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BM 2001-11-05 PBPARK AND RECREATION/TREE BOARD MINUTES OF MEETING November 5, 2001 Meeting Time: 6:30 p.m. Meeting Place: Town Center 255 E. Parkway Blvd. Coppell, Texas 75019 Members Present: Note: Rene Lawson, Scott Williams, Tracey Garman, Reg Allen, Mark Tepper, Victor Burke, and Brent Wooten. Mr. Chris Ruska arrived ~ 8:30 p.m. Staff Present: Gary Sims, Brad Reid, Jane Anne Sellars, and Hilda Salazar. Item 1: Item 2: Item 3: Item 4: Call the meeting to order Mr. Rene Lawson called the meeting to order ~ 6:33 p.m. Approval of minutes from October 01,2001 meeting. Mr. Mark Tepper, moved to approved the minutes from October 01,2001 meeting Mr. Reg Allen, 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 Discussion and appropriate action to cancel or hold the December Park Board Meeting as schedule. Mr. Mark Tepper moved to approve cancellation of the December meeting Mr. Reg Allen, seconded the motion Vote: (7- 0), approved. Item 5: Discussion and appropriate action on the Home Lighting contest, Christmas parade float judging and Park Board participation in the Christmas Parade. Mrs. Jane Anne Sellars provided the Board with the following information: Advertising: - Will begin on November 16 in newspapers - Holiday Song Books distribute on November 23 - On Chanel 19 - City Website - Letters to the Homeowners Associations Registration Forms pick up locations: - Aquatic and Recreation Center - Town Center - Library - Senior Center - City Web Site - C-Link Registration deadline Friday, December 7 at Town Center Judging: Monday, December 10 -judging done by Park Board Members Post winners by Friday, December 14 Holiday Parade When: Saturday, December 1, 3:30 p.m. Registration: Deadline - Friday, November 16. Forms can be picked up at Town Center. Judging: Begins at 3:00 p.m. -Judging done by Park Board Members Holiday in the Park When: Saturday, December 1, 5:00 p.m. Where: Andrew Brown East Park Activities: Free activities include: barrel train ride, horse drawn carriage ride, 2 carnival rides, jump house, visits with Santa, drinks, entertainment stage with carolers, store tellers, and individual entertainers. Other Activities: pictures with Santa, food items Arts and Craft Show located in the Aquatic and Recreation Center gymnasium. Saturday, December 1 8:30 a.m. - 7:00 p.m. Sunday, December 2 12:00 noon - 5:00 p.m. Free entrance Item 6: Presentation and appropriate action on a proposal from the Park Naming Sub-committee concerning a new name for Grapevine Creek Park. Mr. Rene Lawson informed the Board that property located north of Beltline Road, east of Moore Road, West of Mockingbird, and south of Bethel School Road; it has a potential to be a park and subcommittee proposed to name it "Parrish Park" Staff will investigate who the original developer was and bring that information to the Board. Item 7: Discussion of presentation by Project Funding sub-committee Mr. Mark Tepper provided the Board with the following information. · Process - Five Year Master Plan is overall strategy document/road map - Master Plan feeds 5 year Leisure Services Dept. Operating Plan - Annual budget is primarily devoted to maintaining steadily expanding universe of existing and new parks/facilities in the high quality manner our citizens require. Expansion projects are usually accompanied by dedicated funding (i.e. outside the operating budget) Presently Approved Projects Wagon Wheel Park Trail System MacArthur Park Moore Road Park Senior Center Town Center Tennis Courts Grapevine Springs Park Improvements Existing Project Funding Sources Wagon Wheel Park and the trail System are CRDC approved and funded projects MacArthur Park, Moore Road Park, Town Center, Tennis Courts, Grapevine Springs Park Improvements and the Senior Center were approved by voters in the 1999 Bond Election. Identified Alternative Funding Sources Park Development Dedication Fund Coppell Recreation Development Corporation Bonds Texas Parks and Wildlife Grants Texas Department of transportation TEA 21 Grant Special Interest Group Grants Existing Project Priority List The most recent project priority listing contained 39 potential projects within three regions of the city. The projects were prioritized by the Park Board at April, 2001 meeting as having 21 high, 11 medium and 7 low priority within the respective regions. Conclusions/Discussions Points Explore/identify other alternative funding sources Expand Park Development Dedication Fund to include commercial development Revisit CRDC charter Bonds Others? Revisit existing project priority list Obtain additional input (citizen surveys, City Council, etc.) especially if considering funding requests Review Master Plan in light of prioritized projects and potential funding alternatives Other input Staff asked the Board for participation on the survey. Item 8: Annual Report of the Coppell Baseball Association Mr. Carl Rehling provided the following information to the Board. RECREATIONAL PROGRAM - teams formed by draw or draft. - local play until postseason - T-ball: 5 and 6 year old "age pure" - Coach pitch: 7 and 8 year old "age pure" - Baseball: 9 and 10 year old "age pure" 11 and 12 year old "age mixed" 13 and 14 year old "age mixed" 15 and 16 year old "age mixed" CLASSIC PROGRAM - more competitive alternative. - teams formed by tryout. - season starts earlier. Lasts longer. - local and travel play - One team per age group 9-14. Age pure. CHALLENGER PROGRAM - One team. Competes at 10-year-old level. - local play only DEMOGRAPHICS · SPRING 2000:1120 · SPRING 2001:1215 · FALL 2001: 505 1098 Coppell residents/22non 1187Coppell residents/28non 491 Coppell residents/! 