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2017-02-09 PARKS, RECREATION AND BEAUTIFICATION BOARD MINUTESMINUTES - REGULAR MEETING OF THE CITY OF PEARLAND PARKS, RECREATION, & BEAUTIFICATION BOARD, HELD ON THURSDAY, FEBRUARY 9, 2017 AT 8:15 A.M., AT 4141 BAILEY ROAD, PEARLAND, TX 77584. I. CALL TO ORDER The meeting was called to order at 8:16 a.m. II. BOARD MEMBER ROLL CALL Buck Stevens Ted Mittica Layni Cade Bethany Earl Vicky Smith Chris Orlea Carry Capers Monica Montoya Melanie Lawson Chair Vice Chair Board Member Board Member Board Member Parks & Recreation, Director Parks & Recreation, Assistant Director Parks & Recreation, Recreation Superintendent Parks & Recreation, Administrative Assistant III. APPROVAL OF MINUTES - January 12, 2017 Mr. Mittica made a motion to approve the minutes. Ms. Cade seconded the motion. The minutes were approved as submitted. IV. BOARD REPORT Mr. Mittica talked about working Winterfest and believed the event went well. Mr. Mittica also noted that several people liked the idea of having more events for kids as opposed to having craft vendors. Mr. Mittica did discuss a conversation he had with a patron who noted she comes to Winterfest exclusively for the craft vendors, but Mr. Mittica explained the goal of including more events for children. Mr. Mittica talked about comments that were made regarding not having shuttles for patrons, but explained the costs involved in hiring shuttle drivers. Ms. Cade talked about having a good time at Winterfest. Ms. Cade also noted patron concerns regarding shuttle service and one patron noted the nail in her tire due to construction on Bailey Road. Ms. Vicky Smith, new Parks Board member, introduced herself. Ms. Smith and her family are from Ohio. Ms. Smith is involved in City Council, has owned 2 businesses, and currently works in real estate. Ms. Smith also loves rescuing dogs and couponing. Mr. Stevens reported he was unable to attend Winterfest. Mr. Stevens discussed being a member of the "Restore the Depot' committee to save the railroad depot. The committee is currently looking for grant money and will be sending out information on how people can become involved. Mr. Stevens noted the project is due to fall under Parks & Recreation. Mr. Stevens also talked about a Fire Museum being opened next to the Tom Reid library. Mr. Orlea then updated the Board on the condition of the railroad depot. Mr Olrea noted the estimates to restore the depot would cost approximately $350,000, and the City has asked the Pearland Historical Society to apply for grants and other types of funding due to the state of the current City budget. Mr. Stevens talked about the Winter Market taking place in at the Pearland Towne Center, and also noted there was very little marketing regarding the Super Concert. Ms Earl attended Winterfest and her kids loved it. Ms. Earl also heard good feedback about the Super Concert and Trolley system. Ms Earl also noted that some people were confused about the location of the concert. Ms. Smith asked how the restaurants became involved with the Trolley system. Mr. Orlea explained they were individually asked if they wanted to participate via the CVB. Ms. Montoya noted that the residents at the Pearland Towne Center enjoyed the event and some were sitting on their patios watching. Mr. Stevens talked about the grass areas in front of the recycling center that turn brown once they reach a certain point. Mr. Orlea said this area is taken care of by the ROW division and he would pass this information onto the ROW division. V FOREVER PARKS FOUNDATION BOARD CHALLENGE — Buck Stevens Mr. Stevens explained the purpose of the Forever Parks Foundation. Mr. Stevens went on to explain that Board members are encouraged to financially support the Foundation. As Liasion for the Board, Mr. Stevens challenged both the Parks Board and the Forever Parks Foundation Board to a competition of which Board could meet the goal of 100% participation. To participate, contact Jason O'Mara, Resource Development Manager. Members can also contribute via Paypal. VI. DISCUSSION REGARDING EVENT RAIN PLANS Mr. Orlea handed out rain plans that occur for each event, and gave the board the option to table the conversation until the next meeting in order for the Board to review the notes. Mr. Mittica opened the conversation about parade notification and understood there was a specific time (12 noon) that participants are to be informed about cancellation of the event. Mr. Orlea explained that each contract is dependent on the circumstances of the event, and the cancellation time is specific to that event. Ms. Cade talked about the water bill donation option and asked if there was a way to specify on the bill which event/project they are donating to. Mr. Orlea noted that we can do that, however, becauseTexas has strict donation laws, going to a general fund helps fund all projects. Mr. Stevens talked about the rain plans needing to be updated and possibly be more generic in nature. Ms. Caper noted that once we get to a particular place in the event planning, a rain plan is then formalized specific to that event. Ms. Cade and Mr. Stevens discussed the possibility of not letting participants get started the day of the event, otherwise they have worked an entire morning to prepare for the event. Ms. Capers discussed the difficulty involved in making the decision to cancel an event. Mr. Orlea offered the suggestion of Parks Board members speaking with event participants and ask their preference on cancelation — either the day before, or the day of. Ms. Smith suggested setting the expectation before they register for the event so there is no confusion. Mr. Orlea talked about refining the process in order to make the largest