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2023-01-12 PEARLAND PARKS, RECREATION AND BEAUTIFICATION BOARD REGULAR MEETING MINUTESMINUTES — REGULAR MEETING OF THE CITY OF PEARLAND PARKS, RECREATION & BEAUTIFICATION BOARD, HELD ON THURSDAY, JANUARY 12, 2023, AT 8:30 am, AT PEARLAND RECREATION CENTER & NATATORIUM. I. CALL TO ORDER Chairman Dennis Jackson called the meeting to order at 8:35 am. II. BOARD ROLL CALL N ancy Bankson Heather Baker Heather Campo Dennis Jackson Ryan Dixon Dennis Allen Carry Capers Kevin Carter STAFF Amy Coykendall Cullen Ondracek III. Citizen Comments N o Citizens attended. Board Member (Virtual) Vice-chairman Board Member Chairman Board Member Board Member Director Parks & Recreation Assistant Director Parks & Recreation Executive Assistant Natural Resources Manager IV. Approval of Minutes Ryan motioned to approve minutes. Seconded by Heather Baker. V. Board report Dennis Jackson- Noted that Dennis Allen joined at 8:36 am. Attended Christmas tree lighting but did not attend parade. He was able to go to the lights in the park with his son and they enjoyed it. Requested that Carry go over the budget issues and changes regarding the City Manager and how it affects the Parks dept. Carry will share later. Heather Baker- The tree lighting was fantastic and there was a lot of buzz in the community. S he attended the parade while volunteering with the citizens academy Was able to enjoy the parade as a spectator was a good change. Her only feedback is Santa on the firetruck- you could not see him on top of the fire truck. Not sure how many floats we had versus last year, but she is interested to hear feedback from how many people attended and participated. Heather Campo- Attended the lighting and the parade- it was awesome. She asked why the lights were not up until January 1st. Carry stated that the lights were done through a partnership with the church and they had some other events planned so they were going to stop the lights on the 23rd, but we stepped up and decided to keep them on until the first. Due to Parks staff not knowing how the lights functioned and not knowing how to repair them if needed, decision was made to not promote the extended days. Dennis Allen Attended the parade and tree lighting- excellent time all alle-round. He shared a bus with Mayor Cole and councilmembers Received feedback from Mayor Cole- He really enjoyed the fireworks but they were not long enough. He said during the 4th of July he would like to see the fireworks be twice as long. Had a lot of great feedback. He was very, very, VERY impressed with the development of the all-inclusive playground and all the equipment. He was out there recently and he was able to work with the workers and get some progress updates. He stated that he is also very impressed with the fencing around the fields and concrete work at Shadow creek Ranch Sports Complex. He is looking forward to an exciting year. Dennis Jackson said he received an email from Jeff Webb about a tentative groundbreaking on March 11. Ryan Dixon- Attended the tree lighting with his family. He agreed that the fireworks were on point this year. He did not attend the parade, but he did go back to independence park to walkthrough the lights. There was a good crowd of people enjoying the lights and hopes that we can expand upon it. N ancy Bankson- Attended the tree lighting and parade had a wonderful time at both. Enjoyed the food trucks and the fireworks, was able to visit with Jeff Webb at the FPF table. Loved the radio flyer float. The parking was better this year with the shuttle rather than being stuck at the church. VI. Staff Presentation- Cullen Ondracek P owerPoint presentation on the SCR Nature Trail Coastal Prairie Restoration Project. VII. DISCUSSION- Parks and Recreation Policy Manual P rovided entire manual to board members for review and if they have recommendations, email Amy. The manual is an evolving process throughout the year. Dennis Jackson asked if these were department or city wide polices. Carry explained the difference, and what is specific to the Parks and Recreation department that does not need councils' input. VIII. DIRECTOR REPORT Carry covered the recent freeze and what we had learned from Uri and how the city was prepared for this freeze. There were some issues that did happen at the RCN- 12/23 lost power and we were on generator power; power back on via CenterPoint; 12/25 there was an AC coil that froze and there was burst pipes causing damages. The multipurpose room had significant damage due to water- shifting classes around for the repairs to be completed. Overall, the city was prepared. Carry went over the issue that happened with budget and referenced the city council meetings that covered it in more detail. Pearland followed the calculations provided by Harris County, but there was an error due to an unverified number. The city reached out to Brazoria county to verify the numbers it prompted questions and the error was found. The city hired a firm to complete an audit. The deficit ended up being