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2007-05-10 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, MAY 10, 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 8:05 a.m. BOARD MEMBER ROLL CALL Tom Gibbs Laura Austin Marjorie Wilcoxson Joe Miller Ed Miller Jon Branson Michelle Smith Randi Wyatt Karen Fritsch 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 Kendig Keast APPROVAL OF MINUTES — April 19, 2007 Ms. Austin made a motion to approve the minutes as presented. Mr. Miller seconded the motion and the motion carried 4 to 0. Mr. Gibbs was not present at the meeting until IV. DISCUSSION AND POSSIBLE ACTION REGARDING THE HIKE & BIKE MASTER PLAN — GARY MITCHELL Mr. Mitchell presented the board with Chapter Five of the Hike & Bike Master Plan. Chapter Five is the final chapter and it describes the strategy to move ahead with the project. Mr. Mitchell advised the board that Chapter Five discusses grant agencies in detail as well as showing that the City is committed to this project. The first section of the chapter begins by explaining a three-year implementation program in which the planning process is translated from concept in to practice. Mr. Mitchell described the table that is shown on page two as an example of an Action Agenda to provide listing, prioritizing and expanding upon specific tasks that are to receive priority attention during the first three years following the adoption of the plan. 1 Mr. Mitchell stated that section two of the chapter discusses land dedication requirements as well as trail easements. Section four of the plan list potential partners for assistance in funding the project. Mr. Mitchell has listed information about The Houston -Galveston Area Council (H -GAC). The H -GAC is in the process of updating its Regional Bikeway Plan. In this plan, Pearland is mentioned as possible partners in developing a pedestrian -bicyclist mobility plan throughout the 8 -county Houston -Galveston Transportation Management Area (TMA). Mr. Mitchell discussed the cost and funding considerations for the project as well as State Funding through grants. A discussion between Mr. Mitchell and the board ensued regarding including calculations for different types of surface materials. The board agreed that they would like to see these calculations listed in the Trail Master Plan. Mr. Mitchell stated that he would research other types of surface materials (i.e., asphalt, crushed granite) and inform the board of the results from his findings. A motion to approve Chapters One — Five of the draft plan as presented with the recommended changes was made by Mr. Gibbs. Mr. Ed Miller seconded the motion and the motion carried 5 to 0. V. DISCUSSION AND POSSIBLE ACTION REGARDING FACILITY RENTAL POLICIES Ms. Fritsch began stating that this is a continuation from the previous board meeting. Ms. Fritsch advised that she has received a response from the Police Officers relating to requiring officers to be present during Youth -Oriented Events. Ms. Fritsch explained that both officers questioned advised that they feel an officer should be present during Youth -Oriented Events. However, during the meeting the board decided not to use the terminology "Youth -Oriented Events" and simply make a general ruling about Police Officers being present based on how many people were in attendance at an event. This rule will apply for both indoor and outdoor rentals. Following is a list of items discussed and approved in today's meeting: • Discontinue the terminology "Youth -Oriented Events" and make a general policy regarding security. If no alcohol is served at the event the following ruling takes place per the amount of persons in attendance: 0-25 persons in attendance — No Police Officer required 26-50 persons in attendance — One Police Officer required 51 or more persons in attendance — Two Police Officers required • Change policy to require two Pearland Police Officers scheduled for rental of all facilities (indoor and outdoor) in which alcohol will be served. 2 • In order to receive a reduced rental rate the definition for a "local' nonprofit group; Local Pearland area nonprofit group = organizations that are located in the Pearland area that provide services that benefit Pearland citizens The "Pearland area" is defined as the area that includes Pearland, Alvin, Friendswood and Manvel. • Require minimum of two week and maximum of 6 month notification for outdoor park rentals as well as for pool rentals to be consistent with indoor rentals. • Stipulate cancellation and change policies; make indoor and outdoor rental policies consistent. • Require that the renter must call in the office the next business day for inclement weather to receive a refund due for outdoor rentals. • Stipulate certificate of insurance must be turned in to the Rental Coordinator within one week of the event for outdoor rentals. • Approved that the Rental Coordinator can hand out a list of Moonwalk companies that carry insurance. with disclaimer that COP does not endorse companies, and is not liable if problems arise regarding any company listed; also that insured companies can contact rental coordinator to be added to list. • The Gazebo shall be designated as an outdoor rental. The deposit for the Gazebo is $50.00. The rental fee is $25.00 for a resident and $50.00 for a non-resident. The conditions of use are outlined in the proposed packet. • Remove the preschool room/craft room from rental policy at the Westside Event Center; Allow rental of meeting room with banquet hall at no additional charge if requested; Do not allow rental of meeting room for other parties during banquet rental; Rental of meeting room is required for meetings not parties or other events. • Add additional contact for day of event; designate 1-2 persons as an additional contact. • Require certificate of insurance for banners to be turned into Rental Coordinator within two (2) weeks of designated time or the reservation will be forfeited and an administration fee of twenty- five $25.00) will be charged. If correct equipment is not turned in with banner an administration fee of twenty-five dollars ($25.00) will be charged (Parks Office will supply the clips and ropes if available). 3 • Facility walk-through is available by appointment only. Fees paid by check or credit card must be submitted from accounts associated with the responsible party's name. Third party payments not accepted. • List maximum capacities for all rentals. • Indoor rentals — Available electrical outlets will be identified by staff. • Designate loading and unloading areas for rentals. A motion to approve the Facility Rental Changes as presented was made by Ms. Wilcoxson. Mr. Ed Miller seconded the motion and the motion carried 4 to 0. VI. Director's Report: Mr. Branson advised the board members that the Pine Hollow HOA has requested the City's assistance in erecting a fence around the detention pond that backs up to the Pine Hollow Park. Mr. Branson advised that no specific details or cost estimates have been gathered at this time. This item was not submitted in the 2007-08 budget requests. Mr. Branson requested direction from the Board on this matter. Mr. Joe Miller suggested that the HOA approach the MUD for financial responsibility. He suggested that perhaps the City could fence the area that backed up to the park and have the MUD be responsible for fencing the remainder of the detention pond. Additionally, Mr. Branson handed out a preliminary site plan to the Board for Orange Street Park. He advised that once the conceptual plan is finalized he will bring it back to the Board for their review and consideration. VII. ADJOURNMENT The meeting adjourned at 10:00 a.m. El These minutes respectfully submitted by: Randi Wyatt Parks Office Coordinator Minutes approved as submitted and/or corrected this, day of yJR,�.�'1 e_ , 2007. Tim rm bs, Chairperson 61