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BM 2001-10-01 PBPARK AND RECREATION/TREE BOARD M1NUTES OF MEETING October 01,2001 Meeting Time: 6:30 p.m. Meeting Place: Town Center 255 E. Parkway Blvd. Coppell, Texas 75019 Members Present: Chris Ruska, Rene Lawson, Scott Williams, Tracey Garman, Reg Allen, Mark Tepper, and Brent Wooten. Staff Present: Gary Sims, Brad Reid, Jane Anne Sellars, John Elias, and Hilda Salazar. Item 1: Item 2: Item 3: Item 4: Call the meeting to order Mr. Chris Ruska called the meeting to order ~ 6:44 p.m. Approval of minutes from September 10, 2001 meeting. Mr. Mark Tepper, moved to approved the minutes from September 10, 2001 meeting Ms. Tracey Garman, seconded the motion Vote: (7- 0), approved. Citizen's Forum. Citizens should complete a Citizen's Appearance Form. Pursuant to the State of Open Meetings Law, the Board is restricted in discussing or taking action on items not posted on the Agenda. Action on your statement can only be taken at future meetings. - No citizens present Introduction of the newly appointed Park Board Members, Election of Park Board Officers and Discussion of Attendance. - New Members Introduction Board did not have newly appointed members, members with expired terms were re-appointed. - Election of Officers Mr. Mark Tepper, nominated Mr. Chris Ruska to resume his position as Chairman Mr. Reg Allen seconded the motion. Mr. Chris Ruska, nominated Mr. Rene Lawson as Vice-chair Mr. Mark Tepper seconded the motion. No opponents. - Attendance Requirements Mr. Gary Sims, provided the Board with a memorandum from the City Manager stating the following Attendance Requirements: If a Board/Commission/Committee member is absent for 3 consecutive regularly scheduled meetings, or 25% of the regularly scheduled meetings within a 12-month period, said member shall be removed from the Board, and the City Council will fill the unexpired term. Item 5: Selection of replacement member on the Park Naming Sub-committee. Mr. Reg Allen was elected to be part of the Park Naming Sub-committee. Item 6: Discussion and appropriate action on the Christmas Lighting Contest and judging. Mr. Gary Sims provided the Board with history of the Home Lighting contest and activities done to keep this contest alive, but in the past two years we haven't had a good response or interest from the community, therefore staff recommended canceling it. Board decided to do the contest for one more year, and recommended the following information: The Home Lighting Contest will close nominations on December 10, 2001 at 5:00 p.m. People can register by phone, e-mail or via C-link Any one can be nominated, and people can nominate houses they think deserve recognition. Judging will take place from December 10 - 12, 2001. Mr. Sims will ask City Council what days they are available to provide recognition to the winner. Item 7: Discussion and necessary action to re-select date for the annual Park Tour in October. Board decided to reschedule the Park Tour for October 21, 2001 from 2:00 p.m. to 6:00 p.m. and they will meet at Wagon Wheel Park. Item 8: Annual Report of the Coppell YMCA Mr. Jason Killough and Mr. Brandy Perryman with the Coppell YMCA attended the meeting and Mr. Jason Killough provided the Board with the following information. SUMMER YOUTH BASEBALL SUMMER 1999 NUMBER OF NUMBER OF KIDS TEAM Age 5-6 T-Ball 96 8 Age 7-10 Machine 68 6 Pitch Age 11-12 KidPitch 9 Age 11-12 Softball 12 TOTALS 185 14 SUMMER 2000 NUMBER OF NUMBER OF KIDS TEAM Age 5-6 T-Ball 70 6 Age 7-10 Machine 49 4 Pitch Age 11-12 Kid Pitch 11 Age 11-12 Softball 8 TOTALS 138 10 SUMMER 2001 NUMBER OF NUMBER OF KIDS TEAM Age 5-6 T-Ball 90 6 Age 7-10 Machine 62 4 Pitch Age 11-12 Kid Pitch 9 Age 11-12 Softball 13 TOTALS 174 10 ROLLER HOCKEY FALL '97 # KIDS # TEAM SPRING # KIDS # TEAM '98 Ages 7-10 42 4 Gr. 2-4 36 4 Age 11-15 32 3 Gr. 5-8 37 4 TOTALS 74 7 TOTALS 73 8 FALL '98 # KIDS # TEAM SPRING # KIDS # TEAM '99 Gr. 2-4 43 4 Gr. 2-4 49 5 Gr. 5-8 32 3 Gr. 5-8 41 4 TOTALS 75 7 TOTALS 90 9 FALL '99 # KIDS # TEAM SPRING # KIDS # TEAM 2000 Gr. 2-4 55 6 Gr. 2-4 80 8 Gr. 5-9 43 4 Gr. 5-9 75 8 TOTALS 98 10 TOTALS 155 16 FALL # KIDS # TEAM SPRING # KIDS # TEAM 2000 2001 Gr. 2-4 59 6 Gr. 2-4 96 8 Gr. 5-9 70 6 Gr. 5-9 92 8 TOTALS 129 12 TOTALS 188 16 Item 9: Review of Park Board member's visions and goals for the next year. Recommended Program of Work (Staff) 1. Review and recommend Athletic Field Closure Policy 2. Review and recommend annual update of the 5 Year Parks and Recreation Open Space Master Plan 3. Review