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2022-10-13 PEARLAND PARKS, RECREATION AND BEAUTIFICATION BOARD REGULAR MEETING MINUTES MINUTES— REGULAR MEETING OF THE CITY OF PEARLAND PARKS, RECREATION & BEAUTIFICATION BOARD, HELD ON THURSDAY, OCTOBER 13, 2022, AT 8:30 AM, AT PEARLAND RECREATION CENTER & NATATORIUM. CALL TO ORDER Chairman Dennis Jackson called the meeting to order at 8:37 am. II. BOARD ROLL CALL Dennis Allen Board Member Heather Baker Board Member Ryan Dixon Board Member Dennis Jackson Chairman Carry Capers Director, Parks & Recreation Kevin Carter Assistant Director, Parks & Recreation STAFF Amy Coykendall Executive Assistant, Parks & Recreation August Vandiver Outdoor Recreation Specialist, DFNC May Grey Business Administrator, Parks & Recreation III. CITIZEN COMMENTS No citizens were in attendance. IV. APPROVAL OF MINIUTES Heather Baker motioned to approve the minutes from the September 8th meeting; Ryan Dixon seconded the motion. V. BOARD REPORT Dennis Jackson- Has been able to get out to the new library several times with his son. He and his wife were ablet o attend the ribbon cutting for the inclusive park, and it was great to see all the people with forever parks foundation. Heather Baker- Watched the groundbreaking virtually and shared it with the SCR neighborhood- there were a lot of great comments and things to say. Some people were not aware there were adaptive programs and wanted to know how to join. Others did not understand the purpose of the park. A lot of great conversations. Dennis Allen- Had a great time at the groundbreaking. He was humbly reminded that midway through the year there was a survey through the Parks department, and he did not have a chance to bring it up during the board meeting. Last year he wanted to discuss the option of an all-inclusive waterpark to Pearland. He discussed Morgan's Wonderland in San Antonio. One of the things the survey showed was that 56% of the community said that there were not enough splash pads. It would satisfy two needs- a need for additional waterparks and one for special needs. Advertising and awareness of the parks- 86% were in the ages of 25-54, 90% who were surveyed were homeowners. Most families with children under 17 years. Carry stated that there was very limited footage to add in the park. Independence park phase 2 was the original location, but from a cost standpoint it was recommended to look at SCR. There is a plan to add in a second all-inclusive park. She discussed a recent visit to a Harris County park and how they used the existing land to create the playground. This could be a phase 3 or something the board would need to be discussed. The plan is for a spray park- it would be great to include the all-inclusive aspect. There is the square footage at Independence Park for this. Heather B stated that the splash pads usually need to have the button replaced consistently. Kevin stated that it is the nature of the type of park that the needs to have replacements- specifically the actuator. Carry stated that in the end that splash pads are less expensive to repair than pools. Dennis Allen spoke to a board member of the Forever Parks Foundation about the inclusive waterpark, and that he would be interested in it as well. Carry stated that this is a perfect example of how the Parks board and the forever parks board could work together. Ryan Dixon-Was able to pass by the Sunset Cinema on October 9. His wife asked if this is something that will happen more often. Carry stated that there was about 500 people in the park, and during the movie it was about 200 people. Curious in terms of wheelchair access, how is it accessible in all activities currently. How does it work? Carry stated that anything new that I built or updated is all ADA compliant. Some of the older areas or parks are a work in progress to get them all compliant. There is only one place that is pea gravel- making sure that the sidewalks connect to the playgrounds. Dennis Jackson said that the advertising was great for sunset cinema. Heather Baker did not know that the ads had a riddle of what movie was to be shown. VI. STAFF PRESENTATION August Vandiver- Outdoor rec specialist- Pre-Covid he was building a relationship with REI in Baybrook. Over the last year they have been rebuilding the partnership. They have been gear sharing and allowed up to use it. This includes camping equipment and kayaking. They have supported with staff previously as well. They have just gotten he go ahead from their corporate to start their community events. There are a lot of people that are still trying to figure out what they like about the outdoor sports. REI, August, and Special Events has organized an event "Outdoors for All" to connect Pearland to the outside events groups. Different groups will be there- like a network meet and greet. P&R is one of the only partnerships with REI. Focus on BI-POC, at risk communities (unable to get out or feel unsafe getting outside), August wanted to formally invite the parks board with a booth. Subaru, Adidas, Honey stingers, and other vendors will be there with booths and/or samples. If the event is great, REI corporate wants to move it to all their stores. August has reached out to local vendors, internal departments, and companies to participate because these will be people/companies that locals will go to. November 5`h 12p-4p.A running group (the Black Beetles) will be presenting and then inviting anyone