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2014-04-02 PEARLAND PARKS, RECREATION AND BEAUTIFICATION BOARD REGULAR MEETING MINUTESMINUTES — REGULAR MEETING OF THE PEARLAND PARKS & RECREATION BEAUTIFICATION BOARD, OF THE CITY OF PEARLAND, TEXAS, HELD ON WEDNESDAY, APRIL 2, 2014 AT 8:30 A.M., IN THE PARKS & RECREATION DEPARTMENT 2°d FLOOR CONFRERENCE ROOM IN THE RECREATION CENTER AND NATATORIUM AT 4141 BAILEY RD, PEARLAND, TX 77584. I. II. CALL TO ORDER The meeting was called to order at 8:40 a.m. BOARD MEMBER ROLL CALL Heidi Wiess Marjorie Wilcoxson Buck Stevens Erin Allen Terry Smith Michelle Smith Rosalyn Epting Carry Capers Lucy Hooper Darrin Evans Quentin Wiltz Co -Chair Board Member Board Member Board Member Board Member Parks & Recreation, Director Parks & Recreation, Assistant Director Parks & Recreation, Resource Development Manager Parks & Recreation, Administrative Assistant City of Pearland Citizen, Sk8 Pearland City of Pearland Citizen APPROVAL OF MINUTES — February 5, 2014 Ms. Wilcoxson made a motion to approve the minutes as presented. Ms. Allen seconded the motion and the motion carried 5 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 CREATION OF EVENT COMMITTEE Ms. Michelle Smith began by explaining the desire to have citizens be more involved in community events. Ms. Capers presented the idea of creating an event committee to get more involvement and input from citizens. She explained that all events are staff led and Parks & Recreation is looking for input on things like picking bands, activities, or bringing fresh ideas. Ms. Smith then said the City of Friendswood does something similar and that she would like to have the committee appointed by the Parks Board. Mr. Stevens stated he supported a group like this and asked how much of a time commitment would this committee be? Ms. Capers responded with saying an hour or 2 hours a month, in addition to volunteering at the event. She also stated the people would be leaders in the volunteer groups at events and would have "buy in" to those events. A discussion ensued regarding the development of an event committee. 1 VI. DISCUSSION REGARDING STAFF ROLES & RESPONSIBLITIES Ms. Michelle Smith started by explaining the board was interested in staff roles after a budget supplemental was presented to add a position. She explained bubble charts Parks & Recreation has for each position. Ms. Michelle Smith then specifically presented the Athletics charts because they would be the most impacted by the new position, including what the new Athletics position responsibilities would be. Mr. Stevens stated he would like to have a list of employees with titles and pictures so he could know who is who when he sees them at various events or functions. Ms. Michelle Smith agreed that is was possible and she would provide that. VII. DISCUSSION & POSSIBLE ACTION REGARDING TRAIL CONNECTIVITY PHASE 3 Ms. Michelle Smith began by explaining the trail plan that was adopted in 2007, including priorities and the project updates on those priorities. Ms. Michelle Smith explained the phases of the trail then presented options for phase 3 because the original plan was just incorporated into the road project. Options include connecting gaps in trails and sidewalks or picking random pieces of land to add trail. A discussion ensued regarding trail options. Mr. Stevens expressed support for phase 3 to be adjacent to Wal- Mart (on 35) on connecting to the Clear Creek corridor. Ms. Terry Smith was opposed stating she was in support of the trail being part of the Safe Routes to School program. Mr. Stevens made a motion for phase 3 to be adjacent to.Wal-Mart (on 35) on connecting to the Clear Creek corridor, Ms. Allen seconded the motion and the motion carried 3 to 1. VIII. DISCUSSION & POSSIBLE ACTION REGARDING DEPARTMENT POLICIES Ms. Michelle Smith stated Parks & Recreation needed an annual review of some policies and updates had been made. Ms. Epting presented changes in the Logo Usage Policy, Lost & Found Policy, Discount Policy, Healthy Swimming Policy, and the Branding Guidelines. Mr. Stevens made a motion to approve the changes to the department policies. Ms. Allen seconded the motion and the motion carried 4 to 0. Ms. Michelle Smith then stated this same topic would be presented next month, however new policies would be presented for approval including Equipment Loan Policy, Outdoor Lighting Policy, and the Vendor Selection Policy. Ms. Michelle Smith began speaking about the Athletic Field Policy and fee structures for fields, including Max Road Sports Complex, Shadow Creek Ranch Park, Centennial Park, and Veteran's Sports Complex. A discussion ensued regarding the Athletic Fields