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BM 2006-03-06 PB PARKS AND RECREATION/CRDC/TREE BOARD MINUTES OF MEETING March 6, 2006 Meeting Time:6:30 p.m. Meeting Place: Coppell Road Service Center 816 S. Coppell Road Coppell, Texas 75019 Members Present:Victor Burke, Mark Tepper, Greg Garcia, Julie Basham, Mike Ridgley, Lindy Thomas, David Castillo, and Kristine Elieson. Staff Present:Brad Reid, Guy McLain, Jane Anne Sellars, John Elias, and Hilda Salazar Note:Mr. Mark Tepper excused himself at 7 p.m. AGENDA Item 1:Call the Meeting to Order -Mr. Victor Burke called the meeting to order at 6:36 p.m. Item 2:Citizens’ Forum -Mr. Richard Smith 845 Woodmoor Coppell, TX 75019 -Mr. Smith started a select soccer club in 2001 with 80% compliance and several teams. The club is now down to four teams that do not meet 80%. Scheduling practice fields is a problem. He requests a decrease in the 80% rule for teams after the first year to compensate for loss of Coppell players. It is a challenge to stay above the 80%. -Mr. Smith also asked about academy soccer players who want to practice skills. They already play in CYSA, so can they use the fields? -Mr. Burke stated that this would be a CYSA issue. -Mr. Garcia explained to Mr. Smith the CYSA position of complying with city ordinances and policies. He explained that the practice fields are intended primarily for our recreational teams; and if we allow certain clubs, then many clubs will want a variance. Our priority is the 2100 kids who play under the CYSA umbrella. COPPELL RECREATION DEVELOPMENT CORPORATION Action Items: (Items requiring CRDC members' action, such as a motion or vote) Item 3:Consider approval of minutes from February 6, 2006. -Ms. Lindy Thomas moved to approve the minutes from February 6, 2006. Mr. Mike Ridgley seconded the motion. Vote: (6-0), approved Item 4:Consider approval of awarding bid No.Q-0206-01 for the installation of the Wagon Wheel Park Outfall Structure to Vortex Construction, Inc., in the amount of $109,442.00 and authorizing the President of the CRDC and the City Manager to sign. -Mr. Reid reminded the board about the drainage situation at Wagon Wheel Park on the west side of the parking lot which drains to one area and causes erosion problems. This will go to the City Council at the second meeting in March. -Mr. Mark Tepper moved to approve bid. Mr. Greg Garcia seconded the motion. Vote: (5-0), approved. Ms. Julie Basham abstained from voting. Item 5:Consider approval of scheduling a Special Meeting of the Coppell Recreation Development Corporation on March 20, 2006, for the purpose of discussing possible changes to the allocation of the 4b sales tax. -Mr. Reid introduced the item for consideration. -Mr. Mark Tepper moved to approve the scheduling of the meeting on March 20, 2006. -Mr. Mike Ridgley seconded the motion. Vote: (6-0), approved. PARKS AND RECREATION BOARD ITEMS Action Items: (Requires action by the Parks and Recreation Board) Item 6:Consider approval of creating a sub-committee to review the level of usage of the Trail System for Special Events. -Mr. Reid stated that a lot of entities are requesting the use of our trails for events, and we need to consider the ramifications of allowing these events to take place and generate a recommendation back to the board. -Ms. Kristine Elieson and Mr. Mike Ridgley volunteer to be part of the sub-committee. -Mr. Mark Tepper moved to approve the creation of a sub-committee formed by Ms. Kristine Elieson and Mr. Mike Ridgley. -Mr. Greg Garcia seconded the motion. -Vote: (6-0), approved. Item 7:Consider approval to begin the process of having appointed to the Parks and Recreation Board two (2) non-voting and one (1) alternate student advisors. -Mr. Reid stated that these would be advisory-type positions rather than voting members. They would come to every meeting and give their input on items we discuss. The application process will be the same that the Parks and Recreation Board members follow, with the difference that the students will be appointed by the Board, not by City Council. -Ordinance will take a Bylaw revision to allow them be part of the Board. -Board inquired about selected students loosing interest and missing meetings. Mr. Brad Reid informed the Board that the Library Board has students advisors and they