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2021-02-11 PARKS, RECREATION AND BEAUTIFICATION BOARD MINUTES • MINUTES - REGULAR MEETING OF THE CITY OF PEARLAND PARKS, RECREATION, & BEAUTIFICATION BOARD, HELD ON THURSDAY, FEBRUARY 11, 2021 AT 8:30 A.M., ON A CONFERENCE CALL. CALL TO ORDER Meeting was called to order at 8:31 a.m. II. BOARD ROLL CALL Jeff Webb Chair Charlie McMurrey Board Member Dennis Jackson Board Member Nancy Bankson Board Member Zachary Boyer Board Member Catherine Chennisi Board Member Carry Capers Parks & Recreation, Interim Director Kevin Carter Parks & Recreation, Interim Assistant Director Mabelyn Moran Parks & Recreation, Business Administrator' Ellen Stansbury Parks & Recreation, Executive Assistant Trent Epperson Administration, Deputy City Manager Richard Vaughan Forever Parks Foundation, Vice President III. APPROVAL OF MINUTES Mr. Jeff Webb asked the board to table the approval of the minutes until the next meeting. IV. BOARD REPORT Ms. Catherine Chennisi was out walking her dog; and noticed that water fountain across from the Nature Center wasn't working. She mentioned how excited she is about the tree giveaway from Keep Pearland Beautiful. Mr. Charles McMurrey congratulated Ms. Carry Capers on her promotion to Director position. Mr. Dennis Jackson congratulated Ms. Capers on her promotion. Ms. Nancy Bankson mentioned the litter and cigarette cleanup that is taking place February 20 through Keep Pearland Beautiful and stated that it's a great volunteer opportunity to give back to the community. Ms. Bankston mentioned the white paper submission was interesting, especially the section on the COVID-19 preparedness. Ms. Bankston said that if we have the facilities and resources to provide the vaccinations, then the State should send them. She mentioned that Brazoria County seem to have a lack of vaccinations in comparison surrounding cities. Ms. Capers will share an update on this during the Director's report. ' Mr. Zachary Boyer congratulated Ms. Capers on her new role as Director and stated he is looking forward to working with her. Mr. Boyer said that he would like to see longer,hours at the Recreation Center, especially the weight room. Ms. Capers responded that the facilities are open through 9 p.m. and she will send the board a copy of the facilities hours. Mr. Boyer then mention that the City had received a grant for$40,000 worth of trees and that the tree planting will-be held on March 20, with a lot of youth organizations will be helping with this project. Mr. Kevin Carter joined the call; and Ms. Capers introduced him as the Interim Assistant Director. Mr. Webb stopped by Woody Street Park and said how good it was to see people out and about and how great the park looked. He gave an update on the Forever Parks board meeting and mentioned the need for opportunities for speaking engagements and fundraising activities. Mr. Webb asked Mr. Richard Vaughan if he had anything to share. Mr. Vaughan mentioned that they are moving forward raising money for the park and that it will be getting started in a couple of months. The cost will be around $750,000. Mr. Vaughan also mentioned that the City is building a small baseball field and notes they will be using AstroTurf, and that is great material for children with'disabilities. Ms. Catherine Chennisi asked if there was a direct email for the Forever Parks board to share funding opportunities. Mr.Webb stated he will share Kelly's information to all board members. V. DISCUSSION—WHITE PAPER SUBMISSION Mr. Webb mentioned that he had reviewed.the two documents that the parks department had shared 1) operating in the pandemic and 2)the budget white paper review. Mr.Webb mentioned that the budget input session will take place on February 20 and suggested that based on the boards discussion's the focus should be on this. He mentioned the white papers were 402 pages long and suggested the board have an open discussion on what they saw and what they took away from it. Ms. Capers stated she will share a link to the February 20 meeting when it becomes available. Mr. Webb suggested if there is a public comment, Ms. Capers mentioned that public comments would not be allowed. Mr. Jackson shared Mr. Rice's comments from an email that was shared. Mr. Jackson stated how informative it was and if the same strategic plan has been adopted by the department/ Ms. Capers responded that our department has 10 strategic goals, and each of our staff works as a team to develop strategies and objectives to meet those goals. Mr. Jackson asked if staffing is part of those strategic objectives to which Ms. Capers responded yes and no, our goal is primarily focused on work that we what we do with current resources available. to us, once we identify items, we think of strategic ways that we could accomplish them including partnerships, or even a potential need for additional • staff. Mr. Webb mentioned that the general fund is where all the incremental headcount comes from and inquired if the parks department is competing with all other departments. Mr. Webb also stated that the Forever Parks Foundation dollars cannot be used for staffing so that is why the staffing concern is so large here. Mr. Webb went on to mention the three-year projection in terms of staffing and parks. He added that only three new positions • were funded in the prior three years. If we look cat the current trend, it doesn't seem possible that we will get all 25 requested positions for the next 3 years. He feels that the job as an Advisory Board Member is to make sure Council and other stakeholders understand the importance of the role in terms of maintaining what we have-and being able to execute the master plan because it will put it at risk. Mr. Webb had jotted down just a couple of numbers around