2021-12-09 PARKS, RECREATION AND BEAUTIFICATION BOARD MINUTESMINUTES — REGULAR MEETING OF THE CITY OF PEARLAND PARKS,
RECREATION, & BEAUTIFICATION BOARD, HELD ON THURSDAY, December 9, 2021, AT
8:30 A.M. AT PEARLAND RECREATION CENTER & NATATORIUM.
I. CALL TO ORDER
Chairman Dennis Jackson called the meeting to order at 8.34 a.m.
II. BOARD ROLL CALL
Dennis Jackson
Zachary Boyer
Jeff Webb
Dennis Allen
Nancy Bankson
Heather Campo
Heather Baker
Carry Capers
Kevin Carter
Monica Montoya -Phelps
Richard Vaughn
Chair
Vice Chair
Board Member
Board Member
Board Member
Board Member
Board Member
P arks & Recreation, Director
P arks & Recreation, Assistant Director
P arks & Recreation, Recreation Superintendent
Forever Parks Foundation
III. APPROVAL OF MINUTES
Minutes were presented to board for review.
A motion was made by Jeff Webb to approve the November minutes, Zachary
Boyer seconded the motion. The motion was approved.
IV. BOARD REPORT
Zachary Boyer Heather Baker, Heather Campo, Dennis Allen, Nancy Bankson,
Dennis Jackson all share Tree Lighting and Parade praise and positive feedback
seen throughout the Hometown Christmas weekend and beyond. Allen shares
about the spark and buzz of positivity and all board members recognize hard
work and planning effort by staff and volunteers.
Jeff Webb — Webb reports he was not in town for Hometown Christmas but
provides positive feedback and experience at Turkey Trot run on Thanksgiving.
Richard Vaughn — Vaughn reports on appreciation of the efforts leading into
annual facility closure and the noticeable impact this has on keeping the
recreation center facility looking new and well cared for. Vaughn reports on
upcoming Tour de Lights Forever Parks Foundation event and 100+ children that
will receive brand new bikes as part of an approximate $10K donation to the
Forever Parks Foundation. In partnership with Adult Education Center, the team
was able to identify 100 children ages early childhood through teen who are well -
deserved recipients within the Pearland community directly impacted by these
new bikes.
Dennis Jackson — Echoes positive feedback and recognizes support of the
Church for opening their doors. Jackson asks for future meeting agenda to
include draft letter from board on behalf of the department to Council.
Additionally, Jackson would like to poll different interests of everyone on the
Board including what brought each board member here, what they would like to
accomplish, to report these interests back to Carry and Kevin for future growth
and development of the incredible impact of the Parks Board.
V. Parks & Recreation Policy Updates
Carry presents Parks & Recreation Policy Updates and opens for discussion to
Board. These portions of Parks & Recreation Policy Manual. Approving body for
the Parks & Recreation Policy Manual is this board. Ideally, Parks & Recreation
Department will present policies in need of revision two times per year. The draft
policies presented at this time for content review are as follows:
1.01 Internal Customer Service Policy —
Heather Campo — question is there a policy on recognition of staff? Carry will
look into this and will consider for next policy update to Board.
1.05 Lost and Found Policy
Heather Campo — digital log suggestion to be added, and Carry had
updated with this request.
1 06 Inventory Control Policy
Carry shares on importance of this policy with the continued growth and
accountability of a team and department of this caliber. Carry clarifies Webb's
question about definition of cost. Heather Baker asks for clarification on definition
of other department usage.
1.07 Business Card Policy
N o comments
1.08 Professional Development/Memberships Policy
N o comments
1.09 Communication Policy
Carry shares CAPRA component of the need for this policy and procedure
followings as part of department accreditation. No additional comments
1.11 Record Management Policy
Carry shares updates to align with changes in law and updating policy to
align. No additional comments
1.12 Inclusion and Accommodation Policy
N ancy Bankson gender identify restroom usage question This topic will be
addressed city wide and department will follow suit Carry responds to Jeff Webb's
inquiry about document translation with the efforts make by DEI and volunteer
support through UHCL translation services. Carry includes notes about including
language in policy about implementation where possible and appropriate to do so
1.13 Equipment Loan Policy
N o comments
1.14 Office Supply Policy
N o comments
1.15 DFNC Animal Ambassador Care and Handling Policy
N o comments
1.16 Department -Wide Registration Software Reporting Profiles Policy
No comments
2.01 Behavior Policy
Carry clarifies on Zachary Boyers inquiry about including tobacco wording.
Carry will consider adding and will review will Operations team. Dennis asks for
clarification in dress code section, Heather Baker asks for addition of illegal
substance wording in this policy. Carry will include edit.
2.02 Parks and Facilities Rules and Regulations Policy
Carry will pull edits from both copies within this file due to a merge issue.
2.03 Staff Role in Public Safety and Law Enforcement Policy
Dennis Allen speaks on experience with fight on basketball court at a park.