who wants to participate in a little run around the parking lot. Heather Baker asked if they reached out to Texas Parks and Wildlife since there is no local parks you can go camping. August said that they are still researching vendors, and people are reaching as they saw the event. Heather discussed how her family has been getting into camping and going to Brazos Bend. Carry brought up reaching out to Brazoria County. Ryan Dixon said this is really cool, but he will be going camping that weekend. He wanted clarity on camping areas in Pearland. August said that we did not have any public camping spots in Pearland but did have the family camping events. He then discussed the family camping events and how it teaches what to do during camping- what camping looks like, how to cook camping friendly foods, how far the bathrooms are. Heather asked if there was any upcoming that they could promote, August said in two-week but there is, but it is full. The one in the Spring will be a hybrid. Overnights in the fall. Ryan said he saw Kevin's post about kayaking and wanted to know if it was open with the public. August said that the program is open to the public, but the pond is not due to the bird sanctuary. Dennis Allen wants to know if there was contact with the boy scouts. August said that they have not, but it was a good idea. Dennis Jackson said the Dennis' think alike as that was one of his questions. He thinks that REI is cool as they allow their staff to work for a non- profit but still collect their salary. His niece just attended a "glamping" event with her girl scout troop, and they may be interested. He thinks the Parks Board setting up a booth would be a great idea. After the meeting he will send out a mass email to see who will be able to attend with time slot. Heather has a pop-up tent and tables and chairs if needed. Carry asked if there were any games or anything that they have planned. August said that it is recommended to put something to attract. Dennis Jackson and Carry both stated cornhole. Kevin asked if this is a pet-friendly event-August said yes. VII. FY 23 ADOPTED BUDGET HIGHLIGHTS May Grey- Budget- Business Admin- operating budget 8.3 million, salary wages 5.3 million. Revenue- 1.4 million, majority comes from memberships, day passes, camps. Supplementals- 2 of 19 were approved. Still working on Admin Asst, still a need. Fee changes were made and cleaning it up. Veterans, Pearland ISD, and Alvin ISD fees updated. Staff were able to get up to 5.5% raise, includes market adjustment and step increased based on their performance. May discussed the handout on comparisons. Discussed the IT transfers out and how it works- streamlining resources. Admin, adding funds for CAPRA with accreditation in 2023. Heather asked if the budget was less for Aquatics than the previous year. May explained that it is back to its normal range as last year there was one time supplemental. Carry explained more about the IT transfers and how they are trying to put the cost where it truly falls- cameras, computers, percentage of staffing, future use/replacements. Facilities has a similar program. Dennis Allen asked about the maintenance supplementals and how it effects the vehicles and maintenance going into the year. Carry said it will impact- lower on staff, need to update the mowers- trying to do the best we can. We are trying to stay ahead of the problems, but it they will need to be replaced. Discussed how we need the admin assistant and how the rec staff has tripled in the last couple years, and how it impacts the rec center administratively. Carry stated how we are at a point where we have reached capacity on what we can do to avoid staff burnout and that is what we will need to do to show the need. Working on potentially temp staffing. Meeting with each division to see if there is anything we can do to save money. Dennis Jackson said that there was certainly supplementals, for safety reasons, that they would eb approved. Carry stated that for the aquatics it would be when the items go out, they go out and we may investigate getting additional items. Dennis asked about what the expected revenue would be with the new fee changes. Carry stated that we are starting to see new revenue coming already, but we cannot use that to offset expenses. Ryan Dixon asked- with the issues with staffing and equipment, how is it aligned with strategic plans and if it is not, what are the indicators to show how it is not matching up. Carry said that all supplementals go back to the master plan and strategic priorities,showing that the council has approved certain items and how they are not allowing us to do them. Heather Baker stated that she feels that these issues are not considered by Council. Dennis Jackson said that he is glad that there is a raise for the staff. Heather stated that if they need to help advocate and push on the council to make sure that the staffs mental health and life are taken into consideration, they will do that. VIII. ED THOMPSON INCLUSIVE PARK UPDATE Kevin Carter- Thanked everyone for coming. Can only imagine what the ribbon cutting will be like. Discussed handout going over the project management for the project. Same contractor handling each aspect on building. Information is about a month behind from what is showing on the handout. Waiting on an updated schedule, but the target date is still pre- spring break. Dirt has bene moved in the last week, curbing forms have been put