 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 Item 3: Consider Approval of Minutes from November 4, 2002 Meeting. - Mr. Scott Williams, moved to approve minutes from November 4, 2002. Mr. Mark Tepper, seconded the motion. Vote: (5 -0), approved. COPPELL RECREATION DEVELOPMENT CORPORATION ITEMS Action Items: (Items requiring CRDC members' action such as a motion or vote) Item 4: Consider Approval of the Award of Bid No. Q-1002-01 for the Installation of a Creek Crossing at Wagon Wheel Park, to Green Scaping, in an Amount Not to Exceed $245,534.50, and Authorizing the President to Sign. - Mr. Brad Reid introduced the project and provided the Board with a bid tabulation of the lowest bids. Mr. Mark Tepper, moved to approve the award of bid No. Q-1002- 01, to Green Scaping, in an amount not to exceed $245,534.50. Mr. Larry Jones, seconded the motion Vote: (6- 0), approved Item 5: Consider Approval of Revisions to the CRDC Bylaws Regarding Meeting Scheduling. - Board proposed to have the annual meeting the same day as the October meeting, specifying on the agenda that the meeting will be the annual CRDC meeting. - Mrs. Tracey Garman, moved to approve changes to the CRDC Bylaws. Mr. David Castillo, seconded the motion. Vote: (6- 0), approved. PARK AND RECREATION BOARD ITEMS Action Items: (Items requiring Park Board members' action such as a motion or vote) Item 6: Consider Approval of Revisions to the Park Board Bylaws Regarding Meeting Scheduling. - Mr. Scott Williams provided the Board with information regarding clarifying Article IV and Article V of the bylaws. - Mr. Larry Jones, moved to approve the Park Board Bylaws. Mr. Mark Tepper, seconded the motion. Vote: (6- 0), approved. Item 7: Consider Approval of Establishing a Date and Time to Hold a Meeting for the Judging of the Arbor Day Poster Contest Posters. - Mr. Brad Reid proposed to the Board the following dates: January 25, 2003 February 1, 2003 February 3, 2003 - Mrs. Tracey Garman, moved to approve having the Arbor Day poster contest judging in conjunction with Park Board meeting on February 3, 2003. Mr. Larry Jones, seconded the motion Vote: (6- 0), approved. Item 8: Consider Approval of a Citizen's Survey, as Prepared by Raymond Turco and Associates, Determining Recreation Needs of the Community. - Mr. Brad Reid reminded the Board of the purpose of the survey and discussed the changes made to the Turco Survey since they had last reviewed. - Board proposed adding that the survey is on behalf of the City of Coppell. - On question #25 there are concerns that people may not know that they are members of the Sports Associations. - Mrs. Tracey Garman, moved to approve the survey with modifications. Mr. Scott Williams, seconded the motion Vote: (6- 0), approved. Information Items: (Requires no action by Park and Recreation Board) Item 9: Presentation and Discussion Regarding a "Field Usage Model". - Mr. Scott Williams provided information and data showing field utilization by the CYSA and CYFA to the Board. Item 10: Subcommittee Report on Possible Revisions to Park and Recreation Code 9-11-7, Subsection F. - Mr. Mark Tepper recalled from last meeting that the Board decided to wait on discussing Park and Recreation Code 9-11-7, subsection F, because the City Council had scheduled a work session a week after November's Park Board meeting wanting to address practice fields. - At Council's Work Session the Board was given direction by City Council to review the method of assignment of fields because non- sports council teams felt they were limited access. Park Board was in charge of reviewing polices and practices and decided to pursue the formation of a subcommittee. - The Subcommittee met on November 11th and is currently discussing two alternatives: · Accommodate Independent Team's field usage needs by asking the specific Association to allow them to participate in the scheduling process along with the other teams in the Association and the Independent Team will have to join the Association somehow, allowing them to fall under the umbrella of the Sports Council's existing process. · The other alternative method to accommodate the Independent Team's scheduling needs is to form a scheduling entity which will not require membership in an existing Sports Council Association. The subcommittee will meet again on Wednesday, December 4th. to discuss the above mentioned alternatives and will bring more information to the next Park Board meeting. Item 11: Director' s Report - Holiday Parade Judging/Volunteer Activities Mr. Reid informed the Board they would need to be at St. Ann's Church parking lot at 2:00 p.m. for judging of floats. - Daddy/Daughter Dance is scheduled for February 8, 2003 - Construction Update Mr. Reid provided the Board with updated information. Item 12: Board Member Reports - Coppell Sport Council Update Mr. Mark Tepper informed that he attended the November 25, 2002 Sports Council meeting and provided them with the following Item 13: Item 14: information: · Discussion of the possible loss of Carter Crowley practice area. · Spring Field Allocation Chair Report - Park Tour Schedule Mr. Burke asked the Board if they would be interested in having a Park Tour; only 3 members indicated they would. Mr. Reid offered to give them a tour at their convenience instead of scheduling a Park Tour for all members. Future Agenda Items - Football Report - YMCA Report - City Manager and Deputy City Manager visit - Park Recreation Code 9-11-7, Subcommittee Report Mr. Scott Williams, moved to adjourn meeting Mr. Mark Tepper, seconded the motion Vote: (6 - 0), approved Park Board Meeting adjourned at 8:05 p.m. Note: Copies of handouts provided at this meeting available upon request at the Parks and Recreation Department.