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RE 07-26-88.1 A RESOLUTION OF THE CITY OF COPPELL, TEXAS RESOLUTION NO. 072688.1 WHEREAS, the number of organized athletic groups in the City of Coppell has grown tremendously during the last several years; and WHEREAS, the number of teams and participants in these groups are putting a scheduling burden on the City owned facilities; and WHEREAS, the Coppell City Council finds that format}on of a Coppel] Sports Council will be of great service to all concerned in the scheduling of City facilities; and WHEREAS, the City Council feels the scheduling of City facilities for each athletic group can best be done during regular face to face meetings; and WHEREAS, the desire of the City is to put its facilities to the best overall coordinated use for the residents of Coppell. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: SECTION 1. That there is hereby formed an organized ~group to be known as the Coppell Sports Council to represent all of the organized athletic groups who use the City of Coppell recreational facilities. SECTION 2. The Coppell Sports Council shall have no administrative or control functions, but shall function strictly as an advisory group to the Park and Recreation Board and Park Director for the sole purpose of advising on the scheduling of the use of athletic facilities for organized sports. SECTION 3. That the Park and Recreation Board has approved the bylaws under which the Coppel] Sports Council shall operate. A copy of such bylaws is attached hereto and are hereby approved. SECTION 4. That the Coppell Sports Council shall adopt its own procedural rules and regulations in conformance with the bylaws. DULY ADOPTED by the City Council of the City of Coppell, Texas, on the )-~(~ff/~ APPROVED: ATTEST: APPROVED AS TO FORM: CITY CR88-0624 BYLAWS OF COPPELL SPORTS COUNCIL ARTICLE I - NAME The name of the organization shall be the Coppel] Sports Council, herein referred to as "CSC." ARTICLE II - INTENT The Coppell Sports Council shall have no administrative duties or powers, but shall function as an advisory group to the Park and }~ecreation Department. The purpose for which CSC is created is to provide an organization to coordinate the various local athletic organizations in connection with their use of park facilities and to encourage amateur sports within the City of Coppe]l. The Coppel] Sports Council shall have no authority, either expressed or implied, to commit the City resources or funds, use of any athletic fie]ds, concession stands, or other City property to any group or individual ARTICLE 1H - MEMBERSHIP The Coppell Sports Council shall consist of one (1) representative from each athletic organization desiring to use on an organized basis City owned and maintained a~h]etic parks and facilities. Provided, however, such organization must be approved by the Park and Recreation Department and meet the requirements set forth herein. The representative of each such organization shall constitute the membership and governing body of CSC who shall transact all business and enforce all rules for CSC through duly elected officers as provided for in Article 6. Each member of the governing body shall have one (1) vote on hatters coming before the governing body and all matters determined by the governing body shall be determined by majority vote. The representative from such athletic organization shall be the President of such organization or his designee. The Park and Recreation Department Director, or his designee, will als~ be a member of the Coppell Sports Council and attend its meetings. In order to be considered an athletic organization eligible to have a representative on the governing body of the Coppel] Sports Council, the athletic organization must meet or comply with the following requirements: I. Be a nonprofit organization. A "nonprofit organization" as used in this subparagraph shah mean an organization which is not conducted or operated for profit, and no part of any funds flowing to the organization shall inure to the benefit of any member or individual. 2. File a yearly financia! report with the Pa~k and Recreation Department by January 31 of each year. Said report shall include a breakdown of the organization's income and expenses. 3. Have a governing body consisting of a Board of Directors and a duly elected President or Chairman, Vice-President or Co-chairman, Secretary and/or Treasurer. 4. Have on file with the Park and Recreation Department, a copy of the organization's Constitution and/or Bylaws. The Bylaws of any such organization must be in harmony with the City of Coppell's Park and Recreation Department and Park Board policies. 5. Have on file with the Park and Recreation Department a current certificate of liability insurance, with the City of Coppel] shown as an additional ins~ed. Such liability insurance coverage to pay on behalf of the insured all damages because of bodily injury or property damage caused by an occurrence arising out of the use of the City athletic fields, equipment, and other park facilities by such organization, its members and participants. Limits of such liability coverage shall be as follows: Bodily Injury Liability $ 500,000. Property Damage Liability $ 500,000. 6. A roster of all teams with name, address, and phone number of each participant, place of employment, or school (if necessary), age bracket of the team, and the coach's name, address, and phone number. This i~f~rmation is to be turned in within fourteen (14) days after the league's first game. 7. A list of phone numbers of officials in the organization and a master schedule of all games to be played with dates, times, fields, and teams playing, shall be due seven (7) days prior to the first game of the season. 