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BM 2003-06-02 CRDC PARK AND RECREA TION/CRDC/TREE BOARD MINUTES OF MEETING June 2, 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, Larry Jones, Scott Williams, Tracey Garman, Greg Garcia, Mark Tepper, David Castillo, and Mark Echerd. Staff Present: Brad Reid, Guy McLain, Jane Anne Sellars, 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. No citizens present. COPPELL RECREATION DEVELOPMENT CORPORATION Action Items: (Items requiring CRDC members' action such as a motion or vote) Item 3: Consider Approval of Minutes from May 5, 2003 Meeting. Mr. Mark Tepper, moved to approve minutes from May 5,2003. Mr. Larry Jones, seconded the motion. Vote: (6 - 0), approved. PARK AND RECREATION BOARD ITEMS Action Items: (Items requiring action such as a motion or vote) Item 4: Consider approval of the recommendation for Pepsi Contract Youth League Sponsorship Fund and Volume Incentive Fund payment for June 2002 - May 2003 Mr. Scott Williams provided the Board with explanation and documentation showing how the sponsorship fund is distributed between the Coppell Sports Associations. He also explained that Pepsi sends a check to the City and the City distributes the checks according with the reports presented by each Sports Association. These reports show numbers of participants in each association and the numbers of Pepsi products purchased. Mr. Mark Tepper, moved to approve Fund Distribution recommendation. Mr. David Castillo, seconded the motion. Vote: (7 - 0), approved. Item 5: Consider approval of the Game Field Status designations Mr. Brad Reid provided the Board with list of game and practice fields. Board proposed to have one game and one practice field at Andrew Brown Jr. Community Park West. Board discussed the confusion it will cause to people if one field is designated practice and the other one game field. Board also concerned about lack of field utilization. Mr. Scott Williams, moved to approve the game field designation Mr. Stephen Hafer, seconded the motion Vote: (2 - 4), Note: Ms. Garman, Mr. Castillo, Mr. Jones and Mr. Tepper opposed. Item will be brought back for reconsideration at the next meeting. Item 6: Consider approval of canceling the regularly scheduled July meeting. Mr. Mark Tepper, moved to cancel the July meeting. Mr. Larry Jones, seconded the motion Vote: (7 - 0), approved Item 7: Consider approval of the Revised Sports Council Bylaws. Board made changes to the Bylaws Mr. Mark Tepper, moved to approve the Revised Sports Council Bylaws with amendments. Mr. David Castillo, seconded the motion Vote: (7 - 0), approved Information Items: (Requires no action by Park and Recreation Board.) Item 8: Discussion of Sports Council Appeals Process. Mrs. Garman asked for feedback from Board if they think an appeals process is necessary, and if so she can work on a proposal. Following are some points of discussion: . Should appeal be required before going to the Director of Parks and Recreation Department for final ruling? . Will Appeals Board hear unsolvable disputes of Sports Associations? . Who would sit on an Appeals Board? . What are the complaints? if there is any. . . . Could create more problems instead of fixing them? Item 9: Item 10: Item 11: Item 12: Discussion regarding Board member's relations and communications with the media. Mr. Victor Burke addressed the potential sensitivity of talking to the media, especially when no decision has been made or when board members may not yet have all the facts. City policy covers staff communication with the media but doesn't cover board member's. Director's Report . Construction Progress Report Mr. Reid provided the Board with updated information. . Special Events Report Ms. Jane Anne Sellars provided the Board with upcoming events information. . Chair Report Tennis Center Opening Mr. Burke, thanked the board members who attended the Tennis Center Grand Opening and described the fun morning he had during the event. Dog Park Mr. Burke informed that the staff and two board members met with the Dog Park Association. . Future Agenda Items Game Field Designation Master Plan priorities Next Meeting 8/4/03 Mr. Mark Tepper, moved to adjourn meeting Mr. Stephen Hafer, seconded the motion Vote: (7 - 0), approved Park and Recreation Board Meeting adjourned at 9: 15 p.m. Note: Copies of handouts provided at this meeting available upon request at the Parks and Recreation Department offices.