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CM 1989-01-17 Minutes of 5anuary 17, 1989 The City Council and the Park Board of the City of Coppell met in a special called }oint work session on Tuesday, January 17, 1989 at 7:30 p.m. in RotaryRo~ of~h~ Town Center, 255 Parkway Boulevard, Copps11~ The following Council members were present: Lou Duggan, Mayor Dean Wilkerson, Mayor Pro Tam Walter PettiJohn, Councilman Tom Morton, Councilman Rill Smothermou, Councilman (late ~rival) Jim Cowman, Councilmn John A. Nelson, Councilman Counciiman Mark Wolfe was hOC present. Also present were City Manager Alan D. Ratliff, City Secretary Dorothy Timmons and City Attorney Larry Jackson. Members of the Park Board present were: Bdrmnd Reeve, Chairman LarryWheeler, Co-Chairman Charlene Winegarner, Secretary Michael Cogburn, Board Member Jay Shirley, Board Me~ber Gerry Strom, Board Member Park Board member Michael Cooper was not present. Also present representing the Park Board were Director of Public Work~ Steve goram and Park Poreman Richard Diano. Mayor Duggan called the City Council meeting to order. Chairman Ed Reeve called the Park Board meeting to order. Item 1: Invocation Everyone was asked to stand while Director of Public Works Steve Coram gave the invocation. Item 2: Pledge of Allegiance Mayor Duggan then led those present in the Pledge of Allegiance. Item 3: General discussion of role and authority of Park Board. Councilman Smothermon arrived during discussion on this item. Park Board Chairman Ed Reeve made the presentation on this subject and stated that the Park Board vould like to get input froJ the Council concernin~ how to get their list of projects on the priority list for the City, as well as the Park Board interfacing with City staff. Discussion was then held between the Park Board and City Council members concerning this item. No action was required. Pa~e 1 of ~ Item 6: Ceneral discussion and review of Park System, Park Plan and Park Operations. Park Board Chairman Ed Reeve made the presentation to the Council. Re stated that it is the Park Board's reco~endatton that park projects end the maintenance of the perks be moved higher on the list of City priorities because of City Parke.'being a strong selling point of the City, Director of Public Works Steve Gorem and Park Foremen Richard Diane also made a preeentation to the Council of existing park facilities by location and type of parks. Discussion was held concerning maintenance of park property and the feasibility of privatization, as well as the use of volunteer people for maintenance of various parks and median areas. Also discussed was the liability of the City and the required insurance when using volunteer labor. Staff was requested to check into this item and report back to the Council on both existing coverage and what would be needed for volunteer labor. Item 5: Discussion and consideration of approval of retaining a City/Park Planner. Park Board Chairman Ed Reeve presented this item to the Council. He stated that the previously retained Consulting Firm, Creative Concepts, had ceased operations due to the death of the owner. Park Board members feel that it is necessary to retain a consultant to continue the planning of parks that have already begun. During discussion, City Hanager Alan D. Ratliff recommended to the Council that the firm retained should also serve under the dual capacity as Urban Planner. During discussion on this item Council indicated that they would like to see a fiz~n serve the dual function of Park Planner and Urban Consultant with the priority being on a Park Planner rather than Urban Planning. Following further discussion Council~an Smothermon ~oved that the Park Board send RFP~8 (Request For Proposal), interview Consultants, and bring a recommendation beck to the Council for a Park Consultant/Urban Planner. Councilman Cowman seconded the motion; motion carried 6-0 with Mayor Pro Tem Wilkerson, Councilmen Pettijohn, Morton, Smothe~mon, Cow,an and Nelson voting in favor of the motion. Item 6: Discussion and consideration of approval of projects for Parks. a. Topographic survey of Coppell Co~munity Park b. Haster Plan Update Park Board Chairman Ed Reeve introduced this item and s~m~rized the status of these t~o projects to date. Director of Public Works Steve Goram and Park Foreman Richard Diane also presented infomtion to the Council on this item. Following the presentation Hayer Duggen indicated that the firms of Nathan Hasier Engineers or Carl Anderson Engineers should have a topographic study of the Coppell Co~..