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08.28.2008 Parks & Rec Minutesp \ � 0SPER 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 28, 2008 at 6:00 p.m. The meeting was called to order at 6: 10 p.m. by Chairman Trent Lewis Members present include: Trent Lewis, Charity Gilson, Tom Blaney, Jeff Stang, Loren Moulder Staff members present include: Wade Harden 2.A.) Discussion with the Prosper Youth Sports Association concerning their by-laws and operation. Susan Pelzel -PYSA Secretary & Board Member: was the only PYSA Board Member in attendance at tonight's meeting. There were approximately 10-12 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. Jeff Stang gave a brief history of how PSA (now PYSA) operated 3 years ago when he was on the Board of Directors for PSA serving as the Secretary of the organization. Mike Hamilton -1070 Thorndale: Stated he was not clear on why this meeting was needed. He indicated he has volunteered to be a coach and feels most people in Prosper are happy with PYSA. He said the baseball fields need a lot of help and that most of the parents do help out when asked to make improvements. He feels people should volunteer more. Paula Luallen -1220 Harvest Ridge: Resident for 5 years, has been a past PYSA board member, has also served as a coach in the past, and her husband has also coached. She feels that the PYSA Board needs to follow their by-laws. She said she tried to change things on the board, but was unsuccessful. She thinks the town needs a strong recreation league, but feels that PYSA runs the league as a select league. Charity Gilson asked if Prosper could support both select and recreational sports programs. Mike Hamilton asked what everyone considered select. He indicated that most kids start selecting teams when they are young on the sandlot, deciding who picks first and then picking teams to play. Trent Lewis explained how PYSA was affiliated with the town and how the town recognizes PYSA as the recreational league provider. Mike Hamilton wants to fix any issues and does not feel that PYSA should be dismantled. Anna Jordan -1300 Crooked Stick: Wants to see fairness. Feels the rules are not clear. Feels communication from PYSA needs to be better. She feels that the PYSA Board did not hear the concerns of the citizens at their last meeting. She also feels PYSA should address the needs of the entire community. Roy Arnold - 3 Rhea Mills Circle: Said the parents were able to get a third team this year for football, but wants to be better informed to help fix the concerns. Barbara Mills -490 Cloud View Court: Her passion is truth over sports. She presented the PARB many of her concerns with PYSA in a packet which was provided to the Park Board with tonight's agenda. She was hoping PYSA representatives would be present to address the issues. Tom Blaney stated that many of these concerns were brought up during the PARB meeting last week. He felt that the Park Board had a good understanding of the resident's concerns. At the PARB meeting last week there were a number of items that the Park Board had agreed to work in addressing with PYSA: -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 2 ( He asked if there were any additional items that needed to be addressed with PYSA. He also asked that we now start to focus on how to address the concerns instead of restating them. Pam Cooper -403 Brookview Court: She went to the PYSA meeting last week to give the PYSA Board an opportunity to see how they would address the community's concerns. She would like to have PYSA follow their own rules and by-laws. She heard the comment that the by-laws are too old and need to be changed. She feels that if the by-laws are too old they need to be changed at a proper meeting when by-laws are reviewed. She wants the PYSA Board to follow their by­ laws and does not feel they are doing their jobs. Charity Gilson asked Susan Pelzer what PYSA positions were opened. Susan Pelzer indicated that the Vice President, Secretary, and Softball Commissioner were all vacant. She said an email was first sent out to all the PYSA members they had email addresses and then a later email was sent concerning the open positions, through the town email system. Jeff Stang questioned why not hold the elections early in September. Pam Cooper stated that was not in accordance with the by-laws. According to the by-laws, the positions should be appointed now and then have elections held in November for the 2 year terms. Some residents complained that they did not receive any emails from PYSA concerning the vacant positions. Susan Pelzel explained that PYSA had recently switched their email web systems and some emails might have been lost in the transfer. Loren Moulder questioned if PYSA had insurance for their program. Yes was provided. He questioned if failing to adhere to their own by­ laws would put their insurance agreement at risk. Charity Gilson suggested that a Park Board representative and a PYSA representative get together and try to work out some sort of understanding and facilitate a new meeting between the Park Board and the PYSA Board. Loren Moulder motioned to table any additional discussion concerning the matter until Town Counsel can be conferred. Specifically, how can the town hold PYSA accountable? Trent seconded the motion. After a brief discussion, the motion failed 2-3. Loren and Trent in favor and Charity, Jeff, and Tom opposed. Charity Gilson wanted to consider recommending the following to the Town Council: -Hold PYSA to their by-laws and the by-laws of their participating leagues -PYSA appointing interim spots in accordance with their by-laws -PYSA should address their by-laws with the new PYSA board 3 -PYSA should present a monthly report to the PARB -PYSA should publish their SOP for the organization and leagues Heather Doke -636 Creekview Drive: Was at the PYSA meeting last week and heard a board member state" We do not have to follow the by-laws. They are just guidelines." Trent Lewis moved to close the public input and Charity Gilson seconded the motion. The motion was approved by a 5-0 vote at 8:lOp.m. Charity Gilson volunteered to reach out to the PYSA Board members on a one-to-one basis in order to encourage another attempt at having a working session between the PYSA Board and the Park Board. Charity removed her consideration to the Town Council pending the outcome of her efforts. Jeff Stang also volunteered to work with Charity in putting together such a meeting/work session. The Park Board will request a September 4, 2009 work session with the PYSA Board. Charity and Jeff will work to make this happen. B.) Consider and possibly act upon a recommendation to the Town Council concerning the Prosper Youth Sports Association. Jeff Stang asked PARB members to have ideas as to possible resolutions or recommendation that the Park Board should present to the Town Council as a result of that meeting. Trent Lewis asked for a 10 minute break at 8:30p.m. The meeting reconvened at 8:40p.m. 3.Discuss and consider acting upon a change order for the Folsom Park improvement project. Staff provided a detailed list of proposed charges incurred during changes at Folsom Park. Not all of the changes have been verified by staff at this time. The change order will be put on the agenda for the next special meeting of the Park Board on September 4, 2008. 4.Consider and possibly act upon a recommendation to the Town Council regarding the 57 Acre Park site Master Plan. Tabled until a later meeting. 4 5.Informational Items. ( None. { 6. Adjourn. Trent Lewis motioned to adjourn the meeting, Loren Moulder seconded the motion. The motion was approved by a 5-0 vote. The meeting was adjourned at 8:55 p.m. r ( l ( ( l. 5