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2009-11-19 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, NOVEMBER 19, 2009 AT 8:00 A.M., AT WESTSIDE EVENT CENTER, MEETING ROOM, AT 2150 COUNTRYPLACE PARKWAY, PEARLAND, TEXAS I. CALL TO ORDER The meeting was called to order at 8:34 a.m. H. BOARD MEMBER ROLL CALL Kevin Fite Vice -Chairman Marjorie Wilcoxson Board Member Tom Gibbs Board Member Laura Austin Board Member Kelly Moody Board Member Ed Miller Board Member Quentin Wiltz Board Member Michelle A. Smith Parks and Recreation Director Rosalyn Epting Assistant Parks and Recreation Director Randi Wyatt Parks and Recreation Office Coordinator III. APPROVAL OF MINUTES — October 22, 2009 Ms. Wilcoxson made a motion to approve the minutes as presented. Ms. Austin seconded the motion and the motion carried 7 to 0. IV. DISCUSSION AND POSSIBLE ACTION REGARDING BOARD MEMBER ELECTIONS Ms. Smith stated that the objective today is to elect a Chairman and a Vice - Chairman; the two positions that are required in the bi-laws. Mr. Gibbs and Mr. Miller stated they were comfortable with the nominations being verbal verses anonymous; no one on the board disagreed. Mr. Gibbs nominated Kevin Fite for Chairman; no other nominations were made. The board called for a vote all in favor; the vote carried 7 to 0; with Mr. Fite accepted the position on the board. Mr. Miller nominated Marjorie Wilcoxson for Vice Chairman but she respectfully declined. Ms. Wilcoxson nominated Quentin Wiltz for Vice Chairman; no other nominations were made at this time. The board called for a vote all in favor; the vote carried 7 to 0; with Mr. Wiltz accepted the position on the board closing the 1 elections. V. 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. 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 Fanner'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 Ms. Moody discussed a letter from Gateway/ Spectrum Area on Hwy 288. It is a letter requesting input from the board members. Ms. Smith stated that the board would more than likely benefit from the information shared at the meetings and supported the iteration as she has been invited to some of the meetings as well. It was at the discretion of the board members if they attended as it is not a requirement. VI. CONDUCT BOARD RETREAT At this time, Ms. Smith asked the board to move into the Banquet Hall of the Westside Event Center where the Board Retreat will be hosted along with the other department staff. This part of the meeting will not be audio taped. Any list or documents produced during the retreat will be attached as minutes. Conducted Retreat then the board took a tour of the construction site of the Recreation Center and Natatorium. Executive Feedback Summary Purpose and Direction • Understand and support needs of the Community and Staff. • Serve as advocate between the Community and City. • Serve in an advisory role for the Parks and Recreation Staff. • Effectively communicate with City Council. Board's Expectation of Staff • Enhance involvement of long-term planning and decision-making process. • Be provided more information on plans and needs. • Mark Board award of projects so that the Board is able to provide adequate support. • Provide Board with increased opportunities for involvement in activities and projects. • Increased communication between Board and all staff. Staffs Expectations of Board Advocacy • Parks Board attend Council meetings to support Department. • Parks Board know and promote the Vision/Mission and Goals to the Community and other organizations. (i.e. Civil, HOA, etc.) 3 • Parks Board assist and establish contacts within the Community. Communication • Parks Board as eyes and ears of the Community to the Department. • Parks Board communicate individual areas of interest to the Parks Director. • Know and communicate various functions of the Department to the Public. 2010 Suggested Priorities 1. Board should be visible to Community at large. a. Be a spokesperson at various organizations. (i.e. Church groups, PTAs, Rotary Clubs) b. Actively participate in at least (3) three events/programs/projects. c. Provide constructive feedback to Parks and Recreation Department to address community needs. 2. Board should be advocate for Parks and Recreation Department and the Community. a. Attend City Council meetings pertaining Parks and Recreation Department issues. b. Relay information gathered from Parks and Recreation Department to Community and Council. c. Assist in identifying resources to aid in meeting the needs of the public at large. VII. ADJOURNMENT After the tour completed, Mr. Gibbs made a motion to adjourn the meeting; Ms. Moody seconded and it carried 4 to 0. (only 4 board members present at the end of the tour) The tour adjourned at 4:51 p.m. These minutes respectfully submitted by: Randi Wyat Parks Office Coordinator nutes approved as submitted and/or corrected this day of 2009. vin Fite, Chair ran 0