benchmarking and found the per capita budget to be eye opening. He mentioned that the report showed Pearland was less than League City and Sugar Land's per-capita parks budget based on number of residents. Mr. Jackson mentioned that one of the roles for him is to advocate staffing for the department and making sure that we have enough staff to complete the master plan. He mentioned that it would be more beneficial to see an activity-based budget rather than the line item budgeting too help advocate for those'types of things. Ms. Capers mentioned, in regard to Mr. Ken Rice's email, we show a $53,000 budgetary increase, which is correct when you look at all the salary and wages, but if we run the numbers and back out the salary and wages (which will give us an idea of what our Operations and Maintenance budget looks like). As, last year all the City staff received a cost of living increase, which is why you see that$54,000 increase. When you back out the operations and maintenance we had a $116,000 decrease in our operations and maintenance budget, but there's a couple of variables there, one of the items was moved with the parks efficiency package lease, which is a three-year lease on park maintenance equipment that amount was moved to the parks development fund, so we can subtract that out. Another large chunk was approximately $17,000 for our phone bills that the City pays for, but that was all moved over to IT, so ultimately, our operations and maintenance budget showed a decrease of$21,534 last year. So, overall including salary and wages you see the increase of our staff are getting paid a little more, but we've had to back some of that cost out of our operations maintenance budget to be able to fund those salary increases. Mr. Webb mentioned that one of the mitigating activities that he noted was if there's less money - you reduce the frequency of the mowing and maintenance— and said that's a calculus we can all understand. Mr. McMurrey mentioned that deferred maintenance leads to many Governments facilities deteriorating substantially. He noted that Texas legislation put strict limits on local government ability to raise funds, and capital is limited to 3%. Mr. McMurrey noted the Public Works Department has been impacted by deferred maintenance issues. Mr. McMurrey stated that the master plan for our trails is impressive, however he thinks it's going to be very difficult for Council to fund these things, if this committee board did not advocate it. Lastly, Mr. McMurrey mentioned one of the things that shocked him when he first joined this board, is that the police officers have a salary schedule as they move along in tenure keeping its pay competitive. He states that one of the things that's he feels is a big problem for this City there is nothing in our budget for the last seven/eight years that shows that they have had merit pay. Mr. McMurrey stated that with the vacancy of the Finance Director and the turnover in other finance positions, he feels that there is a big challenge coming forward and it is very important for the board to advocate for the parks department. Mr. McMurrey believes in his opinion, Ms. Capers has a test financial role to help them move forward. Mr.Webb asked if the cost of living versus merit process is consistent across the City. Ms. Capers replied the salary administration is consistent across the City. About three years ago, the City implemented a Compensation and classification study, and we're currently going through that same process again to make sure that all City employees are compensated competitively and comparatively with our benchmark organizations. It also compares the positions within the City to make sure that if we have an entry level parks position that they are compensated consistently with an entry level public works position. However, we do see some differences there and we're hoping that is addressed through this current compensation and classification study. Ms. Capers continues, there's been a lot of discussions versus the cost of living and the merit raises but our human resources department is working very hard to try to find some appropriate solutions to make sure that it does stay fair. Mr. Webb asked if, when the compensation study is done, there a lump sum salary adjustment is done over a year, or if it something that is implemented over time. Ms. Capers responded - it's a combination of both. The last time we went through a compensation and classification study those with the largest delta were addressed immediately, and then, over a period of two years there wasn't too much of a discrepancy, there so those were adjusted in increments. Ms. Capers retuned to the comments from Mr. Rice. One of the things that he commented on was in regard to the capital outlay special equipment. He said it essentially deferred maintenance and once you see that cost,they are roughly$77,000 for the park's efficiency equipment package. As we look at needing more staff, you know our challenges with getting the staff. Ms. Capers says, when Mr. Kevin Carter joined the City of Pearland, he said "if we can't get the people -let's be more efficient with the people." Mr. Carter did a lot of research and found that some of the equipment would allow us to be more efficient. For example, wider mowing decks and faster equipment. The three-year lease was the purchase of new equipment items to make us more efficient, and we ultimately ended up being able to delay a couple of park's maintenance positions because of that equipment. Ms. Capers mentioned there is an increase of almost 50% in our special events, which is primarily for our police department's security costs. Pearland is very proactive, and we want to make sure that all of our events are safe for our Community. Mr. Rice asked via email, "Are