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2012-07-12 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, JULY 12, 2012 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 8:10 a.m. II. BOARD MEMBER ROLL CALL Kelly Moody Chair Quentin Wiltz Vice -Chair Marjorie Wilcoxson Board Member Lance Botkin Board Member Peter Riger Board Member (on phone) Nancy Kozanecki Citizen Michelle Smith Parks and Recreation, Director Rosalyn Epting Parks and Recreation, Assistant Director Angelica Smith Parks and Recreation, Administrative Assistant III. APPROVAL OF MINUTES — May 3, 2012 Ms. Wilcoxson made a motion to approve the minutes as presented. Mr. Wiltz 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 SUPPLEMENTAL AL/CIP REVIEW Ms. Smith began by reminding the board that there were questions regarding the CIP budget process and progress. She explained that the board would be updated on the supplemental that were first presented to the board in February as well as the progress with the CIP budget. Ms. Epting presented the board with the original document of supplemental and the revised document that is prioritized. She explained that items were removed and added based on the budget process and needs of the department. A discussion ensued regarding the different items and an explanation was provided to the board, how the funds and items are presented to council and why a request is 1 VI. needed for zone monies, and how the items are prioritized. A discussion ensued regarding the possible separation of facilities from the Parks & Recreation Department and making it a separate department. Ms. Smith began to update the board on the CIP project progress and informed them what the budget is presented as for FY2013: Max Road is set for construction in FY2013, Centennial Park Phase 2 is set for design in FY2013 and construction in FY2014, Shadow Creek Ranch is set for construction in FY2014, Trail Connectivity has no change until FY2015, Independence Park Phase 1 is set for design in FY2016, and The Nature Center is set for design FY2017. She informed the board that the presented dates are not approved at this time. DISCUSSION REGARDING DEPARTMENT COMMUNICATION Ms. Smith began by reporting on what we are doing to promote our programs and communicate internally and externally. She informed the board that the department as a communication matrix that provides information on how the department communicates with the public as well as with other staff and city departments for items such as the brochure and the Rec Report Newsletter. Communication plans are created for individual events or items. Ms. Smith opened the discussion for suggestions and/or questions regarding the different options used for communication. A discussion ensued regarding the Recreation Center and Natatorium memberships and cost recovery of the facility. Ms. Smith informed the board that the department will be presenting to council different options and action steps to get to the cost recovery expected. VII. DISCUSSION AND POSSIBLE ACTION REGARDING POLICIES REVIEW Prior to moving forward with each policy, it was brought to the boards attention that the policies that are revised should have the changes notated at the bottom of each policy to show what changes were made previously. It was determined by staff and the board the each policy will have a red line. Ms. Epting presented the Refund/Transfer Policy, one of three, to the board for comments and changes. Ms. Moody questioned if there was a separate policy for memberships and camps of those items should be added to the policy in question. Ms. Epting informed the board that the policy is written on the membership agreement and that she would check with the camp information to see if the policy is stated on the documentation given out. Mr. Wiltz made a motion to accept the Refund/Transfer Policy as written. Mr. Botkin seconded the motion and the motion carried 4 to 0. The next policy presented was the Financial Assistance Policy. This policy has not been approved by the board nor have any changes been made to it. Ms. Epting informed the board that the financial qualification change annually on this policy based on the 2 Pearland Independent School District Free Lunch qualifications. Mr. Botkin made a motion to accept the Financial Assistance Policy as written. Mrs. Wilcoxson seconded the motion and the motion carried 4 to 0. The final policy presented to the board was the Discount Policy. Updates were made to this policy due to personal training and private swim lessons being added to programming which are not eligible for a discount. A discussion ensued regarding what programs are eligible for discounts and for whom. Mr. Botkin questioned a discount for PISD employees and the possibility of that occurring as well as discounts for memberships. It was determined that those suggestions would be revisited at a later date. Mr. Wiltz made a motion to accept the Discount Policy as written. Mr. Botkin seconded the motion and the motion carried 4 to 0. VIII. DIRECTOR'S REPORT Max Road Sports Complex: Park design is still in progress. Bids for construction of the detention site are complete and have been received. Costs were higher than expected so working on ways to reduce the cost for the project. Shadow Creek Ranch Sports Complex: Engineering and Capital Projects Department is still working on finalizing the details for the contract for design and will take that to Council soon. JHEC Property: We are still at about 60% design. We have not had any subsequent meetings since the last review of the plans and the last update to the board. Neighborhood Parks: The contract was awarded for these two parks this past Monday and we will be proceeding with the work at South Gate and Cypress Village neighborhood parks. Independence Park Pool: The pool has been opened and is operational. Centennial Park Playground: The playground equipment has been installed and that playground is back open and operational. Mayor's Cultural Planning Committee: A committee has been formed and there is an interest making a presentation to City Council requesting HOT funds to pay for a Cultural Arts Plan. I am serving on that committee and expect a presentation to Council in August. 3 Important Dates July — Parks & Recreation Month August 6 -First budget review workshop with Council IX. ADJOURNMENT Mr. Botkin made a motion to adjourn the meeting. Mr. Wiltz seconded the motion and the motion carried 4 to 0. The meeting adjourned at 9:05 a.m. respectfully submitted by: Administrative Secretary Minutes approved as submitted and/or corrected this day of Ge 2012. 'L'I W n-� 6 elly Mood , Chairman 10