8. Teams or organizations that fail to comply with the policies may forfeit the use of the athletic facilities until they are in compliance, The City of Coppell may restrict the use of assigned fields. All new organizations desiring to have a r~presentative on the Coppell Sports Council must petition and be approved by the Park and Recreation Director, at least thirty (30) days prior to the start of league play, Organizations or groups such as bicycle groups, running groups, and cheerleader groups that are n~t involved in the scheduling of athletic fields may apply for "special" membership representation. Such "special" representative shall be entitled to participate in CSC meetings, but shall have no voting privileges. ARTICLE IV - OFFICERS The governing body of the Coppell Sport~ Council shall elect from its membership a President, Vice-President, and a Secretary. Nominations for such office shall be accepted by the Secretary in March of each year, and new officers shall be elected to commence their duties on April 1 of each year. Said officers shall be elected for a term of one (1) year or until their successors are duly elected. An officer so elected may serve no more than two (2) consecutive terms in the same office. The President shall be the chief officer charged with the overall function of the CSC. The President shall serve as the CSC liaison to the Coppell Park Board and Park and Recreation Department. The Vice-President shall serve in the absence of the President and shall have the same powers and duties nf the President in the President's absence. The Secretary shall have the duty of recording the minutes of all meetings, attend to all correspondence, and keep the records of the Coppe]] Sports Council, including a list of all CSC member~ and a copy of each group's Bylaws and/or Constitution. A vacancy in the office of President shall be filled by advancement of the Vice-President to such office for the remainder of the term of such office. When a vacancy occurs in the office of Vice-President or Secretary, the governing body of the Council shall elect a person to fill such vacancy for the remainder of the term. ARTICLE V - MEETINGS Regular monthly meetings of the governing body of the Coppell Sports Council will be held on the second (2nd) Tuesday of each month, unless changed by the CSC with notification to the City of Coppell Park and Recreation Department. ARTICLE VI - VOTING Each member of the governing body of the Coppell Sports Council shah have one (1) vote on matters coming before the Council and at least two-thirds (2/3) of the voting members of the Council must be present to vote on any matter. Voting by proxy will not be permitted. The Park and Recreation Department liaison shall vote only in case of a tie. ARTICLE VII - ELIGIBILITY Athletic facilities may be reserved only for "City of Coppe]l organizations" which have fi]ed the proper application at ]east seven (7) days prior to the scheduled event. As used in this article, the term "City of Coppell organization" shah mean an organization meeting the following requirements: 1. At least eighty percent (80%) of the total roster of participants on each team must live within the city limits of the City of Coppe]l, attend school in the Coppell Independent School District or be employed at a full time position for which they report to work within the city limits of the City of Coppel]. 2. Nonresident teams desiring to use Coppe]l's facilities shall pay a nonresident team user fee as designated by the C;'y Council. A nonresident team as that term is us£d herein shall mean a team which has more than twenty percent (20%) of its members living outside the corporate limits of the City of Coppell. ARTICLE VHI - SCHEDULING The CSC will be responsible for establishing for the specific sports seasons, the equitable use and allocation of the outdoor athletic facilities. The City of Coppell Park and Recreation Department reserves the right to review and adjust such scheduling in order to ensure that all facilities are fully utilized. The City of Coppe]l Park and Recreation Department shall retain the right to cancel any game regard]ess of the circumstances in order to protect the participants and preserve the fie]ds. The primary sport within each season shall be given first priority concerning field allocation and scheduling. Secondary sport facilities will be allocated on a space available basis. Operation of the concession stand facilities shah be determined by the Coppell Park and Recreation Department. ARTICLE IX - EXPULSION By majority vote of all the members of the governing body of the Coppell Sports Council the CSC may remove any representative member for cause and request a replacement from the sports organization. Failure of any member of the governing body to continuously meet the membership requirements of the Coppell Sports Council shall be sufficient cause for removal. ARTICLE X - VACANCIES Any member of the governing body of CSC who is absent from three (3) consecutive meetings (unless excused by majority vote of the other members of CSC), shall have his membership automatically declared vacant, and the Council shall request the appropriate sports groups to fill such vacancy. Willfui neglect of his duties to the detriment of the Council by any member shall be sufficient cause for removal. Any officer or member who wishes to resign his position shall ¢.~ so in writing, and such resignation shall not become effective until accepted by majority vote of the governing body of CSC. ARTICLE XI - AMENDMENTS The governing body of CSC may propose amendments to these Bylaws by affirmative vote of two-thirds (2/3) of all members of the governing body. Such vote shall be conducted by written ballot. Any such proposed amendment shall then be sent to the Park Board for consideration. If the Park Board approves the amendment it shah be sent to the Coppell City Council for final approval. ARTICLE XII- ROBERTS RULE Unless otherwise specified in these Bylaws, the Roberts Rules of Order shall be used to determine any procedural question. CK88-0714 ****SEE ON "IMAGE" ONLY