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BM 2006-04-03 PB PARKS AND RECREATION/CRDC/TREE BOARD MINUTES OF MEETING April 3, 2006 Meeting Time:6:30 p.m. Meeting Place: Coppell Road Service Center 816 S. Coppell Road Coppell, Texas 75019 Members Present:Stephen Hafer, Mark Tepper, Julie Basham, Mike Ridgley, Lindy Thomas, David Castillo, and Kristine Elieson. Staff Present:Brad Reid, Guy McLain, John Elias, Jane Anne Sellars, and Hilda Salazar Note:Mr. Mark Tepper excused himself early due to assigned baseball practice. AGENDA Item 1:Call the Meeting to Order -Mr. Stephen Hafer called the meeting to order at 6:32 p.m. Item 2:Citizens’ Forum -No citizens present. COPPELL RECREATION DEVELOPMENT CORPORATION Item 3:Consider approval of minutes from March 20, 2006. -Ms. Julie Basham moved to approve the minutes from March 20, 2006. Mr. Mark Tepper seconded the motion. Vote: (5-0), approved Item 4:Discuss and consider approval of a recommendation to the City Council regarding Practice Facility Usage. -Mr. Brad Reid mentioned the already discussed issues and informed the Board that he is still having discussions with Mr. Smith. -The Board had diverse questions in regards to who pays the fees, what are the rules and who are these rules applied to, and if different organizations can utilize the fields. Staff answered all these questions. -Also, the Board wanted to know if changing the ordinance meant shutting down game and practice fields. Mr. Reid responded that it will be very difficult for staff to maintainthe same quality practice fields Youth Sports Organizations have come to expect, if the current procedures remain. It is very difficult to keep enough moisture in the soil with constant pounding on the turf and the Parks and Recreation Department is concerned about this issue. Mr. Reid explained to the Board that during this past winter the fields were heavily used and staff was concerned the grass was not going to come back this spring. He also informed the Board that the Department is discouraging the usage of Carter Crowley fields due to safety issues. The Parks and Recreation Department currently patrols field usage with a Park Patrol, Mr. David Hernandez, as well as our Crew Leaders, who enforces policies and procedures and asks people to leave when they are not authorized to use the facilities. -Board expressed concern with shutting the fields down completely. They also thought there would be time slots open during the scheduled Coppell Youth Sports seasons. -Mr. Reid told them that the way the ordinance has been interpreted is that if no one is using the fields, anybody can us them on a first-come, first- served basis. In this situation, we are incurring more expenses due to electricity and increased maintenance costs. -Mr. Castillo mentioned that individuals playing on select teams have made the choice to be select; therefore, they need to go and look for fields if they do not comply with the requirements. -Parks and Recreation Board members agreed on: -Requiring authorized users to have some form of identification -Having someone enforcing the requirements -Making intruders liable and accountable for their actions and extend the same punishment throughout the Sports Organizations. -Due to lack of formal recommendation, the Parks and Recreation Board decided to table this item until next meeting. -Mr. Mark Tepper moved to table this item until next meeting and when a formal recommendation is presented. Ms. Julie Basham seconded the motion. Vote: (5-0), item tabled. Item 5:Annual Update of the Coppell Lacrosse Association -Mr. John Lucas, President of the Lacrosse Association, made a presentation to the Board and provided the following information: -Coppell Lacrosse has increased by 25% the number of teams in 2006 -It is in compliance with City and Sports Association requirements, and background checks were performed on all coaches and volunteers. -Lacrosses may need additional field in 2007. -Would like to use Andrew Brown, Jr., Community Park West versus Moore Road Park for the Summer Practice Season. -In need of larger storage capability at Andrew Brown, Jr., Community Park Central. -Set up a 7’ X 30’ Lacrosse Wall. -Fee to play Lacrosse this year is $250. Item 6:Update from the Trail System Usage sub-committee regarding the usage of Coppell Trails for Special Events. -Mrs. Kristine Elieson and Mr. Mike Ridgley provided report. Board had the following concerns and suggestions: -Concern with limiting the usage of casual trail users due to Special Events. -Proposed a contract to avoid issues and have a deadline for permit submittal. -Being flexible and having a calendar. -Proposed a committee to review applications and November being the cut- off month to submit applications for the following year. -Staff informed the Board that they need a recommendation to take to City Council and be proactive with Park Board recommendation. -In addition, staff agreed to form a sub-committee to review applications. -Sub-committee will bring draft recommendation next meeting. Item 7:Director’s Report ? Special Events -Bake Sale: April 8 at CARC from 11 a.m.–2 p.m. benefiting Relay for Life -Egg Hunt: April 13 at Andrew Brown, Jr., Community Park East -Farmers Market Opening: April 22 -Nature Trail Ribbon Cutting: April 22 -Arbor Day Celebration: April 28 at CARC at 2 p.m. -Archaeological Dig at Grapevine Springs Park: April 29 -Relay For Life: April 29-30 at Wagon Wheel Park -Volunteer Appreciation Dinner: May 12 at Wagon Wheel Park -Pitch, Hit and Run: April 22 from 9 a.m.-1 p.m. at Wagon Wheel Park ? Project update -Updated information provided ? Park Board Youth Advisors -City Council approved the recommendation. Application process will start soon. ? Thor-Guard Lightning Detectors -Mr. Reid explained to the Board that staff would like to be more proactive in warning park users when lightning is in the area. -Thor-Guard Lightning Detectors are state of the art. They are installed on a pole, and when they sense the proper conditions for lightning, will sound an auditory alarm (sirens) and a visual alarm (lights). -Approx. cost: $50,000 for entire park system. Staff will be asking CRDC to cover a portion of the cost because many of the amenities covered by this system will be CRDC qualifying facilities. Item 8:Chair Report ? Future agenda items -Sub-committee Report -Facility Scheduling Item 9:Adjourn -Ms. Julie Basham moved to adjourn meeting. Mr. Mike Ridgley seconded the motion. Vote: (4-0), approved. Meeting adjourned at 8:50 p.m. *Note: Copies of handouts provided at this meeting available upon request at the Parks and Recreation Department administrative offices.