fees. IX. DIRECTOR'S REPORT Max Road Sports Complex: Construction work has begun. Monthly progress meetings are being held onsite. There are soils issues related to compaction and pH levels that are being dealt with right now but they are making progress. W Shadow Creek Ranch Sports Complex Phase 1: As of the project update meeting last week, the schedule is to bid April 10th, xre-bid meeting April 22nd, bid opening April 291h and taking it to Council May 19 . We estimate about 30 days after award for the mobilization of the contractor and construction to begin. There is still a concern that the cost estimates are over budget but we will are moving forward at this point and based on the way the bids come in, staff may have to make some tough decisions that will reduce the scope of the project in order to reduce the contract amount or request additional funds be allocated to the project. Trail Projects: Connectivity Phase II (Mary's Creek from Centennial to Independence Park): We have received the 90% submittal of these plans and are moving forward with design. We recently learned that the Historical Commission has flagged this project for archeological review so this could delay the trail project. JHEC Property: We are still making progress and are in line to use the grant funds in the allocated time. We have entered into a MOU with Texas A&M for some funding to do some survey work of the ponds so we can determine if it will be possible to proceed with some storm water planting/rain garden development projects in that area. We have also been working with Brazoria County regarding another potential funding source for the trail phase of the project, the Nature Center itself and possibly some land acquisition. Shadow Creek Ranch Trail segment (along Clear Creek): We met with the properties owners and are currently working on a draft so we can officially designate the drainage/recreation easement and move forward with the trail design/development. We still do not have a site map but will provide it as soon as it is available. Green Tee segment (along Clear Creek): There have been no significant changes on this project. Notices have been sent to adjacent property owners but as far as I know there has not been any feedback received. We are still waiting for a site map and will provide it as soon as it is available. Centennial Park Expansion: The next progress meeting is scheduled for April 2nd. We are expecting 60% plans to be submitted the end of this month along with an updated construction schedule. There is a possibility that this project could be delayed in line with the trail project delay. BMX group: We have met with the BMX group and identified a possible location to place a temporary track. I have inquired and received a draft agreement from another City and their local group that operates a track in a public park. The next steps are to confirm the designated area will possible to use, determine if there are improvements that the City needs to make so those requests can go in as 3 supplemental requests and draft an agreement with the local group if development is a possibility. Skate park group: This group is making progress and building a following and I am in the process of trying to draft an MOU to define the relationship between the city and this organization as well. There is money for design in this budget and I have gathered sample RFP's and have had verbal conversations with various firms to discuss going for bid for this work. It is a goal for this year. Park updates: We will be hosting a dedication for Hunter Park on May 3rd and you should have received an email or invitation. We have been working with the Historical Society for a few years now and the marker has been approved and received so we will be installing the marker and dedicating it at this ceremony. We have two pending Eagle Scout projects for work in neighborhood parks and you may have noticed the fruits of labors in our wildflower growth around Independence Park. In accordance with our Wildflower Management Plan we planted our year one area and hope to see those areas prosper to reduce maintenance for certain times of the year. Important Dates April 4 -6th Crawfish Festival April 12th Let Freedom Sing April 18th City Holiday -Offices closed May CIP budget scheduled to on P&Z agenda May 2nd Summer Concerts Series begins May 3rd Hunter Park Historical Marker Dedication May 7th Next Parks Board meeting X. ADJOURNMENT Ms Michelle Smith adjourned the meeting. The meeting adjourned at 9:59 a.m. T ese minutes respectfully submitted by: ucy Ho ter Administrative Assistant Minutes approved as submitted and/or corrected this _ day of , 2014. dd a, Chairman 4