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2007-07-18 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, JULY 18, 2007, AT 8:00 A.M., IN THE PARKS AND RECREATION DEPARTMENT CONFERENCE ROOM, AT 2947 BROADWAY STREET, PEARLAND, TEXAS I. CALL TO ORDER The meeting was called to order at 8:07 a.m. II. BOARD MEMBER ROLL CALL Tom Gibbs Chairperson Ben Carranza Vice - Chairperson Marjorie Wilcoxson Board Member Joe Miller Board Member Ed Miller Board Member Laura Austin Board Member Jon Branson Parks and Recreation Director Michelle Smith Parks and Recreation Superintendent Ed Grossenheider Parks and Building Superintendent Randi Wyatt Parks and Recreation Office Coordinator III. APPROVAL OF MINUTES —June 21, 2007 Mr. Joe Miller made a motion to approve the minutes as presented. Mr. Carranza seconded the motion and the motion carried 6 to 0. IV. DISCUSSION AND POSSIBLE ACTION REGARDING PEARLAND HISTORICAL SOCIETY'S PLAN TO INSTALL A TIME CAPSULE AND MONUMENT AT ZYCHLINSKI PARK Mr. Branson advised that earlier this year the Historical Society requested to place a Time Capsule and Monument at Zychlinski Park to honor the City of Pearland's history. They have now presented the board members with a drawing or layout of the proposed monument for formal approval. The Historical Society has chosen to hold a ceremony on September 15, 2007, which is the day that Pearland was founded by Mr. Zychlinski. Zychlinski Park was well known as a baseball facility years ago and is now considered a Historical Baseball Park. The Monument will resemble the shape of a baseball field in the location of the original home plate with information inscribed on the flat concrete relating to the history of the park. Underneath the Monument will lay the buried Time Capsule. 1 Mr. Branson stated there has been no negative feedback relating to this project and feels it would be an asset to the park. Mr. Branson encouraged the board members to be present during the ceremony. A motion to approve a time capsule and monument to be placed in Zychlinski Park by the Historical Society was made by Mr. Ed Miller. Ms. Wilcoxson seconded the motion and the motion carried 6 to 0. V. DISCUSSION AND POSSIBLE ACTION REGARDING ORANGE STREET PARK DEVELOPMENT In a previous meeting the board members approved the design for Orange Street Park. Mr. Branson presented the board with the final layout of the park based on the Tree Survey of the site. In the budget this year we had funding to draw up the Conceptual Drawing, Plans and Specifications. The Parks Department requested $400,000 in the budget to Council to move forward with the park. The Parks Master Plan states that we should be moving forward with this development in year 2008. Mr. Branson assumes that approximately $100,000 will be approved, which would cover the layout, grading and perhaps a portion of the trail. Mr. Branson stated that if the board has no objections to the plan as shown, he would present it to Council during a budget discussion. Assuming that Council approves the budget as presented we can move forward with the first phase of the project. No action needs to be taken today because the project was approved in a previous board meeting unless anyone had an objection. No one objected. VI. DISCUSSION AND POSSIBLE ACTION REGARDING CYPRESS VILLAGE PARK DEVELOPMENT The Cypress Village Home Owner's Association has submitted a proposal for a neighborhood park to the Parks and Recreation Department. Mr. Branson reviewed the Site Plan that was submitted with the board members. Mr. Branson feels that it is a nice plan for a neighborhood park with a basketball court, playground, pavilion and a soccer field. There are also plans for a trail that would meander throughout the park. The HOA has included an actual budget on the overall improvements. The neighborhood is located off of Harkey across from SWEC. Through the Park Dedication Ordinance the City received three acres of park property that was Cypress Village's Parkland Dedication requirements. Listed in the City's Master Plan this facility is to be identified in the year 2010. W Mr. Branson advised that he wants to bring this project to the board members attention for discussion and ideas. Funding of $35,000 was slated in the current year's budget for improvements at an existing park in the Corrigan Subdivision. A piece of playground equipment was taken out of Corrigan Park; therefore, funding is available to add a facility. An additional $35,000 was rolled over from last years budget. The $35,000 is available for a specific playground; however, the additional $35,000 could be used in another area. Mr. Branson advised that he did not feel that it was appropriate in this budget year to submit for funding for this project; other bond projects were listed as priorities in the Master Plan. However, he does feel that there is some extra money that could be used for this park and still complete the other projects that are necessary if the Board desires to do so. A discussion ensued about the direction of the soccer field, placement of the playground equipment as well as the materials used for the pavilion. The board members discussed how the funding should be utilized. However, it was decided that Cypress Village is not a priority this year in the Master Plan; therefore, a limited amount of funding would be available. Mr. Joe Miller suggested that Mr. Branson approach the Cypress Village HOA with an amount of money that the City determined could be designated for this park and help the HOA design the plan around that particular amount. He will also advise that the Parks Department staff could possibly do some in-house work as well as advise different phasing in the park to save finances. A motion to go forward with the above mentioned suggestion was made by Mr. Joe Miller. Ms. Austin seconded the motion and the motion carried 6 to 0. VII. DISCUSSION AND POSSIBLE ACTION REGARDING PARK MAINTENANCE STANDARDS FOR THE CITY OF PEARLAND Mr. Grossenheider presented the board members with a list of Maintenance Standards for Parks and Facilities. He would like the board to take the information home to review the duties and take action next month. Mr. Grossenheider wants to set the bar high for maintenance of the parks and facilities and wants to create an inspection process that would take place every quarter. The Maintenance Department would perform this inspection and grade themselves. He has created a list of items that need to be inspected quarterly, i.e., fields, turf, locks, lights, playground equipment, tractor equipment. Mr. Grossenheider wants the board members to review the list for suggestions or changes with the intent of adopting this list as a policy. 3 VIII. DIRECTOR'S REPORT Mr. Branson advised that the Hike and Bike Trail Master Plan was initially planned to be presented to the City Council at next Monday night's meeting, however it has been rescheduled to August 13, 2007. The consultant has incorporated the suggestions and comments previously made by the Council regarding the addition of Savanna Subdivision and Shadow Creek Ranch Schools into the connectivity as well as including the cost of maintenance fees for the trail. The Plans and Specifications for Centennial Park are 95% complete. The consultant has presented the City with the Plans and Specifications and they have been passed around to the different departments. Mr. Branson anticipates the City should be ready to bid out the next phase of the project in the middle of next month. The City has received the bids for the Knapp Senior Center. The only bid that came in was taken to Council for award last Monday night. The bid was for 1.9 million dollars and the City has estimated the project to cost 1.2 million dollars, therefore, the bid was over a substantial amount. Last Monday night, Council did award the bid with the direction that staff had to reduce the project by approximately $250,000. Staff has been able to do this reduction; however, some amenities will be delineated. This project will be presented to Council again on July 23, 2007 with the reductions. IX. ADJOURNMENT The meeting adjourned at 9:14 a.m. These minutes respectfully submitted by: CAA, U&Ifi� Randi Wyatt Parks Office Coordinator Minutes approved as submitted and/or corrected this day of 2007. Thomas Gibbs, Chairperson El