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08.21.2008 Parks & Rec Minutesp TOWN OFR �SPE 1.Call to Order/Roll Call MINUTES Meeting of the Town of Prosper Parks and Recreation Board 605 E. Seventh Street, Prosper, Texas Prosper ISO Administrative Svcs Building Thursday, August 21, 2008 at 6:00 p.m. The meeting was called to order at 6:09 p.m. by Vice-Chairman Rutledge Gordon Members present include: Rutledge Gordon, Jan Brown, Tom Blaney, and Jeff Stang Staff members present include: Wade Harden 2.Consider and act upon approval of the minutes from July 24, 2008 regular scheduled meeting. Jeff Stang moved to approve the minutes, Tom Blaney seconded the motion. Motion was approved by a vote 4-0. 3.Consider and act upon approval of the minutes from August 7, 2008 special called meeting. Tom Blaney moved to approve the minutes, Jeff Stang seconded the motion. Motion was approved by a vote 4-0. 4.(Agenda item # 5 was moved up} Update from PBK concerning the 57 Acre Park site Master Plan. Representatives from PBK present an update on the concept design of the park. Items noted were changes to some of the traffic flows, the moving of the baseball/softball fields to the NW corner of the site, and some changes in the parking design with regard to the soccer fields. Jeff Stang questioned the need for some of the secondary roads. He wanted to make sure all of them were truly needed and did not take away from any green space. PBK responded that traffic impact surveys still needed to be completed and that certain minimums needed to be met, but that they would review the roads and ask if some could be removed. Tom Blaney asked about the need for a maintenance building and an additional concession stand/restroom facility near the soccer fields. PBK reviewed the diagram and made notes on it showing where such facilities could be located on the site. They also suggested some playground areas near the soccer and baseball fields which were not indicated on the current diagram. This current plan had not been presented to the PISD School Board or the original developer of the property. There could be some changes or other recommendations based upon their review. Jeff Stang questioned the location of the ponds in regards to the passive space in the design. He noted that the ponds were located on the north end or the park, but most of the passive parts (trails) were located on the south end of the park. PBK explained that the slope of the park was towards the north and that the ponds needed to be at that end. There would be a major expense to have ponds at the south end and still handle drainage concerns. The passive space was designed at the south end to address the deed restrictions concerning the light buffer. They said they would review the design of the ponds and see if maybe something else could be considered. PBK concluded the presentation and thanked the board for their input. S.(Agenda item #4 was placed here) A.) Call to the public for discussion concerning the Prosper Youth Sports Association (PYSA) and recreational youth sports leagues using Town Faci I ities. There were approximately 12-15 Prosper residents in attendance to address the Park Board with concerns surrounding the standard operating procedures and adherence of the by-laws of PYSA by the PYSA Board. There were also 2 members of the PYSA Board of Directors present to listen to the concerns. Susan Pelzel -PYSA Secretary & Board Member: Has recently been made aware of some of the current concerns of some of the residents and agrees there are communication issues. She received a copy of 2 the suggested course of action made by the Town Manager, but does not feel PYSA has had a chance to address them. Monica Hays -PYSA Volleyball Commissioner & Board Member: Attending tonight's meeting to help answer questions and to hear concerns. She also feels that the PYSA Board has not had enough time to address the concerns and suggested course of action made by the Town Manager. Lisa Dritschler -1285 Wheatland: provided some history on the issues with PYSA. Also provided some background information on how PSA (now PYSA) was recognized by the Town of Prosper as a town authorized recreation provider by a town resolution. She stated that PYSA is a recreation league; however she feels that PYSA allows coaches to pick certain players more like a select league. She would like to see the Park Board work with PYSA to ensure the following: -PYSA needs to abide by their established by-laws -Publish and hold to standard operating procedures in regards of all aspects of league functions including, registration, team selection, practice facilities, scheduling, and league rules to name a few -Mandate fair use of park facilities -Better communication with the residents -Provide the Park Board monthly reports from PYSA -Use of the town email system for communications -Publish a grievance process to handle concerns and address issues She indicated that there are over 1600 participants in PYSA, but felt that number could be greater if these concerns were address better. She is also concerned that the PYSA Board plans to hold elections for new positions in September, which goes against their by-laws which states elections should be held in November. She feels that some commissioners have been in place past their allotted term limits. Paula Luallen -1220 Harvest Ridge: Resident for 5 years, has been a past PYSA board member, and has also served as a coach in the past. She feels that PYSA needs help from the community. She also indicated that baseball voted on 2 frozen (protected) players, but later found out that there were 5 frozen player allowed. Pam Cooper -403 Brookview Court: She has 1 child old enough to play PYSA and another who is not. She indicated that she tries to look at both side of the story. Her son registered on 4/25/08 for football and football registration ended in June 08. In the middle on June she found out that other were discussing football activities. When she inquired, she found out that her son was not placed on a team. She emailed the Football Commissioner and never received a reply back. She talked to another mother and found out that others were in the same situation. She emailed the PYSA acting President Scott Sigman and found out that there were 9 extra players on a waiting list. Scott suggested that if she could find a coach and some additional players, they would be able to have a third team and that they would be able to play. She found a coach, extra 3 players, and now has a team for her son to participate. She stated that she is aware of another player who registered late and then was placed on one of the experienced existing teams. She also indicated that citizens are now being singled out for complaining to the Town Council. She feels that the PYSA Board members are trying to justify their actions and not addressing them. Not everyone can be wrong. Let all of the kids play. Rutledge Gordon asked for a 5 minute break in discussion at 7: lOp.m. Loren Moulder arrived at 7: lOp.m. The meeting reconvened at 7: lSp.m. Wendy Walker -2670 Gentle Creek Trail: She is the team mom for the newly created Bulldog football team. She never heard from PYSA if her son was on a team. She found out second hand that her son had not been placed on an existing team. She feels PYSA could be bigger. She was also coaching a cheerleading squad that she was able to put together for the football team. She said she still feels like a step-child and doesn't get any information from PYSA. There still is a lack of communication. Barbara Mills -490 Cloud View Court: Her child was on the waitlist. She talked to all 9 mothers who had boys on the waitlist. 