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2011-11-10 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, NOVEMBER 10, 2011 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. I. CALL TO ORDER The meeting was called to order at 8:20 a.m. II. BOARD MEMBER ROLL CALL Kelly Moody Chair Quentin Wiltz Vice -Chair (on phone) Marjorie Wilcoxson Board Member Lance Botkin Board Member Peter Riger Board Member Michelle Smith Parks and Recreation, Director Rosalyn Epting Parks and Recreation, Assistant Director Angelica Smith Parks and Recreation, Administrative Assistant III. APPROVAL OF MINUTES — October 6, 2011 Mrs. Wilcoxson made a motion to approve the minutes as amended. Mr. Botkin 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. DISCUSSION REGARDING IMPROVED COMMUNICATION FROM THE PARKS AND RECREATION BEAUTIFICATION BOARD TO THE PUBLIC AND COUNCIL Ms. Smith introduced the item that was requested by Ms. Moody for the October meeting but was tabled for this meeting. Ms. Smith speculated that the intention of the topic was to have some open discussion and come up with some ways that the Parks Board and actively and proactively communicate with the public and City Council. Ms. Moody expressed her opinion and questioned the intent on the letter that was presented to the board as an option for communication. Ms. Smith explained to the board that the original intent was to obtain liaisons from other organizations in order to get feedback and for 1 them to relay information to their organization. A list of possible organizations was presented as Pearland School District, the Chamber and/or destination marketing, Economic Development, Brazoria County Parks Board, Alvin School District, Pearland Art League, and Keep Pearland Beautiful. Once a liaison is established we would then great a email list and send out the same information that the Parks Board gets to the individuals both pre -meeting and post -meeting. A discussion ensued regarding how the board and staff would proceed with the strategy of getting out the information and increasing communication. The Board suggested additional groups to add to the list of organizations to include the youth sport organizations, Old Townsite Coalition, Greater 288 Partnership, and Homeowner Associations. Other options to increase communication suggested were holding a reception with organizations to create a face to face meeting, and increased attendance at council meetings to speak on subjects. The board questioned what their role should be in communicating with City Council. Ms. Smith informed the board that she relays the boards concerns and comments but encourages the board to attend meetings and express their onions. The board also has the opportunity to request a workshop to present information to Council and it was stated that Council does receive our agendas monthly. Ms. Smith closed with a recap of public communication as follows: A letter will be sent to the identified organizations, a group builder email will be set up with the liaison information for pre/post Park Board information, a press release and a facebook post will be sent out to inform the public that the information is now available, a request for a Parks Board email will be submitted, and have a reception with liaisons within the next year. VI. DISCUSSION REGARDING REVIEW OF DEPARTMENT BUDGET FOR FY2012 Ms. Smith began by explaining to the board that they would be getting budget information throughout the process. The board was presented with the FY2012 Adopted Budget Summary, the Capital Improvement program timeline for 2012-2016, and Zone information and what funds are allocated to each zone. Ms. Smith proceeded to review each document with the board. The board requested that they get a quarterly budget update in relation to the budget to get a better understanding of the process and see where the department is financially. A discussion ensued regarding the Capital Improvement Projects. Mr. Wiltz requested that the board be proved with a calendar of topics for the future so the board has an idea of what they will be reviewing and when. VII. DIRECTOR'S REPORT Phase I of the Trail Connectivity Project: The trail is currently under construction. Had to make some alterations in the field and remove trees we had not expected to move however that has been resolved and the project is moving forward. 2 Max Road Sports Complex: Design is still in progress. The agreement with BDD4 has been finalized and now there needs to be a developer agreement in place to finalize acquisition and proceed with bidding and construction. Other Bond projects: Design for Shadow Creek Ranch Sports Complex is currently funded in FY2012 however I do not have a more concrete schedule for that project. JHEC Property: The contract with KPB was approved by Council and we have had one meeting regarding this project. Neighborhood Parks: Plans are complete for this project and we are developing line item specifications. We intend to go through and see what elements Public Works can provide and the go out for bid for the trail part of these projects. Remaining funds will be used for addition amenities. We are working on a pilot program with the school to see about them fabricating and producing the benches and picnic tables for one of these parks. If the product is approved then we may expand that program with PISD. Board vacancies: I have reviewed applications and attempted to make contact with a couple of people but have not had luck. I will move on to the next candidates and see if I can get two people to fill the vacancies and hopefully have my recommendation to the Mayor to have them approved by Council in December. Partnerships: We have drafted an updated agreement to continue with the Art League for the Corks and Canvas events and art displays. We are working on a partnership with Dawson HS Band Booster to produce a run in conjunction with Winterfest. We continue to try and work on an agreement with Pearland United for the use of fields. We are working on agreement with Turning Point for an outreach program. Just recently worked with PARC on their Monster Dash and they will be presenting a check to council on the 281h of this month. CAPRA Accreditation: The FY 2012 goals you have been given relate to the CAPRA standards and these have been incorporated in some way shape or form into various staff evaluations. I attended NRPA in Atlanta last month and was able to sit in on a hearing to observe the process from that side. We are still pressing forward toward this goal and believe we will achieve it in 2013 as expected. K' Important Dates November 12 -Kid Fish Fest November 28 -PARC check presentation December 2 -Tree Lighting and Hometown Christmas Festival December 3 -Christmas Parade December 15 -Department Christmas Lunch January 5 -Next board meeting VIII. ADJOURNMENT Mr. Botkin made a motion to adjourn the meeting. Mr. Riger seconded the motion and the motion carried 4 to 0. The meeting adjourned at 9:27 a.m. T minutes respectfully submitted by: Angel a Smith Administrative Secretary Minutes approved as submitted and/or corrected this 219+t. 2012. Kelly Maddy, Chairman rd 5-th day of jonval2v ,