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2010-10-21 PEARLAND PARKS, RECREATION AND BEAUTIFICATION BOARD REGULAR MEETING MINUTESMINUTES - REGULAR MEETING OF THE PEARLAND PARKS AND RECREATION BEAUTIFICATION BOARD, OF THE CITY OF PEARLAND, TEXAS, HELD ON THURSDAY, OCTOBER 21, 2010 AT 8:00 A.M., IN THE PARKS AND RECREATION DEPARTMENT 2"d FLOOR CONFRERENCE ROOM IN THE RECREATION CENTER AND NATATORIUM AT 4141 BAILEY RD, PEARLAND, TX 77584. -CALL TO ORDER - - -- - - The meeting was called to order at 8:17 a.m. IL BOARD MEMBER ROLL CALL Marjorie Wilcoxson Board Member Kelly Moody Board Member (left meeting at 9a) Ed Miller Board Member Tom Gibbs Board Member Michelle Smith Parks and Recreation, Director Roz Epting Parks and Recreation, Assistant Director Angelica Smith Parks and Recreation, Administrative Assistant Julie Diaz Parks and Recreation, Recreation Center Manager Laura Austin Board Member (entered at 8:30a) Quentin Wiltz Chairman (entered at 9:10a) III. APPROVAL OF MINUTES - September 16, 2010 Mr. Miller made a motion to approve the minutes as presented. Ms. Wilcoxson seconded the motion and the motion carried. 4 to 0. IV. BOARD REPORT At this time the board members had the opportunity to share any recent involvement they may have had with the community since the last meeting. V. CONSIDERATION AND POSSIBLE ACTION REGARDING UPDATE OF THE PARKS AND RECREATION MASTER PLAN Ms. Smith began by saying the board should have received emails with the Master Plan Update final draft that we have been reviewing over the past months prior to the meeting. Once it is approved by the board we can present the Master Plan to Council to be adopted and then we will submit the Plan to Texas Parks and Wildlife. 1 Mr. Miller made a motion to approve the Update to the Master Plan as presented. Ms. Austin seconded the motion and the motion carried 5 to 0. VI. CONSIDERATION AND POSSIBLE ACTION REGARDING STANDARDS OF CARE Ms. Smith began by explaining to the board that this is a document that we have had to create recently and has never been presented to the board. Ms. Epting stated that this is a requirement by the state for municipalities so that they may be exempt from licensing for any programs that are for children ages 5-12 that last for three hours or more at a time. This would encumber the after school program and our camps. After doing research the Standards of Care was created and it states all the rules that would be adhered to in regards to the care of the children while they are at a Parks and Recreation program. Ms. Smith explained there are another set of requirements for children ages 5 and under for programming. The options presented were two hours a day or two days a week all day. We chose to do two days a week for our programs. A discussion ensued regarding what it means to be exempted from getting licensed. Ms. Smith states in order to not be licensed our department has to acquire a Standards of Care approved by council that lay outs what a person can expect when leaving their child at our facility. Ms. Moody made a motion to table action on approval of Standards of Care for November meeting. Ms. Wilcoxson seconded the motion and the motion carried 5 to 0. VII. CONSIDERATION AND POSSIBLE ACTION REGARDING REVENUE MANAGEMENT PLAN Ms. Smith began by stating the Revenue Management plan was presented to the Parks Board back in 2008 and that there have only been minor text changes, no content changes. The fees that are referred to in the Revenue Management Plan have already been approved by council in a fee ordinance, so the presented item is to update the board on the plan itself. The only changes to the fees within the document are in relation to the Recreation Center and Natatorium which have been approved by the board separately. A discussion ensued regarding the fees of the Recreation Center and Natatorium and other fees within the Revenue Management Plan. Ms. Smith informed the board that there may not be a need to take action on the Revenue Management Plan as this is to inform the board that there is a plan in place for how the department determines fees. 2 Ms. Wilcoxson made a motion to approve as presented. Mr. Miller seconded the motion and the motion carried 4 to 0. VIII. CONSIDERATION AND POSSIBLE ACTION REGARDING RECREATION CENTER AND NATATORIUM POLICIESIRULES Ms. Smith began by explaining how staff began the process for the rules and policies for the Recreation