up, progress has been made. Kevin discussed the upcoming components. Encouraged the board to come in and take a look, let him know if he has any questions. There will be times when it looks like there is nothing happening-concrete curing, waiting for deliveries. Hoping cameras can capture a time lapse. Dennis Jackson stated that it was great to see how quickly the groundbreaking came together in such a short time. IX. DISCUSSION AND POSSIBLE ACTION — ELECTION OF OFFICERS OF THE BOARD Carry explains how the process works. Heather Campo wants to stay on board. City Secretary heard from Zach that he did want to stay on board.Attempts were made to contact Zach about maintaining his position as Vice-Chair and a response had not been received at the time of the meeting. Dennis Jackson stated they would address vice-chair nomination first. Dennis Jackson said he would like to nominate Heather Baker to the position. Ryan Dixon seconded; Dennis Allen approved. Heather Baker is elected as the vice-chair. Dennis Allen commented that he liked the fact that she is very involved within the city council meetings. He admires that on-top of how she is engaging in the meetings. Dennis Jackson is looking forward to the next year. He has enjoyed being the chair and would like to stay. Ryan Dixon nominated Dennis to stay Chair. Heather Baker and Dennis Allen seconded the nomination. Dennis Jackson will stay as the Board Chair. X. DIRECTOR'S REPORT Sports complex at SCR- getting requests for softball tournaments, but only have 4 softball fields. They asked to convert all the baseball field to softball fields, but those are the only ones in Pearland. Instead, making it able to be used as both. Goes before Council in October. It needs to be approved in October so all the equipment can be ordered. Heather Baker asked if this helps with the maintenance cost. Carry said yes and no, Kevin stated yes because the hours are still needed there but the most labor-intensive aspect is the dirt. Still maintenance with the natural/synthetic.Agenda that is also on council with USA Shades to replace the shade structures in some areas and adding in shades where there currently is not. It will help with the safety in the summer by adding shade where there is not. 10/17 CIP workshop with City Council- if board would like to join will send calendar out today. The meeting will be similar to the last meeting, but with some additional updates. TOT parking passes and details provided today to board. 50 exhibitors currently, hoping to have at least 80. Weather permitting there will be a great turnout. Ramping up for tree lighting, festival of lights, and parade. Information to come out this week to the Board, a sponsorship package. A great need for the electrical/lights this year, between $60-80,000. Second Baptist is adding in two additional areas. Special Events Manager position has been offered, waiting for the pre-employment to complete, and then will let them know who the candidate is. Another position is in the works to be classified to work more with the Forever Parks foundation and allow this position to grow and support the foundation. Working with the foundation to help cover some of the salary cost. Looked back to see where the direction to partner more with the community. It was about 12 years ago that the board wanted to move into this direction. Over the years the RSA agreements and the organizations that we have agreements with were in line with our goals, but they are now very profitable while still listed as a non-profit in the agreements. Over the next year, goal is to audit where we are and the growth within the department. Will need more events that are 150% cost recovery to help support the zero cost recovery programs. There will be opportunities for the board to engage in that. Dennis Jackson- Asked how to get funds from forever parks to the parks since the city is a government and they are non-profit. The city has a contract with the foundation that addresses all areas, and if they agree to help with the staff salary the MOU will be updated. Dennis Jackson asked for clarity by stating would it be like invoicing the foundation. Carry said yes. Heather asked about the fencing that went up behind HEB. Carry stated it was Memorial Hermann and what their plans are for the land. Memorial Hermann is focused on more rehabilitation sports. The Indoor sports facility previously discussed would be different than the one Memorial Hermann is building. There were discussions with Parks and Memorial Hermann about their plans. Dennis Allen asked if Parks has tried to reach out to the hospitals for support/advertising, working alongside hospitals/clinics. Carry stated that we do have room to grow in that area for sure and provided some examples. We make sure there is awareness and cross promotions. Dennis Jackson said he was pretty sure that some of the donors for the inclusive park are in the medical field. Heather Baker said that she hopes that there will be some first aid partners at the REI event. August says he hopes that there is some wilderness first aid there, but if not, it is something he will look into that. XI. ADJOURNMENT Ryan Dixon made a motion to adjourn. Dennis Allen seconded the motion. Motion passed. Chairman Jackson adjourned the meeting at 10:13 am. These minutes respectfully submitted by: (:\ Carry Capers irector intes ap ro d a s bmitted and/or corrected this day of I 1 2022. Dennis J ksto, airman