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2009-10-22 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, OCTOBER 22, 2009 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 8:11 a.m. I7�Y97.1all 1]UhIu1:311:721)11W40 N 0 Kevin Fite Vice -Chairman Marjorie Wilcoxson Board Member Tom Gibbs Board Member Laura Austin Board Member Kelly Moody Board Member Michelle A. Smith Parks and Recreation Director Rosalyn Epting Assistant Parks and Recreation Director Randi Wyatt Parks and Recreation Office Coordinator Carry Watts Parks and Recreation Special Events Coordinator IIl. APPROVAL OF MINUTES —August 20, 2009 Ms. Wilcoxson made a motion to approve the minutes as presented. Ms. Austin seconded the motion and the motion carried 5 to 0. IV. DISCUSSION AND POSSIBLE ACTION REGARDING POLICIES Ms. Smith began by informing the board that staff has been creating a Policies and Procedures Manual for the department. With this process we are updating the format of the existing polices to be consistent with the new policies that are being created for the Recreation Center and Natatorium. Secondly the department is working on becoming an Accredited Agency. Having a Policies and Procedures Manual will assist the department in becoming eligible to receive accreditation. Ms. Smith planned to present two policies today; however, this needs to be tabled and brought back to the board at a later date. The two new policies that she intended to present were an Integrated Pest Management and Internal Customer Service Policy. Ms. Smith would like to stagger the policies out so that they are not presented to the board at the same time for review; rather bring them a few at a time. The board agreed that they would be interested in seeing external policies that affect the public verses internal policies. Ms. Smith advised that she would bring a draft of the current and new policies, in the new fonnat for the board to review at a later date. No action is needed to be taken. V. DISCUSSION AND POSSIBLE ACTION REGARDING SPECIAL EVENT REPORTS The board indicated at the last board meeting interest in getting information about events. Ms. Smith introduced the board to Carry Watts, Special Events Coordinator. Ms. Watts creates a variety of reports both before and after the event; feedback is needed on what the board is interested in knowing about and what format to receive this information. Ms. Watts began by saying in the past she has been sending the board an invitation to attend the events as a guest. She wants to make sure that the board has accurate information about the events so that the board can be an advocate for the event, if approached by a citizen. Ms. Watts provided the board with a copy of Event Notes for review. She explained the difference between the Preliminary and Final Notes that are prepared leading up to an event. Ms. Watts described the types of reports that are generated following an event to track various statistics: revenue, attendance, visitors, sponsors, etc. Mr. Fite stated that he likes to see the planning and preparation that goes into the event; he likes the fonnat of the summary presented. Ms. Watts explained that in this format the report will show any revenue generated from the event, expenses, sponsorships, in-kind sponsorships, attendance numbers, etc. Board Member Quentin Wiltz entered the meeting at 8:18 a.m. Ms. Moody asked what kind of feedback would Ms. Watts want back from the board after such information was provided to the board; i.e. questions, concerns, compliments. Ms. Watts explained that the main goal is keeping the board informed, having the board look at events from an outsiders prospective, create relationships with the community that might develop and interest in becoming involved with events and update the department on any feedback heard regarding the event. 2 The board agreed they would like to receive the Preliminary and Final Event Notes via email. Post Event notes will be included the next Parks Board Directors Report. No action is needed on this discussion. VI. DISCUSSION REGARDING THE PARKS BOARD RETREAT Ms. Smith presented a proposal that was received from Management Connection which is a consultant that is utilized by the Parks and Recreation Department as well as many other departments throughout the City. She discussed what she believed the goals were for the retreat and stated the retreat should be an interactive experience both for the board and the staff members. The intent is to discover the role of the board members with the department staff. Because the Parks Board is an advisory board there is not a need to create strategic goals; but there is a need to find out how we all fit together and work together. The Proposal provided discusses the objectives and deliverables for the retreat. The board decided the retreat will be held on Thursday, November 19, 2009, which is the next date of the normal Parks Board Meeting. It will be held at the Westside Event Center from 9 am through 4 pm; following the retreat will be a tour of the construction site of the Recreation Center and Natatorium. There will be an online Needs Assessment Survey that will be sent to both the staff and board to be completed prior to the retreat. VH. DIRECTORS REPORT Natatorium and Recreation Center: Construction is underway and progressing nicely. The project is anticipated to be under budget and, according to the current project schedule, will be completed by the end of June of 2010. Phase I of the Trail Connectivity Project: Staff has is continue to proceed as planned with a few minor alterations to the trail. New offers to home owners are pending and have not settled. We are still anticipating the project will be advertised for bid this Fall. Hunter Park (formally known as Orange Street Park) Additional funding has been allocated for this project in the next fiscal year and I need to confirm that we are cleared to proceed. I have met with the consultant and we discussed some possible alterations to the park amenities. At this point, if we are given approval to proceed then we will proceed with the plans as they are and not make any significant changes to the amenities. 3 Water Lights District and Presidential Park: No further action will be taken on this project until it is determined how the improvements will be funded. Grants We have received a grant from NRPA for $5,000 that will allow us to add some attractions at our KidFish event in November. We have applied for a grant for injured service personnel to purchase some adaptive equipment for the Recreation Center and I will be submitting an application for the Max Road Sports Complex to upgrade one of the fields to synthetic turf. Community Garden/Farmer's Market We are continuing work on the Community Garden however the lead on this project will be the YMCA as the garden is being proposed on their property. I have met with the Director of the YMCA, Jennifer Strickland and we both decided to proceed in that manner. We are also continuing to work with the same group, Bay Area Homesteading, to start a Farmer's Market. There has been some opposition however the project has been supported for the most part. Council Meetings Upcoming items include changes to the Tree Ordinance, Inter -local agreement with PISD for a facility lease agreement, awarding bid for Centennial Park Restroom. VIII. ADJOURNMENT The meeting adjourned at 9:10 a.m. These minutes respectfully submitted by: `Vl Randi Wyatt. Parks Office Coordinator Minutes approved as submitted and/or corrected this day of Ai -14-0 her .2009. Kevin Fite, Vice -Chairperson Al