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2011-03-03 PEARLAND PARKS, RECREATION AND BEAUTRIFICATION BOARD MEETING MINUTESMINUTES — REGULAR MEETING OF THE PEARLAND PARKS AND RECREATION BEAUTIFICATION BOARD, OF THE CITY OF PEARLAND, TEXAS, HELD ON THURSDAY, MARCH 3, 2011 AT 8:00 A.M., IN THE PARKS AND 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 8:07 a.m. II. BOARD MEMBER ROLL CALL Quentin Wiltz Kelly Moody Pete Riger Tom Gibbs Marjorie Wilcoxson Lance Botkin Michelle Smith Angelica Smith Noel Hull Chairman Board Member Board Member Board Member Board Member Board Member Parks and Recreation, Director Parks and Recreation, Administrative Assistant Pearland Citizen III. APPROVAL OF MINUTES — February 3, 2011 Mr. Gibbs made a motion to approve the minutes as presented. Mr. Botkin 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 AND POSSIBLE ACTION REGARDING THE REMOVAL FROM TABLE INTERNAL CUSTOMER SERVICE POLICY Ms. Moody made a motion to remove the Internal Customer Service Policy from the table. Mr. Gibbs seconded the motion and the motion carried 6 to 0. a. DISCUSSION AND POSSIBLE ACTION REGARDING THE INTERNAL CUSTOMER SERVICE POLICY 1 Mrs. Smith began by reminding the board why we created this policy and informed the board that she is circulating all the policies through the parks board for their input and approval. This policy is helping create the foundation for a house that is already built. After each policy is approved, annually the board will review the policies. Ms. Moody expressed her concern for redundancy in the document. The content and philosophy is good; however, streamlining the document would create for better reading. Mrs. Smith explained that we are trying to get a better understanding of the difference between a policy, procedure, or a "how to" manual. Some of the information included could possibly be in another document to eliminate repetitiveness but said document is not in place yet. Mr. Botkin expressed that the repetitiveness is actually beneficial to ones learning ability as hearing something three times plays into whether or not a person remembers something. Ms. Smith explained that in addition to the new hire orientation through the city, staff will also go through a department orientation in which case this would be one of the policies reviewed. This document will set the example of how to do customer service. The board discussed who this document would be reviewed by, where the policy would be placed, and if the staff would get a copy. Ms. Smith explained a copy of all the policies would be available at all facilities. A discussion ensued regarding training tracks, roles playing, and other options to better teach staff rather than just providing policies to read. Ms. Wilcoxson made a motion to accept the Internal Customer Service Policy to be continued to be used within the department as written. Mr. Botkin seconded the motion and the motion carried 6 to 0. VI. DISCUSSION REGARDING REVIEW OF DEPARTMENT GOALS AND PROJECTS Mr. Wiltz began by explaining to the board the department goals and the interest of the board in helping the department achieve them. He explained that we would revisit the goals as well as info -in the new board members of the projects we are working on. A power point presentation was presented to the board updating them on department goals and projects. Ms. Smith informed the board of the vision and the mission of the board and the department; explained the categories that the Parks and Recreation department is divided into and their responsibilities; presented our planning for the future which include the parks master plan, hike and bike plan, CAPRA accreditation and cultural arts plan. The board was informed about the growth of the city vs. the growth of park land is not up to par. A list of developed parkland as well as the park needs were presented to the board. Mr. Gibbs suggested that the board take a tour of the parks and land that the city has to get familiar with what the city has. The bond projects approved in 2007 were the Recreation Center & Natatorium, Trail Connectivity, Max Road Sports Complex, Centennial Park, Independence Park, and JHEC. Ms. Smith began to explain each bond project and providing an update for each. Also, two parkland projects we mentioned, Cypress Village and Southgate. Ms. Smith explained that these parks are being built 2 with Parkland monies which were allocated to these parks and are not included in the bond projects. Ms. Smith finished with an explanation on the benefits of parks and recreation which are economic, environmental, and social. The department goals were touched on briefly in a recap of the document. Ms. Smith informed the board that the document will be emailed to the board for review. VII. ADJOURNMENT Mr. Botkin made a motion to adjourn the meeting. Ms. Wilcoxson seconded the motion and the motion carried 6 to O. The meeting adjourned at 9:21 a.m. pectfully submitted by: Angelica Smith Administrative Secretary /7 Minutes approved as submitted and/or corrected this / day of 2011. Quentin Wiltz, Chainnai )