there any other possible funding solutions for some of the positions?" As Mr.Webb previously mentioned, if the department receives a grant or gets alternate funding, the City's direction is that that those funds are not used for staffing becausepey''re not consistent and they're not reliable. • Ms. Capers cited the recent aquatics technician full-time position to work on any maintenance issues in the Natatorium. After some research, we found that the cost of contracting out all the maintenance and preventative maintenance, and any major repairs was that we were able to offset the cost of that position by cancelling our contracts and taking that maintenance in house. It was a cost savings and we were able to hire the aquatics technician and it's proven to be very beneficial to have consistent maintenance in the Natatorium every day. Ms. Capers mentioned hiring two part-time custodians. These two positions were funded with the parks overtime that was saved to send out full-time employees on Saturday and Sunday to pull trash and check restrooms. Ms. Capers said the department is managing; however, we are always looking at opportunities to fund some of our positions. If anything breaks or anything unexpected comes up, that is when we start to see our team not being able to get to the things that we need to. But for the most part, Ms. Capers says when you go out to any of our parks,what you see doesn.'t meet our expectations. We would like to see the landscaping and just some of those fine details but without the staff and resources we just don't have time to get to those. As we start going through the budgeting process. This is how our staff budgets, we look ,at each individual program and then look at the scope of the program and the impact on the community for that program. We then we try to identify any other alternate funding opportunities for the program. We look at Sponsorships, grant funding, volunteer opportunities or in-kind things that could offset some of our costs. Then we look at the cost recovery for each of those events. By the time it makes it through the budget office and into City council they don't receive as much detail. Our staff are currently building their FY22 budgets. We have had our budget kickoff meeting, and staff are working the budget to include projections for FY21 and base budget for FY22. Mr. Jackson wanted to touch on something that Mr. McMurrey mentioned earlier, retaining the individuals that we have and making sure that we keep them. Because we don't have the funding to pay them more to stay with the organization, we need to explore other avenues like advancement opportunities, or giving extra responsibilities. Ms. Capers agreed and said it's something the department is working on. Our park maintenance workers are entry-level positions, and their pay rates are on the lower end within the department. To counter the retention challenges, the department is working to develop multiple levels of park maintenance workers and looking at certification pay in hopes that it motivates them and gives them an incentive to continue learning and developing in their current positions. Ms. Chennesi mentioned that professional development is a wonderful opportunity to invest in your staff, especially for those that haven't had a chance to go to conferences, as they look forward to things like that each year. Mr. Webb mentioned that the parks department leadership has been resourceful and creative on a shoestring budget and that the department does a great job. Ms. Capers stated we have a lot of incredible in-house talent, that staff has shared that knowledge and train others. We try to balance our professional development and keep everyone engaged. As we are currently doing with our POD Operations. Our team can do what they do because we have learned so much and we do provide those development opportunities. Our staff are trained, and they're the best of the best. We have a recognition appreciation and development task force, and one of their primary objectives is to develop and identify what are the things that our department needs,where can we grow, and then through our department quarterly meetings and annual strategic retreat making sure that we are pouring into our team in the way that they need it the most. Mr. Webb thanks the staff for sending out the documents and asks if there are any other comments from the Board. Mr. Webb asked Ms. Capers to be sure to share any information regarding the February '20 event, and all those opportunities with the advisory board. Mr. McMurrey asked if the February 20 is just a budget workshop and if it is may not allow for any public comment, he mentioned that it is a great opportunity be a sponge and absorb all the information. Ms. Capers stated that the early budget input session is a great opportunity for all to hear Councils perspective on the things that were submitted, and that there will be opportunities as the budget process continues for each one of you to engage in and we can share that schedule. The kickoff meeting is on March 5th and once they release that information, we'll have all the specific dates for council meetings and different input sessions we will share that information. Mr. Webb agreed, and Mr. Jackson seconded that it would be excellent if we are able to put together a statement as a board that would be presented to Council advocating for these things for the department. Mr. Webb agreed. VI. DISCUSSION—COVID MITIGATION AND RESPONSE There was a little bit of a challenge at the beginning as there was a lot of back and forth on whether we would receive the allotment vaccinations. Once the POD opened, we were getting through the line quickly- no more than five minutes from the moment they enter the parking lot until the time they got to the exit area