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2014-09-03 PEARLAND PARKS, RECREATION AND BEAUTIFICATION BOARD REGULAR MEETING MINUTESMINUTES — REGULAR MEETING OF THE CITY OF PEARLAND PARKS, RECREATION, & BEAUTIFICATION BOARD, HELD ON WEDNESDAY, SEPTEMBER 3, 2014 AT 8:30 A.M., IN THE PARKS & RECREATION DEPARTMENT 2°d FLOOR CONFERENCE 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 8:36 a.m. II. BOARD MEMBER ROLL CALL Todd Trbula Chair Buck Stevens Board Member Lance Botkin Board Member Erin Allen Board Member Ted Mittica Board Member Michelle Graham Parks & Recreation, Director Chris Orlea Parks & Recreation, Assistant Director Lucy Hooper Parks & Recreation, Administrative Assistant III. APPROVAL OF MINUTES — August 6, 2014 Mr. Stevens made a motion to approve the minutes as presented. Mr. Botkin 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 & POSSIBLE ACTION REGARDING ELECTION OF OFFICERS FOR FY 2015 (Oct. 14) Ms. Graham began by explaining the board by-laws and how officers are elected. Ms. Graham announced that Mr. Trbula had elected not to continue on the board; therefore he is not eligible to continue as the chair. Ms. Graham continued by saying she had spoken with Ms. Wiess and she would be willing to continue as an officer for the board. Mr. Botkin made a motion to appoint Mr. Steven chair, Ms. Allen seconded the motion and the motion carried 5 to 0. Ms. Graham announced that Mr. Stevens is the new chair and would begin as chair during the October meeting. Mr. Botkin then made a motion to appoint Ms. Wiess co-chair, Mr. Stevens seconded the motion and the motion carried 5 to 0. VI. DISCUSSION & POSSIBLE ACTION REGARDING NEW MEETING DATES & TIMES FOR FY 2015 (Oct. 14) Ms. Graham began by explaining the Iboard by-laws and how meeting dates and times are selected. A discussion ensued about meeting times. Mr. Botkin made a motion to move the meetings to Thursdays at 8:30am, Mr. Stevens seconded the motion and the motion carried 5 to 0. Ms. Graham clarified that meetings will be moved to the first Thursday of the month at 8:30am beginning in November. VII. DISCUSSION REGARDING BOARD RULES, RESPONSIBLITIES, & ORDER OF BUSINESS Ms. Graham began by explaining the City Council approved a resolution regarding their rules and guidelines, formalizing them in one document. She stated that we will be amending the resolution and using the structure to create the same guidelines for the Parks Board. The draft will be sent to Board Members for comments, edits, and suggestions. A copy will be made available for approval in November. VIII. DIRECTOR'S REPORT Parks & Amenities BMX City staff has met regarding the regulations and requirements for the possible development. The next step is to put together all information and have that provided to the school board for their ultimate decision. Woodcreek Park As a follow up to citizen comments at a Council meeting, the attached memo was submitted to City Council on August 14th and then another correspondence was sent regarding the bridge at that same location. I have included both memos for you so you are aware as well. Currently we have been working with Brazoria Drainage District #4 to get on their schedule to make repairs to the bridge and we have been given a 30 day timeline for those repairs to take place. Staff has also been in email communication with an interested resident in the hopes to obtain the sign in sheet from the HOA meeting held in July and begin to develop the park committee. Those attempts have not been successful as of yet however staff did run across a grant opportunity for a playground structure and are researching the requirements for the application. The plan is to continue to research the possible restrictions of the land while searching for funding to replace the playground unit. Max Road Sports Complex We are still progressing and construction is on-going. There have been slight delays in the project but none that will effective the use of the fields by the public at this time. Shadow Creek Ranch Sports Complex I have attached the latest correspondence to Council regarding the complex construction contract. I will be meeting with Pearland Little League later this week to discuss their use of the facility in accordance with our newly adopted Athletic Facility Policies approved by Council. Recreation Center & Natatorium HVAC Included in the packet you will find the latest memo that went to City council regarding the HVAC issues on the Natatorium 2side of the Recreation Center and Natatorium. The temporary solution is in place and functioning while a team of us continue to work on the most appropriate long term solution. Planning & Administration Naming Rights On August 7 a memo was sent to Council regarding a draft of a naming rights policy. I have included that memo in the packet for your information. I am currently in the process of making some suggested updates and will be plan to bring the policy back to Council ASAP. Sponsorship During the month of August we presented three sponsors with annual fulfillment reports. These reports consistently rank at the top of our sponsors lists in terms of the most valuable service we provide them. Post -event reports help our sponsors justify their investments, build excitement and support for our events, show how we have gone above the terms of a contract and set the stage for renewal discussions. And also during the month of August, we created renewal proposals for the three annual sponsors and new sponsorship proposals for three new prospects. Master Plan update We hosted the initial kick off meeting with the consultant last week and our public meetings are set for the last week in September. Staff is working on getting the information together and the guest lists prepared for those focus group meetings as well as making arrangements for and advertising the public meeting. Service Analysis In September of last year staff began working on a service analysis to determine what our true costs of doing business are and what decisions we need to make moving forward to ensure we are creating sustainable programs and services for the community. Included in this packet will be the Tax Use and Revenue Enhancement continuum that was developed as well as a description that explains those services in more detail. Once adopted by Council this continuum will set the stage for us to begin to evaluate our current programs and services and line them up so we are providing core services that are subsidized due to community benefit and that our programs and services that offer more individual benefit are priced accordingly. Environment & Natural Resources Eagle Cam Staff has been working on getting the cable access and power to the site of the bald eagle's nest prior to their return (which could be anytime now). The goal is to be able to encourage the general public to go to the website to be able to watch the eagles. We hope this will alleviate the high traffic at the nest site. 1X. ADJOURNMENT Mr. Botkin made a motion to adjourn the meeting. Ms. Allen seconded the motion and the motion carried 5 to 0. The meeting adjourned at 9:45 a.m. T ese minutes spectfull submitted by: cyHoer Administrative Assistant Minutes approved as submitted and/or corrected this 1 MM /Aissri `%W Tz-Ztc �-