have not experienced these issues. -The Board suggested a mentoring approach and have the students letting the Board know what the students would like to get out of this experience, instead of the Board telling the students what they need. Also, the Board suggested having the parents of the students involved in the process. -Mr. Mark Tepper moved to approve. -Ms. Kristine Elieson seconded the motion. -Vote (6-0), approved. Information Items: (Requires no action by Parks and Recreation Board) Item 8:Discussion regarding the usage of the Practice Fields throughout the Park System. -Mr. Reid provided the board with a copy of the Facility Scheduling Ordinance and explained the issues of unauthorized usage of soccer practice areas. Mr. Reid pointed out section “D” in the ordinance which reads: “All non-athletic facilities, or athletic facilities not under a license or use agreement, that are not reserved are available for use by the general public on a first come, first served basis in accordance with this section.” -The City has agreements with the sports Associations, and the Associations are in charge of the scheduling and use of the facilities during their respective “season”. All entities that wish to be scheduled through an Association must meet certain criteria: 80% Coppell residents rule, background checks for all the coaches and adults participating, fees, and liability insurance compliance. If the group meets all criteria, the Association will try to allocate practice time to the team if available. -Mr. Smith would like to reduce the 80% rule. The Board needs to consider whether or not to address that issue and how. The more the qualifying criteria are reduced, the more entities outside of Coppell are encouraged to come in to take advantage of our facilities. The word of our practice facilities is getting out and people want to use them because there are not many available. We had this problem at Carter Crowley but the facilities at Wagon Wheel are better. -There are two scenarios: the off-season and on-season. The current situation is that anybody and everybody may use the fields during the off- season, on a first-come first-served basis. The problem with doing that is that when our associations begin use of the fields, there is little grass because select teams have overused the facility. -During the Association season, outside entities are allowed usage only if facilities are available, and all the qualifying criteria are met. -A second issue is the Academy Team. Mr. Smith mentioned during Citizen’s Appearance that he had 40 kids participating in the skill sessions. Participants are kids recruited through the CYSA. Mr. Smith’s Academy offers a skill session and wants to reserve a practice area for Friday night. He charges the parents an additional fee, but does not pay fees to the CYSA or the City. According to the information provided by CYSA, he does not meet the criteria which would allow the Academy to reserve a practice field. -The board suggested the following possible solutions: -Shut the facilities down completely during off-season to allow for proper maintenance of the facilities. -Check to determine what other cities are doing. -Inform City Council of the board’s recommendations. This way everybody will be on the same page, and Council will be aware of the situation when parents and/or coaches start calling them with complaints. -Requested position statement from CYSA. -Bring this item again next month, make recommendation, and take action. Item 9:Director’s Report ? Special Events -Family Fish: 400 kids registered with an estimated attendance of approximately 1,000. -Dedication of the plaque at Grapevine Springs Park at 4 p.m. on March 20. -April 1, Clean Coppell, 9:00 a.m.-noon, at Town Center. -April 15, Egg Hunt, 11 a.m., at Andrew Brown East Park. -April 29-30, Relay for Life at Wagon Wheel Park. Item 10:Chair Report ? Future agenda items -Sub-committee report -Policy on facility scheduling -Clean Coppell on April 1, 9 a.m.-noon, and clean Freeport Rd. Item 11:Mr. Mike Ridgley moved to adjourn meeting. Mr. Greg Garcia seconded the motion. Vote: (5-0), approved. Meeting adjourned at 8:15 p.m. *Note: Copies of handouts provided at this meeting available upon request at the Parks and Recreation Department administrative offices.