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2011-02-03 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, FEBRUARY 3, 2011 AT 8:00 A.M., IN THE PARKS AND RECREATION DEPARTMENT 2nd FLOOR CONFRERENCE ROOM IN THE RECREATION CENTER AND NATATORIUM AT 4141 BAILEY RD, PEARLAND, TX 77584. I. CALL TO ORDER The meeting was called to order at 8:08 a.m. H. BOARD MEMBER ROLL CALL Quentin Wiltz Chairman Kelly Moody Board Member Pete Riger Board Member Tom Gibbs Board Member Marjorie Wilcoxson Board Member Forest Smith Board Member Lance Botkin Board Member Michelle Smith Parks and Recreation, Director Roz Epting Parks and Recreation, Assistant Director Angelica Smith Parks and Recreation, Administrative Assistant Ed Grossenheider Parks and Recreation, Parks Superintendant Colene Cabezas Parks and Recreation, Superintendant III. APPROVAL OF MINUTES —January 6, 2011 Ms. Wilcoxson made a motion to approve the minutes as presented. Mr. Gibbs seconded the motion and the motion carried 7 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. DISCUSSION AND POSSIBLE ACTION REGARDING THE REMOVAL FROM TABLE NAMING OF PUBLIC FACILITIES POLICY Ms. Moody made a motion to remove the Naming of Public Facilities Policy from the table. Mr. Gibbs seconded the motion and the motion carried 7 to 0. a. DISCUSSION AND POSSIBLE ACTION REGARDING THE NAMING OF PUBLIC FACILITIES POLICY A discussion endued regarding the Naming of Public Facilities Policy. Ms. Moody began by presenting questions on certain areas of the policy. A need for clarification was presented on what kind of facilities this document would relate to. Ms. Smith informed the board that the policy itself is for all facilities. A section within the policy states if the facility is directly related to Parks and Recreation it would come to the Parks and Recreation Department and others would go to Administration. Ms. Moody questioned if an area could be named after an animal if that area was in fact a part of that area and suggested that verbiage should be added in the text if such option was possible. Ms. Moody presented her concerns on some of the wording in relation to naming a facility after a person. Ms. Smith informed the board that these are criteria to be followed and recommendations can be made case by case outside the criteria. The board requested that the line within the criteria stating `the City Council may name or rename a City facility without following these guidelines' be removed. Ms. Smith stated that she would make the recommendation to council but also wanted them to be able to see the original wording so they can make the decision to take the line out. Mr. Gibbs questioned if the board members should attend the council meeting in which the policy would be presented at to show support on their recommendations. Ms. Smith responded that it would be good to attend council meetings that they have made recommendations on. Mr. Wiltz recapped what the board made changes to in relation to the policy. A motion to add verbiage regarding wildlife to the Naming of Public Facilities Policy was presented. The motion carried 7 to 0. A motion to recommend remove the verbiage on city council not having to follow the Naming of Public Facilities Policy when naming or renaming a facility was made. The motion carried 7 to 0. VI. DISCUSSION AND POSSIBLE ACTION REGARDING THE INTERNAL CUSTOMER SERVICE POLICY Ms. Wilcoxson made a motion to table the Internal Customer Service Policy for another meeting. Ms. Forest Smith seconded the motion and the motion carried 7 to 0. VII. DISCUSSION AND POSSIBLE ACTION REGARDING DEPARTMENT BUDGET SUPPLEMENTAL Ms. Smith began by explaining what the budget process consists of as well as informed the board that according to the Charter the board is supposed to be included in the budget process. A rough draft of the supplemental requests was presented to the board. Ms. Epting began by explaining that the supplemental requests are for one time 2 purchases that are above and beyond normal line item objects. The department budget was presented to the board to give them an idea of what our budget currently looks like. Ms. Epting also presented the board with a copy of our revenue expectations. The board was informed that more items could be added to this list and not all the items are approved. The board members and staff began a discussion regarding the requests that presented. The board questioned roof repair, the electronic payroll system, purchasing a wibit for the city pools, and capital improvements. Mr. Wiltz questioned if any of our prices could be reduced by utilizing volunteers. Staff informed the board that that would be a process that the department is not able to take on at this time. The meeting concluded with Ms. Smith giving the board a timeline of when they would possibly see some more concrete information related to the budget and requests. VIII. ADJOURNMENT Ms. Wilcoxson made a motion to adjourn the meeting. Mr. Gibbs seconded the motion and the motion carried 7 to 0. The meeting adjourned at 9:14 a.m. e e minutes respectfully submitted by: Angelica Smith Administrative Secretary Minutes approved as submitted and/or corrected this 2011. r . Quentin Wiltz, Ch day of AA w� ,