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Park Board Information Sheet PB Park Board Information Sheet Thank you for your interest in serving on the City of Coppell Parks and Recreation Board. Your service on this board will provide you with an opportunity to experience how local government functions, the opportunity to work closely with both the City Council and City Staff as we plan and implement the City of Coppell Parks and Recreation System. Each of you bring unique talents and interests to this board. You also hear issues and concerns in the community that may not necessarily make it to the staff or City Council. The Park Board is the eyes and ears of the city charged with helping us to make our parks and recreation programs and facilities the best possible. We have taken the opportunity to develop this information packet to familiarize you with the time commitments, assignments and functions of the Parks and Recreation Board. While we tried to be thorough, there is always something that was either not discussed in enough detail or perhaps something in this packet that might have tweaked your interest and stimulated some questions. Please read through this information. If you have questions or suggestions on how we can improve this packet, please bring them to our attention. The Park Board serves as an advisory board, which is a valuable service to the City Council and City Staff. Members are selected as either regular members, or alternate members. Each are appointed to two (2) year terms. Regular members are those members that are regular voting members at all board meetings. Alternate Members vote only when they are filling in for absent regular members. Both types of members attend all meetings and provide their input on all issues equally, with the exception of voting. The membership also includes two (2) Youth Advisors who advise the Park Board and the city staff on the impacts of decisions on the youth of the community. 1.Responsibilities: a.The function of the Park Board is to advise the City Council on matters regarding parkland acquisition, park naming, park development and renovation and general issues regarding recreation programming, etc. Alternates to the Parks and Recreation Board are not eligible to vote on Coppell Recreation Development Corporation items. (See Section 5b) b.The Park Board has the authority to expend City 4B ½ Cent Sales Tax Funds, subject to review and approval of City Council. c.The Park Board has no regulatory authority and does not supervise or direct city staff. All requests for services or assistance from Park and Recreation Department staff should be directed to either the Director of Parks and Recreation or the Assistant Director. d.The Park Board is occasionally requested to review requests of the Coppell Sports Council (CSC). The CSC is a City Council authorized committee composed of the presidents (or their designates) of each sport association that uses City of Coppell athletic facilities for league play and practice. The CSC meets quarterly to discuss issues and develop recommendations to the Park Board and/or City Council regarding athletic field and athletic complex acquisition, maintenance, field allocation, etc. Their recommendations are forwarded to the Parks Board for review and consideration prior to being forwarded to City Council for action or funding. e.The Park and Recreation Board is also responsible for the annual review and recommendation of modifications of the City of Coppell “Park and Recreation Master Plan”. This Master Plan is used to determine long range needs of the city for park and recreation facilities, programming and maintenance. This annual review is presented to the City Council for their action and implementation. 2.Meetings: a.Park Board meetings are generally the first Monday of each month, unless that day falls on a holiday. b.Meetings start at 6:30 p.m. and generally last approximately 2½ hours. c.The Park Board usually schedules at least 2 to 4 special or called meetings throughout the year. These special meetings are called for joint meetings with the City Council as a work session to discuss and seek guidance regarding a park department policy, development of a park property, acquisition of new park land, etc. Special Meetings are sometimes scheduled to meet with other boards and commissions such as the Keep Coppell Beautiful Committee and the Coppell Sports Council. d.Park Board Members may be requested to serve on sub-committees to study and recommend issues and policies to the park board for further consideration. (Examples would be subcommittees to review and update bylaws, park naming, etc.) e.Public Hearings: The park board occasionally holds public hearings soliciting input from the citizens. These public hearings enable you to determine genuine concerns of residents regarding Park and Recreation issues. Examples of these public hearing subjects include grant applications, master plans for parks, programming for the aquatics and recreation center, implementation of background checks for youth sports officials, youth at risk programming, etc. 3.Park Board Bylaws: See attached copy for your information. 4.Park Board is also the City of Coppell Tree Board The Park Board also serves to advise the City Council on issues regarding preservation, maintenance and promotion of urban forestry. 5.Park Board also serves as the Coppell Recreation Development Corporation Board of Directors a.The Park Board will be called upon to meet as the Coppell Recreation Development Corporation b.Only regular Member (not alternates or youth advisors) to the Parks and Recreation Board are eligible to perform this function. c.These meetings will be combined with a regular Park Board Meeting unless an emergency meeting is required (this has not happened that frequently and staff is committed to avoid such called meetings as much as possible) d.See a copy of the City of Coppell Recreation Development Corporation By-laws. 6.Park Board Assistance with Park and Recreation Special Events. a.The Park Board members frequently help with the major special events held each year. b.These events include the Annual City Wide Egg Hunt, The Spring Family Fish Program, The Annual Holiday Open House at Town Center, The th Annual Holiday Parade, The Arbor Day Celebration, and The July 4 Picnic in the Park. c.Park Board assistance usually involves helping with registration, serving food, judging contests, preparing packets for these events, setting up for events, and assisting with the tear down of the events. d.Please include your family members in these events, this is a wonderful opportunity for them to see the fruit of your labor, meet the other board members and staff. 7.Attendance Policy: a.See attached Common Concerns and Issues Again, it is important to remember that the Park Board is strictly an advisory board. As such, it does not: 1. Hire, supervise or manage the Parks and Recreation Department Staff. 2.Review, recommend or approve the annual Park and Recreation Department Budget. 3.Make or enforce city policies or ordinances. 4.Have a budget nor is it authorized to expend or obligate city funds other than the 4B ½ Cent Sales Tax as reviewed and approved by the City Council. 5.Interpret city policy or represent the City of Coppell without specific authorization from the City Council. 6.Interaction with City Staff should be limited to contacting either the Director of Parks and Recreation or the Assistant Director of Parks and Recreation. Please avoid calling staff to ask them to work on or pursue special items or activities without going through the department administration. 7.The board meetings are very informal, however, we do strive to keep to the agenda and keep our meeting time frame to within 2 hours or less. Please read your information packets and/or agenda prior to coming to the meetings. There is nothing wrong with calling for clarification on issues or items prior to meeting dates. 8.Agendas must be posted, according to state law, 72 hours prior to meetings. If you would like to see a particular item on the agenda, you may request its inclusion through either the Park Board Chairperson or the Director of Parks and Recreation. As much as possible, we hope to be able to send the Board information to you via the internet.