amount of people happy. Ms Earl reiterated that rain plans are based on the specifics of each event and are reviewed at that time. Ms. Capers noted events are reviewed (including rain plans) at the beginning of each fiscal year, and once the location and specific activities has been determined, is when an exact plan can be put into place. Mr. Orlea talked about the possibility of having the event notes (once emailed to Board members) becoming an agenda item so Board members can offer input into the rain plan of each upcoming event. Mr Earl noted she liked the idea of event notes becoming an Agenda item and Mr. Stevens agreed. Mr. Cade asked if Concerts in the Park could eventually be held at Independence Park. Mr. Orlea noted that it could in the future. VII. DISCUSSION REGARDING ASSET LIST ADOPTION Mr. Orlea noted that on February 27th, the Asset list will be taken to City Council for review and adoption. VIII. DEPARTMENT PRESENTATION - Monica Montoya, Special Events Update Ms. Montoya recapped Winterfest. Ms. Montoya noted that 6,000 people showed up for Winterfest. Ms. Montoya as noted that she was able to speak with patrons and they were happy with the variety that were offered during the event. Ms. Montoya also noted two injuries occurred on one of the inflatables but was handled well by staff. Ms. Montoya also talked about the Super Concert and that some residents of the Towne Center were sitting on their balconies enjoying the concert. Two Tons of Steel and Rae Lynn performed well and the crowd enjoyed them. Rae Lynn took time to meet fans and take pictures with staff and members of City Council. Ms. Montoya talked about the Daddy Daughter Dance coming up on February 25th. Event has filled up with only 14 slots left for the event. Ms. Montoya noted that Hannah Godsil, Special Events Coordinator, has left the City and the position has already been posted. Mr. Mittica asked about the Kayaks at Winterfest, and that many people did not know about the Kayaks in the Natatorium. Ms. Montoya added they will showcase the event more next year. IX. DIRECTOR'S REPORT Mr. Orlea covered the following items in his report: • Protects: o Centennial Park, which has 4 softball fields, will have 2 additional softball fields added to connect Veteran's and McLean. Gulf Coast Landscape will be handling the contract and will begin to work today. The restroom contract has been added back into the budget. Turnaround of this project is 6 months. o Attended TXDOT meeting and are now in design implementation of the Green Tee Terrace trail project From Chili's the trail will extend into the Riverstone Ranch area. Due to the Parkland Dedication ordinance, we will be able to extend the trail to the San Jacinto monument to make an entire loop. o Clear Creek trail - will start at Kingsley and head east towards Kirby with an underpass leading to the disc golf course. TXDOT and the federal government are funding 80%, and the City is responsible for 20%. o Independence Park is at 90% plan set. At completion, we will most likely be within budget. o Shadow Creek Ranch Sports Complex — waiting for official signoff on the ADA checklist due to swing doors not being compliant and curb had too steep of a grade and are currently being corrected by contractor. SCR Sports Complex Grand Opening taking place on March 11 th o Hyde Park- equipment malfunctions due to either vandalism or wear and currently being worked on. o Wood Creek Park also receiving upgrades in conjunction with Hyde Park • RISE mentoring program has partnered with Parks & Recreation to continue the mentoring program at the Recreation Center over the summer months. • Pearland Historical Society will be using ground penetrating radar to search for unmarked graves they believe to exist. • Employee engagement surveys came back and Parks & Recreation saw a 13-22% increase in employee satisfaction over the last 2 years. • March 18' is our first early budget input meeting — these are public meetings. The diversity inclusion plan with Dr. Carmen Carter will also be presented at this meeting. • Currently 200 parcels of land are up for platting meaning Parks & Recreation will have the ability to enhance parks and their structures. A new Master Plan will be presented to City Council in about 2 years. Mr. Stevens noted standing water by the swing and slide sets at park on Woody Road. Mr. Orlea noted that they will be building up that surface in order to avoid flooding. Mr. Mittica asked about Trick or Treat Trail not being a part of the City calendar Ms Capers replied by stating that both Trick or Treat Trail and Kid Fish Fest were both left off the calendar due to conversations being had by both Brazoria County and Parks & Recreation to collaborate on these events. Mr. Stevens noted the following: • Pearland Girls' Softball Association Grand Opening at Centennial Park @ 8:30 a.m. on 2/11. • Houston Livestock Show and Rodeo and the Alvin/Pearland Go Texan Committee will have a dance on 2/18 @ 6pm in KC Hall. • Receive 25% off your registration for Turkey Trot when you attend the Grand Opening of Joint Chiropractic on 2/25. • Recycling Day is 4/1. • KPB signed with a company that will be recycling textiles. • On 5/20 the VFW will have a "Raise the Roof" Fundraiser taking place to update the VFW building. Ms. Earl inquired about the TAAF winter games and if Parks & Recreation has met with them. Mr. Orlea noted they made a trip to Frisco to begin planning for the game's arrival to Pearland and are very excited to welcome the event. X. ADJOURNMENT The meeting adjourned at 10:13 a.m. Thesemi u.tes respectfully�submitted by: a Nlt elani dmin s rative Assistant awson Minute approved as submitted and/or corrected this Cck Stevens, Chairman day of 144AP-GI'