3 of the boys decided not to play in Prosper with PYSA as a result of this situation. She read part of the PYSA Mission Statement -at all times participation will remain paramount. Baseball, Basketball, and Football are the problem areas. Nowhere in Dixie League rules does it indicate that players should be protected. She tried to access the basketball rules on the PYSA website, but got a server error. Her basketball example had 7 returning players and her coach was allowed to accept 3 players before registration was over. Her team had 10 players and another team only ended up with 5 players on theirs. Susan Pelzel indicated that basketball was part of the McKinney League and subject to McKinney rules. Her child was also on a team that only had 5 players. Mrs. Mills also had a football example to provide. McKinney League allows predetermined teams, but does not encourage select teams. All 9 boys were registered by June 1, 2008 and none of them were placed. She said she feels that the other coaches had the number of players they wanted, because they had their select teams. She then read an email from a 4th grade coach suggesting tryout be held for the remaining 5 spots. McKinney rules do not allow tryouts. McKinney rules state that if a player indicates his choice of coach, the coach must accept that player. McKinney rules also indicate that players who are waitlisted will be placed on a team based on the order of when they were registered. Rutledge Gordon thinks communication needs to improve. He is looking to have a PYSA member attend Parks and Recreation Board (PARS) meetings as part of a monthly report from PYSA. Loren Moulder suggested someone from the PYSA Executive Board attend the PARS meetings. There was discussion about funding for a Town Sports Director position. Staff indicated that such a position was not in the budget this year and that the proposed budget did not have room to support it. A question concerning the rules of the neighboring leagues PYSA participates in was asked. Do PYSA rules trump the league rules? It was believed that PYSA should comply with the spirit of the league rules. What can the Parks Board do to hold PYSA accountable? Recommend the Town Council no longer recognize PYSA as the recreational provider for the town. Short term ways forward to address the resident's concerns are as follows: -Request the PYSA meeting minutes from tonight's PYSA meeting (held later this evening at another location) be presented to the PARS -Request PYSA position on a by-law amendment to include a grievance process -Request the PYSA plan for the basketball program this fall -Request the PYSA communications plan going forward -Request PYSA address the Town Manager's "Suggested Course of Action" -Request PYSA address election concerns with regards to their by­ laws -Request PYSA provide the PARS an updated list of board members -Request PYSA attend a joint working session with the PARS on 8/28/08 at 6:00 p.m. 5 B.) Consider and possibly act upon a recommendation to the Town Council concerning the operation of recreational youth sports leagues using Town Facilities. Based on the outcome of these short term actions, the Park Board will determine the need to make any recommendations to the Town Council. 6.Discuss and consider action upon the adoption of an Athletic League Service Agreement. Tom Blaney motioned to table the Athletic League Service Agreement until the September PARS meeting, Loren seconded the motion. The motion was approved by a vote of 5-0. 5 7.Informational Items. The Greenspoint development would like some additional trash receptacles in their area. The current cost for existing GP receptacles is approximately $400, however the Town's current standard is approximately $900. GP is willing to pay for their normal cost if the town is willing to pay for the additional cost for the Town's standard. The Park Board wants to use the Town standard and is willing to contribute the additional amount. Staff informed the Park Board that the park development fee should be on the next month agenda. Staff provided on update on the Mahard Ranch development and some preliminary concept designs. Staff provided an update on the improvements to Main Street Park. The sun screens should be installed next week. The wind screen got pulled from the vendor and was given to a new vendor because of various delays. The new vendor has provided a better price for the wind screen. Some of the bleachers being removed from the Folsom Park project are to be placed at the T-Ball field at Rucker. The board has indicated to staff that it would like to have concrete slabs poured first and then have the bleachers placed on the slabs. Rutledge Gordon asked if there were any additional comments from the public in attendance at tonight's PARB meeting. Woody Adams -1331 Amistad: Noted that the Park Board is looking for more communication in dealing with town concerns, but then mentioned that the PARB might not ask for public input during special sessions or Park Board meetings. He feels that this would be a disservice to the residents, not to ask for public input. He also pointed out that the PARB should pay attention to the speakers present and not be looking at PDAs or cell phones. Jeff Stang indicated that sometimes the PARB has heard from the public at previous meetings and that in an effort to complete board business, it does not always make sense to rehash the same input during multiple meetings. Mr. Adams still felt that the opportunity for public input should be extended. 6 r ( ( r ( ( \ Rutledge Gordon thanked Mr. Adams for his input. 8.Adjourn. Jan Brown motioned to adjourn the meeting, Loren Moulder seconded the motion. The motion was approved by a 5-0 vote. The meeting was adjourned at 8:52 p.m. 7