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2007-04-19 PEARLAND PARKS, RECREATION AND BEAUTIFICATION BOARD REGULAR MEETING MINUTESMINUTES — REGULAR MEETING OF THE PEARLAND PARKS, RECREATION AND BEAUTIFICATION BOARD, OF THE CITY OF PEARLAND, TEXAS, HELD ON THURSDAY, APRIL 19, 2007, AT 8:00 A.M., IN THE PARKS AND RECREATION DEPARTMENT CONFERENCE ROOM, AT 2947 BROADWAY STREET, PEARLAND, TEXAS I. II. IV. CALL TO ORDER The meeting was called to order at 8:10 a.m. BOARD MEMBER ROLL CALL Tom Gibbs Laura Austin Marjorie Wilcoxson Joe Miller Ed Miller Jon Branson Michelle Smith Randi Wyatt Karen Fritsch Julie Diaz Gary Mitchell Chairperson Board Secretary Board Member Board Member Board Member Parks and Recreation Director Parks and Recreation Superintendent Parks & Recreation Office Coordinator Parks & Recreation Secretary Recreation Specialist - WEC Kendig Keast APPROVAL OF MINUTES — March 8, 2007 Ms. Austin made a motion to approve the minutes as presented. NO ONE seconded the motion and the motion carried 5 to 0. DISCUSSION AND POSSIBLE ACTION REGARDING THE HIKE & BIKE MASTER PLAN — GARY MITCHELL Mr. Mitchell began by handing out drafts of Chapter Three and Chapter Four of the Hike & Bike Master Plan. He proceeded in discussing Chapter Three. At the initiation of the master plan process, in the summer of 2006, an online survey was conducted as a way to gain insights into community interest, needs, priorities and concerns related to the trail network development in Pearland. Mr. Mitchell summarized the results and highlights of the information survey and mentioned the most common responses provided. Mr. Mitchell then went on to discuss the trail priorities identified in the survey as well as the implementation considerations from the respondents. Appendix A is attached to Chapter Three that list all of the questions and responses of the survey. 1 Chapter Four of the Hike & Bike Master Plan specifies the difference in the future primary and secondary trail system as well as details pertaining to linking the sidewalks in Pearland. The chapter shows that in some locations where a full trail improvement may be difficult, if not impossible, new or existing sidewalks can maintain the connectivity of the network for the trial system users. This will allow people to navigate between points where a fully improved trail may end and then pick up again after a short distance. Mr. Mitchell discussed the potential trailhead locations. He advised that the trailheads would assist neighborhoods in connectivity; however, they would also play a factor in providing safety, information and a general beginning point for trail users who will drive or bike to the trailhead. Mr. Mitchell asked the board to take the information with them for a closer review and advise if they had any suggestions or changes. He will attend the next scheduled Parks Board meeting with a draft of the Pearland Hike & Bike Master Plan Chapter Five. V. DISCUSSION AND POSSIBLE ACTION REGARDING FACILITY RENTAL POLICIES Ms. Smith began by introducing Ms. Fritsch as the Parks and Recreation Secretary. Ms. Smith stated that currently there are some inconsistencies related to the rental policies, things that need to be clarified and put into place. Ms. Fritsch is the primary contact for the facility rentals and has prepared a few proposed changes to the facility rental policies for the boards review. Ms. Fritch began by advising the board that there are a lot of opportunities for improvement within our policies. She handed out a list of the proposed changes as well as the current policy. Ms. Fritsch went down the list one by one explaining the rationale for the changes. She advised that due to time constraints some of the topics might have to be tabled to the next board meeting. Following is a list of items discussed and approved in today's meeting: • Minimum Age Requirement of 21 years old to rent facility • Indoor facilities being closed on City Holidays • Adding attendant fee to rental rate at $10.00 per hour • Adding an Administrative Fee of $25.00 for cancellation of rental • Updating residential status to be within the Corporate City of Pearland limits • Hours of operation changed due to City Ordinance • Retaining deposit if damage is done as well as stipulating that the responsible party will be held liable for any damages exceeding the deposit amount 2 • Require two Pearland Police Officers to be scheduled for rental of all facilities (indoor and outdoor) in which alcohol will be served, or the expected attendance is 75 or more persons; or 100 or more persons (waiting to hear back from officers regarding their preference; board members will agree with the officers decision) • Require proof that Police Officers are scheduled at least two weeks prior to event or no alcohol will be permitted • Discontinue requiring two Pearland Police Officers to be present for Youth -Oriented events that do not exceed 75 persons, require on adult chaperons (21 years or older) per every 20 minors • Cover Charges are not permitted unless a non-profit group Following is a list of items discussed and not approved in today's meeting: • No longer permitting alcohol to be served/consumed for rentals on city property Ms. Smith stated that the remainder of the proposed changes to the facility rental policy would have to be continued at the next meeting. Ms. Smith stated for the record that Ms. Fritsch would begin with the nonprofit groups at the next meeting. Ms. Smith introduced Julie Diaz, Parks and Recreation Specialist at the Westside Event Center. Ms. Smith explained that the Parks and Recreation Department offers childcare for parents while they are taking aerobics classes. For liability reasons, Ms. Diaz has created the rules and policies for babysitting. Parents are to read and sign the waiver prior to dropping off their children. Ms. Diaz went over the eleven rules and policies to the board members. A motion to approve as well as adopting the Childcare Rules & Policies as presented was made by Mr. Ed Miller. Ms. Wilcoxson seconded the motion and the motion carried 5 to 0. Ms. Smith stated that additional discussion and debate is needed prior to any action being taken to the changes in the Facility Rental Policy. Mr. Branson asked the board to take home the information provided and the changes would be discussed at Special Board Meeting on May 10, 2007 being held for the Hike & Bike Master Plan. At that time, we will hopefully wrap up the remainder of the Hike & Bike Trail Master Plan. VI. DIRECTOR'S REPORT Mr. Branson stated has had the privilege to make two bond presentations. He handed out a list of the presentations that will take place. Today, Mr. Eisen is doing a presentation at the Chamber Luncheon and all are welcome to attend. 3 VII. ADJOURNMENT The meeting adjourned at 9:30 a.m. These minutes respectfully submitted by: Randi Wyatt Parks Office Coordinato Minutes approved as submitted and/or corrected this 16 day of �101L1 , 2007. T, limas Gibbs, Chairperson El