and recommendations regarding the master plan of the Tennis Center at Wagon Wheel Park 4. Review and recommend changes to the Annual Christmas Home Lighting Contest 5. Review and recommend necessary changes to the annual Arbor Day Celebration 6. Review and recommendations regarding CRDC proposed Trail Extension Item 10: Item 11: Item 12: Review and recommendations regarding the future utilization and development of the Deforest property Board Proposals: Aquatic and Recreation Center communication and marketing issues Agenda preparation in compliance with Open meetings acts Monitoring, compliance and enforcement of City usage permits and fields usage fields permits Skate Park In-line skate arena Shelters Practice Fields Art Park Nature Center at Wagon Wheel Develop realistic and achievable prioritization of development projects Identification of alternative resources Youth Football support Racquetball Golf Course Trail System Look at non-users needs; other than sports facilities Memorial Park Picnic Tables Park Liability Issues Sub-Committee Reports - Park Naming Sub-committee No report - Special Project Sub-committee Sub-committee will put together an informational packet and board will discuss it in the next meeting. Board Member Reports No reports Chair Report Mr. Chris Ruska provided the Board with the following report: Parks and Recreation Board Report to City Council September 25, 2001 Mayor and Council members, thank you for allowing the Parks and Recreation Board time on the agenda to provide you with an update of our activities over the past 6 months. I will first review with you the list of key activities that the Park Board has worked on and then provide a glimpse of the items that are scheduled for future agenda's. In May we sent to Council the revised priority listing of future development needs and adjustments to the 5-year Parks, Recreation, and Open Space Master Plan. These updates are provided on a yearly basis and are adjusted based on the previous year's construction activities within the Parks System. For the West Service Zone (West of Denton Tap Rd.) the following items were recommended: Multi-purpose Trails, Nature Trails & Open Space Preservation, Sand Volleyball Courts, Nature Center, Pavilion, Shaded Playground, and Picnic Stations. For the Northeast Service Zone (East of Denton Tap and North of Sandy Lake Road) the list included: Multi-purpose Trails, Nature Trails, Sand Volleyball Court, Shaded Playground, Picnic Station, Exercise Stations, and Water Base Facility (Fishing Pier ~ Moore Road Park). And for the Southeast Service Zone (East of Denton Tap and South of Sandy Lake Road) the recommendations were: Multi- purpose Trails, Shaded Playground, Shelter, Nature Trail & Environment Preservation, Water Based Activity (Fishing Pier), In-line Hockey & Skate Park, and Picnic Stations. With your consent these priorities were agreed upon and we look forward to working with City Council on potential funding of these projects in the future. During the past 6 months the Park Board began the process of ensuring that all of the Park property within the City of Coppell has been appropriately designated with an official name. This was enacted for two reasons, the first of which was to recommend to Council the name for the new Park property at the end of Moore Road and secondly to help resolve any confusion over which field to show up at for a sporting event. With extensive research and help by City Staff we were able to make a recommendation and with your help have designated the new park as Moore Road Park, which accurately reflects it's location and also provides historical significance to an early settler of Coppell, Thomas Moore. The Park and Recreation Board have recently completed their application for the City of Coppell's Adopt-A-Road project. We have adopted the roads adjacent to Wagon Wheel Park and have scheduled quarterly work details for litter control and pick-up along State Road and Ruby Road. We have also spent considerable time with City Staff and the various Sports Associations to provide the Council with the appropriate distributions of the Sponsorship and Incentive Funds for the Pepsi Contract. Since this was the first time distribution of these funds became available, considerable time was spent to ensure that the new procedures and guidelines were hopefully easy to follow and monitor. Our upcoming Agenda's are scheduled to cover the following list of activities: · A Review of the Park Board member's visions and goals for the next