Center and Natatorium. After the facility opened staff has reviewed the policies and procedures to determine if changes need to be made. A document was presented to the board showing the current rules and policies and the proposed changes. The changes purposed are reflection of the suggestions and feedback received by members and non-members as well as staff input. A discussion ensued about the rules and regulations of the Recreation Center and Natatorium and the changes that were being proposed. Mr. Gibbs made a motion Natatorium policies/rules for and the motion carried 5 to 0. IX. DIRECTORS REPORT to table action on approval of Recreation Center and November meeting. Ms. Wilcoxson seconded the motion Natatorium and Recreation Center: We are still working on the punch list for the building. We had over 2300 members and are working on setting goals for these numbers so we can better know if we are meeting or exceeding expectations so we can adapt if needed. Some alterations to operations will be discussed at the October meeting and staff is scheduled to meet quarterly to review comments, feedback, etc. to see if additional changes need to be made for the first fall year of operation. After that I would anticipate these meetings might go to bi-annually or even annually instead of quarterly. Phase I of the Trail Connectivity Project: Council is going to schedule a tour of the proposed Phase 1 project. After their tour they will bring items back to the Council agenda for consideration. Based on the action they take will determine the next step in the process. Max Road Sports Complex: The Projects Department is currently in negotiations with engineers and architects for the design of this complex as well as the drainage piece of the project. Once an agreement has been reached and approved by Council we are ready to enter into the design phase of this project. Design is anticipated to be approximately 12 months. Shadow Creek Ranch Sports Complex: FB MUD 1 and BC MUD 26 are currently hosting an election to determine if the citizens in those MUD's will support their payment for the development of the park project. At this point we do not have any involvement however; if the voters approve the idea we will then be involved in the development of the piroject:--We are in a holding pattern until after the election at this point. Partnerships We completed a survey on Survey Monkey to evaluate the program needs of the residents west of 288. Staff is now working on a program plan, cost associated, etc. and we will make a presentation to Council on our findings and recommendations. At this point we are shooting for mid-November for that presentation. We are currently working on a partnership with the Pearland Arts League to make the 2nd floor lobby area an art display area and to host a monthly event at the Recreation Center. We hope to start offering that event as early as January or February. We are finalizing the partnership agreement with Backporch productions and hope to be able to begin to help them promote their theater productions and give them a "home" for their productions. We are finalizing the partnership with the Historical Society for the operation of the Train Depot as a museum. We have completed the repair work to the inside of the building and have completed an ADA inspection. Once the ADA report is received we will know how to proceed. I would anticipate the agreement will be approved in November and it will be 6-9 months before the museum would be operational. We plan on partnering with Prepared 4 Life to promote their Lemonade Day event in tb 2011. There is a presentation scheduled for Wednesday October 20. Miscellaneous R.E.A.D program TP&W grant Senior Olympics -volunteering State Arbor Upcoming staff changes Special Olympic Wrap-up M Day Important Dates October 30-Dive-In Movie October 31-Trick or Treat Trail November 1-Workshop with Council on Master Plan update Novem�rT--Commumty C�ag��i-ts -& Craft Sale November 8-Action item for adoption of Master Plan by Council November 13-Kid Fish Fest Toys for Softball Tournament Texas Recycles Day November 18 -Next board meeting November 25 -26 -City Offices closed December 3 -Tree Lighting December 4 -Parade X. ADJOURNMENT The meeting adjourned at 9:57 a.m. Tse nutes respectfully submitted by: An Smith Administrative Assistant Minutes approved as submitted and/or corrected this day of 2010. Quentin Wiltz, Chairman