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2013-01-08 PEARLAND PARKS, RECREATION AND BEAUTIFICATION BOARD REGULAR MEETINGMINUTES — REGULAR MEETING OF THE PEARLAND PARKS & RECREATION BEAUTIFICATION BOARD, OF THE CITY OF PEARLAND, TEXAS, HELD ON WEDNESDAY, JANUARY 8, 2013 AT 8:30 A.M., IN THE PARKS & RECREATION DEPARTMENT 2" `' 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 8:33 a.m. II. BOARD MEMBER ROLL CALL Todd Trbula Heidi Wiess Lance Botkin Marjorie Wilcoxson Terry Smith Erin Allen Susan Sherrouse Michelle Smith Rosalyn Epting Carry Capers Lucy Hooper Chair Co -Chair Board Member Board Member Board Member Board Member Councilmember — Position 3 Parks & Recreation, Director Parks & Recreation, Assistant Director Parks & Recreation, Resource Development Manager Parks & Recreation, Administrative Secretary III. APPROVAL OF MINUTES — December 4, 2013 Mr. Botkin made a motion to approve the minutes as presented. Ms. Wilcoxson seconded the motion and the motion carried 6 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 WINTERFEST 2014 Ms. Michelle Smith began by explaining how Ms. Capers came to the December meeting to provide information on the Christmas festivities and how that process worked really well. She then said she had asked Ms. Capers to return to this meeting to discuss the details for Winterfest. Ms. Smith then added that she would like Ms. Capers to come every month before a big event to give details and levels of board involvement, including Christmas, Celebration of Freedom, Summer Concerts, and Winterfest. Ms. Capers then began describing the details of Winterfest also including date/time, layout, and features. Mr. Botkin inquired about the snow placement and the issues. Ms. Smith replied stating the importance of concrete with the snow areas. Ms. Capers added additional information about the barriers and safety of the snow areas. Mr. Botkin then asked if we would be doing any promoting of our programs. Ms. Capers explained how materials would be available and staff would bet on site to promote our facility. Ms. Wiess asked about prices for vendor booths. Ms. Capers explained the process, price, and exchange for volunteers. A discussion ensued about details of the event including promotion, vendors, and specific activities within the event. VI. DISCUSSION & INPUT REGARDING FY14 HOMETOWN CHRISTMAS FESTIVITIES Ms. Michelle Smith began by explaining how the department wanted to do some different things this year and with the Parks Board being the sounding board, she wanted to get their input. Ms. Capers then began with some history of the Hometown Christmas and things that were done in the past. She introduced the logo for the event and explained the idea for the year, including all events around the area and making it a Pearland Hometown Christmas, involving the entire city and not just a weekend event by creating a calendar for citizens to follow. Mr. Trbula inquired about a lights area within one of the parks. Ms. Michelle Smith said that vision was created but could not happen until Independence Park was remodeled. Ms. Terry Smith said she loved the idea of knowing all the events around town and would love to be more involved in the school plays and shows some people (without kids) wouldn't even know about. A discussion ensued about the importance of the event, activities that could be added, and changes that could be made. VII. DIRECTORS REPORT Max Road Sports Complex: The contractor is mobilized and the trailer is on site and construction work has begun. The first construction progress meeting is scheduled for the 14th. Shadow Creek Ranch Sports Complex Phase 1: Design is at 100% completion. Current cost estimates are $400K plus materials testing over budget. Staff will be meeting to see what can be done to get the estimate more in line with the budget. We are hoping to bid the project in February. Trail Projects: Connectivity Phase II (Mary's Creek from Centennial to Independence Park): Floodway issue seems to be resolved for this project and the next meeting scheduled for the 8th. JHEC Property: We are still making progress and are in line to use the grant funds in the allocated time. Shadow Creek Ranch Trail segment (along Clear Creek): We have selected and Council has approved the contract for the design of this project. We have held our initial scoping meeting and met with Brazoria County DD4. Staff is scheduled to meet with a property owner for one track of land that is not owned by the City and does not have a DD4 easement. We will provide a site map as soon as it is2available. Green Tee segment (along Clear Creek): We have selected and Council has approved the contract for the design of this project. We have held our initial scoping meeting and met with Brazoria County DD4 as well as Harris County Flood Control. We are working on the alignment that will most likely be a combination of the north and south side of the creek. We will provide a site map as soon as it is available. Centennial Park Expansion: The floodway issue we initially had is less of a concern at this point. The first meeting since this good news is scheduled for the 8ffi and we will be requesting to receive an updated estimated schedule for construction. Interlocal Agreement with PISD: We currently have an interlocal agreement with PISD for the lease of the fields behind the RCN. Staff is finalizing a plan to make sure the transition is smooth for the user groups and there is an understanding between the entities. Interlocal Agreement with MUD 26: We have an executed interlocal agreement with MUD26 for the lease of some land from us. As of yet, I have not heard of any plans on the details of the improvements they are planning on making. Important Dates January 241h-2511i City Manager Finalists in town interviews January 251h Winterfest February 511 Next board meeting February 271h State of the City VIII. ADJOURNMENT Mr. Botkin made a motion to adjourn the meeting. Ms. Terry Smith seconded the motion and the motion carried 6 to O. The meeting adjourned at 9:46 a.m. These minutes respectfully submitted by: Lucy Hu per Administrative Secretary Minutes approved as submitted and/or corrected this 2013. day o