year. · Annual reports to the Park Board by each member of the Sports Council. · Continued review of Park Names by the Park Naming sub- committee. · Park System Tour scheduled for October 14th. · Update and Review of the Coach's Background Check Program. · Family Fish scheduled for this coming Saturday at Andy Brown Community Park East from 10:00am - 1:00pm. · Christmas Parade floats judging. · Arbor Day planning and the annual Poster Contest at the Elementary Schools. Finally, for all of those who are not aware and are interested in attending a future Park Board meeting, the start time has been changed from 7:00pm to 6:30pm to allow earlier completion of the meetings. We still meet on the first Monday of each month here at Town Center. As ! conclude ! would like to thank the City Council, City Staff, and fellow Park Board members for their efforts. Since all of the Park Board Members that were up for re-appointment were renewed, we will take that as a vote of confidence in our past efforts and future direction. If any of the Council members have any questions ! will be glad to answer them at this time. Thank you. Mr. Ruska reminded the Board about Adopt-A-Location workday scheduled for Saturday, November 10th at Wagon Wheel Park. Item 13: Director' s Report - Background Checks Report Mr. Sims informed the Board that staff is missing the affidavits from the Coppell YMCA, but Mr. Killough told Mr. Sims they would send that information ASAP. - CRDC working items and projects Item 14: CRDC PROPOSED PRIORITIES SEPTEMBER 2001 Project Name Estimated Cost 1. Wagon Wheel Park - East/West Trail Connector. $300,000 2. Second Water Well at Wagon Wheel $200,000 3. Possible Tennis Center Parking Lot, Restroom Funding Assistance. $400,000 4. Denton Creek Trail System Continuation. Section 2, Ashbury Manor, $370,000 $205,000 5. Recreation Needs Assessment $5,000 6. Moore Road, on-road trail $15,000 - Family Fish Mr. Sims thanked the Board members who helped with Family Fish event on Saturday; he also informed the Board that the Parks and Leisure Services Dept. stocked the pond with 1000 pounds of fish and tagged 200 of them for prizes. The event it was a great success, only 5 tagged fishes were caught and the event raised $1,233.00 in donations. - Halloween Fair and custome parade Mr. Sims provided the Board with flyers that have the following information: · The Halloween Fair will take place on October 31,2001 from 6 - 9 p.m. at the Aquatic and recreation Center. · The fair will be held at the gymnasium, which will be full of activities for children 12 years and younger. Cost per child is $3.00 · The Custome contest will be at Andrew Brown Community Park East starting at 6 p.m. and no cost is associated to the contest. · Registration forms for the contest are the Aquatic and Recreation Center, Town Center and the Coppell Library. Construction Progress Report Mr. John Elias provided the Board with updated information on current projects. Future Agenda items Sports Council Updates CRDC Updates Priority List Coppell Baseball Association Report Action to decide cancellation of December Park Board meeting Christmas Parade Float Judging Park Board participation in Christmas Parade Arbor Day Planning Park Board Meeting adjourned at 9:01 p.m. Item 1: Item 2: Item 3: Item 4: TREE BOARD MEETING Call the meeting to order Mr. Chris Ruska called the meeting to order at 9:01 p.m. Discussion of Tree board Bylaws Staff couldn't find separate bylaws for Tree Board. Board decided to discuss this item again in the next meeting Arbor Day planning schedule, events, and coordination Ms. Amanda Vanhoozier contacted Ms. Tamara Westervelt, she is the CISD Art Teacher team Leader about the Poster Contest and Parks and Leisure Services Dept. offered $50 for the student winner and $150 to be used for supplies for the art teacher. We also offered to buy the paper for the posters to distribute to the art teachers that commit to working with students on the theme: "Trees are Terrific... inside and out!" Each art teacher will select 1-3 posters and will forward those to Park and Recreation Board for final judging The judges will be Park Board members, and Tamara Westervelt. Board also proposed to make green flyers and send them to the schools. Deadline information to come. Future Agenda Items - Meet in November and every month thereafter until the judging is finished. Mr. Mark Tepper, moved to adjourn the Tree Board meeting Mr. Brent Wooten, seconded the motion Vote: (7- 0), approved. Park Board Meeting Adjourned ~ 9:20 p.m.