He shares this policy helps give some insight on responsibilities of all when it
comes to public safety and reporting. Dennis is in great support of this policy.
Heather Baker suggests changes from `may' to "should". Carry will include these
edits to help clarify Further discussion about edits included in the document in
alignment with these changes, all noted within the document and Carry will include
these edits.
3.02 Concussion Policy for Athletics Programs
Discussion from all board in the development of this new policy addition.
Suggestion include removal of House Bill reference in policy, possible inclusion of
test, verify link to fact sheet, posting of concussion signs in prevalent areas in
facilities and in parks, concussion campaign at the beginning of leagues and sports
critical times of year as an education component.
4.00 Internal Purchasing Policy
Carry presents the purpose of this policy as a tool to remain in alignment of
citywide purchasing policy. Carry clarifies approval levels for various positions
within the department. No additional comments.
9.01 Water Conservation Policy
Carry presents irrigation and other maintenance that is supported by this
policy. No additional comments
Carry opens for additional comments regarding policies overall. Nancy Bankson
requests facility maintenance policy inclusion in a future review to be more on a
planning and preparation report in lieu of a repair/fail report. As an example,
provides suggestion of ways to monitor humidity, air quality in various parts of
facilities. Carry shares robust asset management software launch for the beginning
of the new year, QR codes for feedback/surveys and will present more of these
suggestions to staff in addition to add existing standards to future board meetings
for share and discussion. Mr. Vaughn inquires about last review and Carry
expresses the inconsistent review and the priority of Carry and Kevin as leadership
with the department to heavily focus on reviewing annually and making major
improvements in this area.
Carry will present updates following completion of these edits for final review from
the Board at January Board meeting.
VI. TRAIL MARKERS & SECURITY UPDATES - CARTER
Kevin presents emergency location marker that will be placed along the trails.
Clear Creek Trail is broken in to five sections and explains the guidelines used to
determine trail marking system to hit every quarter mile within the trail plan. Kevin
explains how the codes will trigger response efficiencies from both a safety and
security level, as well as maintenance level. Markers will be affixed to pavement
along the trails. Kevin shares on data captured along the feed to include traffic,
foot traffic and wildlife feed and ways this data will be used.
VII. FY23 BUDGET WHITE PAPERS
Carry presents FY23 Budget White Papers that will be submitted to Council as
part of the budget process. White Papers share significant shifts within the
departments citywide to Council. Since Parks & Recreation did not receive any of
the requested positions as part of FY22 budget process, most, and some
additional staffing needs still remain the same and will be resubmitted. Once
budget office requests information from various departments, the deadlines are
very quickly turned around therefore Capers wanted to provide board with this
opportunity to view what will be submitted. Webb notes deceleration of year to
year increases to parks budget and how the department continues to amplify the
acreage each year covered. Webb suggests a visual of this information to help
tell illustrate the overwhelming case in order to maintain the output of this
growing department. As part of Director's Report, Capers pulls a presentation
and discusses in this portion of the meeting in support and response to Webb's
suggestion. Between Capital Projects, Engineering and Parks & Recreation
Carry shared the three are providing a wholistic view to council input/outcomes of
the department via upcoming council meeting. Capers shares this presentation
and report with Board. Board expresses support of these initiatives and desire to
assist in conveying to council and others the importance of these needs.
VIII. DIRECTORS REPORT
Turkey Trot - Forever Parks Foundation is a recipient of funds raised through
Turkey Trot. The event had 950 race participants, approximately 1100 total
patrons including spectators as part of this successful event.
Tree Lighting - Capers presents numbers on Hometown Christmas to the Board
and appreciation. Approximately 7000 people attended tree lighting, doubling
n umbers from the average 3-4000 lately. The quality of Pearland's very own
e ntertainment throughout this event make this an incredible experience for all.
Parade - Approximately 8,000 Pearland spectators at the parade, and over 100
✓ ehicles and floats and parade entries made a strong event. Increased security
measures (barricades, road closures, security) in light of recent parade tragedy in
Waukesha, Wisconsin to ensure the safety of all patrons and participants.
Capers reports on the department's efforts to grow rain safety plans specifically
to parade events.
Dennis Allen and Heather Baker suggest additional help for end of parade route
for the staff in charge of keeping people safe and off the parade route while
roads are still closed. Suggests refinement in planning and additional support
perhaps by law enforcement in this area.
RCN Facility Closure - Annual Facility Closure December 13-18th for repairs
cleaning, maintenance and repairs, but department will also be resurfacing floors,
installing lighting in storage areas, fitness equipment and pouring into staff
through training and development for all staff, part time and full time.
IX. ADJOURMENT
Zachary motions to adjourn. Dennis Allen seconds.
Chairman Jackson adjourned the meeting at 10:31 am
These minutes respectfully submitted by:
cam, ,tAA.-)
Carry Capers, Director — (transcribed initially by Monica Montoya -Phelps)
Minutes a•'prov fd a. submitted and/or corrected this l0 day of 1-614- ( 2021.
Dennis ackson, Chairman