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2013-04-04 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, APRIL 4, 2013 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 8:07 a.m. II. BOARD MEMBER ROLL CALL Quentin Wiltz Chair Todd Trbula Vice -Chair Marjorie Wilcoxson Board Member Lance Botkin Board Member Keith Ordeneaux Councilmember — Position 4 Michelle Smith Parks and Recreation, Director Rosalyn Epting Parks and Recreation, Assistant Director Chris Orlea Parks and Recreation, Parks Superintendent Lucy Hooper Parks and Recreation, Administrative Secretary III. APPROVAL OF MINUTES — March 7, 2013 Ms. Wilcoxson made a motion to approve the minutes as presented. Mr. Trbula seconded the motion and the motion carried 4 to 0. IV. BOARD REPORT Mr. Wiltz expressed desire to move the board report to the end of the meeting to save time. Mr. Botkin made a motion to move the board report to the end of the meeting. Ms. Wilcoxson seconded the motion and the motion carried 4 to 0. V. DISCUSSION REGARDING BUDGET SUPPLEMENTALS Ms. Epting explained that the budget was not complete yet and we are still in the budget process. Ms. Epting stated that we will have that for next month's meeting, prioritized and complete. Mr. Wiltz inquired about the budget adjustments and Ms. Epting stated she would have the budget adjustments for the quarterly report updated as well. VI. DISCUSSION & POSSIBLE ACTION REGARDING DEPARTMENT POLICIES Mrs. Smith explained that there was one policy that was tabled from the March meeting, RCN Facility Rules and Regulations Policy, and stated it was the last one the board had to approve for the policy manual to be compete for the CAPRA process. Mr. Wiltz asked if it was the final policy. Ms. Smith stated there were other policies but this the last one that requires board approval. Ms. Smith explained that other policies such as dress code or ones dealing with operations could bel approved by her but the ones that deal directly with the public have to be approved by the board. Mr. Wiltz requested Mr. Trbula read the policy aloud for the benefit of everyone in the room. Mr. Trbula proceeds reading the policy. Mr. Botkin takes over reading the policy. Mr. Botkin inquires about prerequisites to enter certain rooms in the RCN, i.e. the weight room. Ms. Smith explains there is an age limit of 16 and over to enter the weight room and if they are ages 14 & 15 they can go through training class called the Fit Program to be able to use the equipment. Mr. Botkin asked if there was anything for 16 and over members to complete before using the equipment. Ms. Smith said they do a general orientation on the equipment just to make sure people don't hurt themselves but there is no set prerequisite to use the room. Mr. Botkin said maybe we should look into that because people could hurt themselves or they could feel overwhelmed and not come back. A discussion ensued about equipment training classes. Mr. Trbula made a motion to move the RCN Facility Rules and Regulations Policy. Mr. Botkin seconded the motion and the motion carried 4 to 0. VII. REVIEW OF THE PARKS STANDARDS MANUAL Ms. Smith explained that another CAPRA requirement is that we have a Parks Standards Manual and that it doesn't need to be adopted by the board but that we just wanted to make the board aware of the standards. Mr. Orlea began discussing and explaining the Parks Standards Manual and what was included in it: including terminology, standards for buildings, restrooms, fields, medians, etc. Also included are a bi-monthly checklist, signage standards, and planting guides. Discussion ensues regarding different aspects of the manual. Mr. Orlea states that this is in place and we have already started to follow it. VIII. DIRECTORS REPORT Max Road Sports Complex: Park design is still progressing however there is a slight delay in the construction of the detention pond part of the project. Shadow Creek Ranch Sports Complex: This project is currently at the beginning stages of the design process. We have received the basic elements and tentative layout of the amenities. We have another project meeting scheduled for Thursday the 4 1 and I hope to confirm the final layout of amenities and move forward in the design process. Trail Connectivity Phase II: We have had our general scoping meeting for this project and a contract is being negotiated for design services. Centennial Park Expansion: We have had our general scoping meeting for this project and a contract is being negotiated for design services. JHEC Property: We are still working on the design of this project. This project has been at a standstill until additional money was available for some additional environmental work. I believe we now have that additional money so 12am hopeful this project will begin to move forward again soon. CAPRA: We are finalizing our self-assessment report and will be sending that off to the reviewers in mid-April. Our visitation team is expected to be here during the week of June 10th. Council Goals: Council goals have been set for the upcoming year. There are 4 goals that relate to the Parks & Recreation Department. 1. Continue with the annual update on the RCN operations 2. Conduct a workshop on all Master Park and Trail plans 3. Explore possible partnerships with advocates for a skate park and BMX park and 4. Further explore the parks foundation opportunities. Important Dates May 2nd — Parks Board meeting May3rd — Summer Concert Series starts June 6th -Parks Board meeting June 10th -14th — CAPRA visitors expected IX. 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. X. ADJOURNMENT Mr. Botkin made a motion to adjourn the meeting. Mr. Trbula seconded the motion and the motion carried 4 to 0. The meeting adjourned at 8:30 a.m. 3T eT ese minutes respect ly submitted by: Lucy oper Administrative Secretary Minutes approved as submitted and/or corrected this day of 2013. A I x)/F,C�A, v,oe 3