and then a 15-minute observation period after they've received their vaccine. After the first hour, it slowed down tremendously, and everyone started to just trickle in. We would see a large push from our reservation-appointments at the beginning of every hour. After that, it was sitting around waiting for the next group to arrive. We were able to vaccinate roughly 100 people an hour and we are confident in our ability double that with how efficient our staff were. Working with Brazoria County has been a little bit of a challenge, as well as getting the vaccination from the State. Our elected officials, and the City Managers are involved working closely with the County Judge to make sure that Pearland is a priority for Brazoria County. We are requesting 5,000 doses each week and we will be able to administer those within two and a half days. We are relying on volunteers, our City Staff from other departments to come in•and help to give us a little bit of relief. Ms. Bankson asked if there is currently a waitlist and said it would be a great idea to do a waitlist so that we can better prioritize the older adults that need help registering. Ms. Capers reassured Ms. Bankston that the department is working on several things. At this point, we have not created a waitlist because we have found from other communities that when you go to activate a waitlist, most people on that list have gone somewhere else. Then we are spending a lot of time filtering through and calling people that are no longer interested. We have reached out to our STEAR registrants, which are individuals with transportation needs or other special needs that need assistance evacuating. We are giving them the opportunity for our staff to sit there and help get them registered. We are also working with Brazoria County to help with any transportation needs as well trying to take proactive steps to get them registered right away. A notification will be sent to everyone'that received their first vaccinations, with a link to sign up for their second vaccination 28 days later, and as we understand it, you get the first round, the second round is a priority and automatically sent to you. Mr. McMurrey responded that he agreed it is an excellent idea about the appointments, but the problem is implementing it as it is such a rush when the vaccinations arrive. Mr. Jeff Webb thanked Mr. McMurrey and asked if there were any other questions for Ms. Capers and moved to the Directors Report. VII. DIRECTORS REPORT - Early budget input session is coming up. Mark your calendars to attend virtually or if you have the opportunity to go in person. - Winterfest was previously held'in January and needs a bit of a facelift so will be moving it to the Spring. ° - Children's Festival: o We are going to be creating a brand and something the community can get onboard with. We will however modify the event significantly, taking away all the rides and inflatables. The image that we are wanting to present is a strolling walk around to look at different entertainment items. Children's festival - if we tried to host this event, we would have to eliminate attendance. The amount spent is around $100,000, so it doesn't make financial sense to do that event for a couple of 1000 people. o Sunset Cinema will kick off again in April, and we hope to be able to do those in'person at Independence Park. o Concerts in the Park (May Southdown Park and June Independence Park) - we are hoping this is going to continue as they don't require as much staff. - Many events nationally are seeing a fraction of normal participation even when doing larger-scale events, so it's important for us to be good stewards of our budget and plan our events according to demand. - What can we do right now? We will take several events and break them up over the year and take those funds and provide a series of smaller events that people can come out and safely enjoy. • - Independence Park—We are hoping to hold a farmer's market or a flea market or Yoga in the park that they can also get to enjoy with strolling entertainment or jugglers or even small little performances. - Rough runner was planned for Spring, we are planning to move forward with this in September as that is National dog week. - March 26-28 is the USFA Softball Tournament. This is the next weekend after the half marathon. This event is hands on deck for our athletics team. The maintenance team is prepping those fields. This is the same weekend as the Houston Art music festival, which is an external event producer called Outlaw Nation. The will be utilizing Independence Park. - In January, the Parks and Recreation Department was awarded two awards from the TRAPS East region. One for excellence in COVID-19 programming, and one for excellence in marketing for our sunset cinemas. - Tree Planting —we have partnered with ARAMCO to plant 200 to 225 trees to provide shade in March at Clear Creek Trail. We are looking at another 750 to 800 trees along the trail at John Hargrove complex. Our biggest challenge is watering the trees as we don't have access to water, so we are looking at potentially hiring a contractor to do that with our Tree Trust Fund. The fund was established to help our tree canopy. - Mr. Webb stated that the girls Softball Association is now working on a nonprofit status; and hoping for a temporary agreement. Ms. Capers responded that the RSA applications are due in February, we are preparing those now and,we are hopeful that in June we can bring you a positive recommendation for their RSA. VIII. ADJOURMENT The meeting adjourned at 10.00 a.m. These minutes respectfully submitted by: efflAkt Carry Capers, Interim Director—(transcribed initially by Ellen Stansbury) Minutes approved as submitted and/or corrected this 10th day of March 2021. • Jeff Webb, Chairman