~.uuity Park which might be purchased at a lesser cost than performinS a new study. The cost and ivailebility of the surveys will be checked into prior to any action bsiu$ taken on Item 6a. iollowinE discussion on item 6b, it was the consensus of the-Council that the Park Consultant/Urban Planner be a part of the Consulting Firm approved under Item No. 5 and should be able to evaluate park property in newly annexed territories and/or additional park areas within the City. This information can then be added to the existin8 Nester Park Plan. No action vi11 be taken on the ite~ until the Park Planner/Urban Consultant is retained. Pase 2 of t Item 7: Discussion and reviaw of approval of a policy for naming of parks and park facilities. Park Board Chairman Ed Reeve made the presentation to cha Council. It is the consensus of the Park Board chat because former Park Board member Dick Doerr contributad greatly to the Park Board, that the Park Board would like to honor him by nam/nd a park facility after his. Discussion betw~an the Council and the Park Board centered op the advisability of naming park facilities after individuals as opposed to using any other criter/a. Discussion was also held concerning a plaque that was intended to be placed in BrOWn Park naming individuals who had contributed $~00 or more towards the original application to the state for matchin$ funds. Staff was asked to research this item. Following further discussion it vas the consensus of the Council that the Park Board w/il draft a policy for the naming of park properties and bring a reco~aendation hack to the Council. Item 8: Discussion and consideration of approval of a Joint Usa Agreement for tennis facilities and other future Joint use facilities, and authorizing the Mayor to sign. Park Board Chairman Ed Reeve made the presentation to the Council. Follow/ag discussion on this item Councilnmn Smothe~mon sowed to approve the concept of the proposed Joint Use Agraemant with Coppell Independent School District and instruct the City Attorney to put it in its final for~which will be brought formard to the Council for for~l approval at a later date. This agreement is to include the rate, or method of establishing rate, to be charsed for the lights at the tannis facility and that tha courts will be able to be used either before or after the scheduled school hours. Councilman Morton second~dt--~'~"~otionl ~otiou carried 6-0 with Mayor Pro Tem Wilkersou, Councilmen PsttiJohn, Norton, S~othar~on. Cow,an and Nelson voting in favor of the ~otion. The proposed Joint Use A~reement will go before the Park Board to receive their approval prior to it being brought forward to the City Council. Item 9: Discussion and consideration of appointment of a Cmittee to study, negotiate, and recommend action nacessary to resolve concession stand/field lighting requiremants at Brown Park. Hayor Dugsan stated that he would like to appoint a special Council Comtttee to study, nagotiate, and recommend action concerning the concession stand/field lighting at Brown Park. Hayor Duggan rectal,ended that llayor Pro ?em Wilkerson be appointad as Chairman to the Co~ittee with Councllmn S~othermon and Norton also serving as well as Park Board Chai~an Ed Reeva. Following further discussion oq this ite~ Council~u S~other~on moved that tha recomendation of the Hayor be accepted with those mmbars previously naiad being appointed to the Special Council Study Co~mittea. Council~an Morton seconded the ~otioul smtion carried 6-0 with Mayor Pro Tem Wilkerson, Councilman PettiJohn, Morton, Smothsr~on, Co~an and Nelson voting in favor of the marion. An agenda item will be placed on the agenda off the City Couucil meeting of January 24th, in ~xecutive Session, to discuss this ~attar which will then go before the Park Board for a reco~aendation frma them prior to final action by the Council. Itmn I0: Discussion of other items of geuaral concern. Mayor Duggan then su~arizad action taken and discussions held during Page 3 of i 000060 this meetin8 and made sensrnl remarks concerning the relationship of the various Boards and Co~issions to the ~ity Council. Also discussed under this item wes the-fil~lu8 of ~acaneles and annual appointments to Board and Commission memberS'~~ it ~a~ihe consensus of the Council that an item will be placed on the agenda of the City Council meetin$ of January 24th for discussion end further consideration by Council of the annual appointments end filling of vacancies of Board and/or Commissions, EXECUTIVE SESSION (Closed to the public) Item 11: Article 6252-17, Senate Concurrent Resolution Nuaber 83. I. Discussion with City Attoi~ney concernin$ matter involving privile8ed cou~unication between Attorney and client. a. Consultation~r~th City Attorney concerning proposed landfill Item 12: Article 6252-17, Section 2 (f) discussion concernin$ the purchase, exchange, leaseor value of real property associated with a current economic development project - requested by Nayor Du$8an. Item 13~ Article 6252-17, Section 2 (g) discussion concerning personnel l. Briefing on Fire Chief selection process - requested by Councilman Co~an. Hayor Duggan declared the public session closed on Tuesday, January 17, 1989, at 10:57 p.m., a8 allomed under the above recited articles. Nayor Dussen adjourned the Executive Session at 11:43 p.m. and opened the public session. There being no further business to come before the Council the meeting was adjourned. Lou Duggan Mayor ATTEST: Dorothy Timmons City Secretary NINUTBS 011789 NNITS2 Page 4 of 4