close to $10 million dollars. Carry discussed how the city addressed trying to help with the deficit and recommendations from financial advisors for FY23 and FY24. Challenges will come in FY24 due to unknowns with the tax rate/revenue. There will be a lot of public educations and council discussions coming up. At this time there is no department reductions or hiring freezes. Heater Baker is happy to see that there is no reduction in the departments at this time. City Manager was terminated at that time, but the council wanted to make it clear that it was not a result of the budget; It was a culmination of multiple issues. Trent Epperson is the Interim City Manager. There are no updates at this time for a new city manager- Trent is not interested int eh position at this time. Dennis Jackson asked if we have started looking into where we can trim if we need to for FY24 Carry explained that we are just starting to work on FY24 and that she has asked the staff to plan as if there will be no difference, but to also keep in mind that if there are areas that need to be reduced, they have an idea of where the least impact will come from. Carry explained how the fireworks are planned out and how it is decided what to use as it was something discussed and thoroughly enjoyed at HTC- cakes, shells sizes, fallouts cost, etc. The larger the shells the farther you can see the show, but the smaller the show is better on -site. For the 4th of July, the budget has been increased for the rising cost but also to make the show better. We will be looking for a sponsor this year again. The fence around the sports complex at shadow creek was chosen for the aesthetics and visibility for those watching the events. It also makes it easier when it comes to rentals and permits for the field usage Vision for the Hometown Christmas is to make it a month -long event, if the board members know of any groups, teams, etc. that would like to participate to have them reach out to the Special Events team. There is one vacancy open for Parks Board. There was one person appointed but she declined. There is another applicant that has applied and will be appointed fairly soon. Once it has bene confirmed and she will be appointed, Carry will update the board. There could be one conflict of interest due to an MOU, but she will keep everyone updated. The parks department is a CAPRA accredited department and the re -accreditation is this year. Carry discussed the process and how it works. We are in the final steps, currently doing the self -assessment. The accreditation visit could possibly be virtually this year in May. Dennis Jackson asked if the updated policy manual was one of the items that had to be submitted Once the visit has been completed the visiting board will make a recommendation to NRPA to recertify. The last city council meeting discussed bonds for the upcoming FY. There were three projects that were discussed Hickory Slough was one of the ones discussed. Through discussions there was a lot of interest from the council to prioritize Independence Park and move it up- even prioritizing it above the fire station Once the final version for Phase 2 of the hickory slough project is complete Carry will let the Parks board know. It will help meet the demands of the current teams and groups utilizing the park. This will help attract larger groups, tourism, tournaments, etc once it has been approved. Independence Park phase 2 will include expansion of the pond to make it a usable amenity; adding electrical needs for lights display and a permanent ice rink in December expansion of the playground to be all inclusive and a splash pad. Dennis Jackson asked if there is talk of adding in WI-FI; Carry said if it has not happened before then it will be discussed. All Inclusive playground is coming along Waiting on a couple more things to come in and then the concrete to be added in. The Forever Parks Foundation is looking to have a week- long event with the grand opening of the park- sneak peek tours, VIP tours miracle league games, food trucks. The grand opening date is tentative- Save the Date for March 11 or March 25. Centennial Park restroom renovations should be completed this week. Just started turf conversion at the SCR. Independence park stage driveway was completed right before HTC. Dennis Allen asked about the dirt piles at SCR. Kevin explained that it was possibly part of the sidewalk expansion. Dennis Allen asked if there will be an engagement survey for the communities/citizens this year. Carry will be getting with communications on if that will happen this year and will get back to him on that. Dennis Jackson wanted to make sure that we continue to have quorum and to make sure he discussed the next meeting date. IX. ADJOURNMENT Dennis Allen made a motion to adjourn. Heather Campo seconded the motion. Motion passed. Chairman Jackson adjourned the meeting at 10:01 am. These minutes respectfully submitted by: Carry Caper i'rector Minutes approved s submitted and/or corrected this 12th day of January 2023. Dennis J@ckson, Chairman