4 non TEAM NUMBERS BY AGE GROUP: U16 U14 U12 U10 U8 U6 CHALLENGER 2000 (REG/CLASSIC) 1 8(6/2) 14(12/2) 21(20/1) 28 24 1 SEASONS · SPRING Registration: Classic tryouts/team formation: Classic practice begins: Rec. look-team formation: Rec. practice begins: Classic season: Rec. season: Rec. city tournament: Post season rec. and classic: first 3 weeks in January end of January beginning of Feb mid Feb early march end of march-early June early April-end of May eight days in June mid June-mid July · FALL Registration: Team formation: Practice begins: Season: Tournaments mid Aug end of Aug early September w/e after labor day- 1st w/e in Nov optional/included GAME FIELD USAGE .SPRING · WAGON WHEEL: U9-U16 - Games: week nights: Mon., Tue, Th, Fri start 6pm. One game per field/per night 2001 1 8(6/2) 14(12/2) 26(24/2) 30 30 1 Weekends: sat start: 9 am finish: 9pm · MAC PARK: U5-U8 - - Games: week nights; Mon., Tue, Th, Fri start: 6pm. One game per field/per night Weekends: sat start: 9 am finish: 4pm - rainouts: wed/sun .FALL · SATURDAY ONLY. FLEX SCHEDULE. PRACTICE FIELD USAGE · Carter Crowley: U10 and below Mar-May/Sep-Oct · MacArthur park: · PINKERTON · LOCAL ELEMENTARY · CLINICS: TOURNAMENT S: -Pre-season classic - city league - post season classic -city all-stars -national level interest U12 and above/classic Feb-July/Sep-Oct U12 and U9-U12 classic Feb-Jul/Sep-Oct nib with softball CLINICS/TOURNAMENTS coaches clinic CHS 1-2 skills clinics per season no cost BUDGET OVERVIEW · INFLOW SOURCES Concessions: 21.6k Registration: Sponsorship: T-shirts: Tournaments: l17k 31.6k 5k 4.5k TOTAL 180K · OUTFLOW SOURCES CBS: 1K Concessions 21.6k Contract labor 5k Equipment 28.5k Insurance 4k League fees 3.3k Publicity 4.4k Rent 2.6K Sponsors 7.8k Storage 1.3k Tournaments 12k Trophies 4k Umpires 30.9k Uniforms 33.4k User fees 12.6k FACILITY IMPROVEMENTS 50K TOTAL 222K FACILITY IMPROVEMENTS · Two batting cages · Two golf carts · Fence screen · Fence cap · Pitching screens (5) · Soft toss nets (14) · Field rakes (2 per W.W. field) · Practice pitching mounds (3) · Concession equipment · U.S. flags · Dugout water coolers FACILITY IMPROVEMENT PLANS · Flag poles · Pa system · Batting cages (MacArthur park and field 6) · Pitching mound covers · Batting helmet racks · Additional practice pitching mounds · Pitching machines · Rubber on deck circles SPONSORS · Texas Rangers · Frank Parra · Baylor Hospital · Community Credit Union · Subway · Ace Hardware · Sonic · Harvey Hotel · Albertson's · Main Event · Re/max- Laura Barnett · Johnson & Collins · Dr Bond · Volvo of Dallas · CJs · Kiddin Around ISSUES · Facility status · field availability · practice fields · MacArthur park parking · path to W.W. field 6 · field 6 - dugout covers - Stands - shade - restrooms · ice machines · Pepsi contract · background check compliance · use of facilities by non-CBA member residents · tax exempt status - · facility national interest Item 9: Chair Report - Adopt a Location Item 10: Board will work on State and Ruby Road on Saturday, November 10 at 9:00 a.m. Annual Park Tour Report Board was very pleased with the information gathered from the tour. Director' s Report · Mrs. Jane Anne Sellars informed the Board that the Halloween Fair was a great success and approx. 1500 people attended. · CRDC Update - Funding shade structures on field 6 - Funding trail connectors - Funding Water Wells - Not a lot of monetary resources to fund any other project · Sports Council Update - Staff still working on Sports Assoc. contracts Item 11: Future Agenda Items - Parks and Wildlife grant cycle - Youth Sports Coach Training - Coppell Youth Football Association Annual Report Item 12: Board Member's Report No reports Park Board Meeting adjourned at 9:49 p.m. Item 1: Item 2: TREE BOARD MEETING Call the meeting to order Mr. Chris Ruska called the meeting to order at 9:49 p.m. Arbor Day planning schedule, events, and coordination Theme for Arbor Day Poster Contest: Trees are Terrific... Inside and Out! Deadline for entries: February 1, 2002 5:00 p.m. Prizes for winning the contest: Student $50.00 Art Teacher $150.00 for Art supplies Poster Contest Promotion: 1. Tamera Westervelt, CISD Art Teachers Team Leader, has spoken with the Elementary Art Teachers. They want to participate and are planning a workshop on a Saturday in January for 5th graders. Parks and Leisure Services will provide the paper for the posters. 2. National Arbor Day Foundation Poster Contest Guide and Activity books have been ordered and will be distributed to the Park Board members and the Art Teachers when they arrive. 3. The Art Teachers will set up a display of the posters for the Arbor Day Celebration using their display stands. Location for the poster display may need to be the Library, due to the election at the Town Center Lobby that week. 4. Parks and Leisure Services will provide the media releases for promotion of the contest. 5. City of Coppell Park Board will judge the posters with the help of Tamera Westervelt. A date for judging needs to be set sometime in the first two weeks of February. The State Deadline for posters entries is projected for February 28, 2002. 6. The top poster from each school will be sent to Texas Forest Service to be judged at State level. Last year, the poster from Coppell was selected as Honorable Mentioned by the Texas Forest Service. Mr. Mark Tepper, moved to adjourn the Tree Board meeting Mr. Rene Lawson, seconded the motion Vote: (7- 0), approved. Park Board Meeting Adjourned ~ 10:10 p.m.