2024-08-08 Parks Recreation and Beautification Board Regular Meeting Minutes
Pearland Parks, Recreation & Beautification Board Minutes August 08, 2024
CITY OF PEARLAND, TEXAS
PARKS, RECREATION & BEAUTIFICATION BOARD MEETING MINUTES
AUGUST 8, 2024
The Parks, Recreation & Beautification Board of the City Council of Pearland, Texas,
convened in a meeting on August 8, 2024, at the Pearland Recreation Center &
Natatorium, 4141 Bailey Road, Pearland, Texas. The following represents the actions
taken in the order they occurred during the meeting.
I. CALL TO ORDER
Chair Baker called the meeting to order at 8:32 a.m
Members Present are Heather Baker, Natalie Pecknold, Heather Campo, Karthik
Datta. Member Dixon joined at 8:51 am.
Members absent are Dennis Allen, Julie Waguespack.
Others present were Carry Capers, Director of Parks & Recreation; Kevin Carter,
Assistant Director of Parks & Recreation; and Amy Coykendall, Executive Assistant.
II. ROLL CALL AND CERTIFICATION OF QUORUM
III. CITIZEN COMMENTS
No citizens present.
IV. REGULAR AGENDA
I. Consideration and Possible Action to approve the minutes of the Parks,
Recreation & Beautification Board meeting held on June 13, 2024.
Motion to approve minutes as written made by Member Campo, seconded by
Member Pecknold.
Ayes: Unanimous
Nays: None
Motion passed.
II. Consideration and Possible Action to excuse the absence of Member
Waguespack, Member Dixon, and Member Allen from the June 13, 2024
Parks, Recreation & Beautification Board Meeting.
Motion to excuse the absences made by Member Campo, seconded by
Member Pecknold.
Ayes: Unanimous
Nays: None
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Motion passed.
III. Board Report.
Chair Baker attended Celebration of Freedom and enjoyed it. Discussed the
comments on the Hurricane Beryl debris pickup and mowing of the parks
online. Director Capers discussed the process of debris cleanup after
Hurricane Beryl, damages, the subsequent weather issues after, and
prioritization of maintenance. Assistant Director provided information on the
timeline of when maintenance and mowing will get back to some normalcy.
Member Datta discussed Celebration of Freedom. One comment the had was
regarding the restrooms, one was broken. Provided information on feedback
regarding the ADA parking lot being full during Celebration of Freedom, the
possibility of a shuttle, and secondary ADA parking locations.
Member Campo attended Concerts in the Park and had a great time. Her
nephew attended and is from New Orleans, said he could provide names of
regional bands that would be great to add to the lineup. Director Capers will
send the budget and contact information.
Member Pecknold attended the Farmers Market in the RCN. Some comments
from vendors were they enjoyed the indoors option but most enjoyed the
outdoors. Pearland High school track team train in the morning at
Independence Park. Directors asked if they had a specific route to share and if
the coach would like to have the lights turned on earlier.
Member Dixon gave kudos to the Parks department as he utilized the cooling
and charging station after the Hurricane Beryl. He discussed the RSA meeting,
field scheduling, and field demands.
IV. Forever Parks Foundation Report.
Chair Baker provided updates on Forever Parks Foundation to the Board.
Naming Rights Proposal
Fundraising for Independence Park Phase II
V. Discussion regarding Natatorium Capital Improvement Project.
Director Capers provided an update on the Natatorium Capital Improvement
Project.
VI. Discussion regarding Shadow Creek Soccer Club Facility Use
Agreement.
Director Capers provided information and updates on the Shadow Creek
Soccer Club Facility Use Agreement.
VII. Discussion and Possible Action regarding Trick or Treat Trail.
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Director Capers provided information on Trick or Treat Trail.
Motion to support proposal on Trick or Treat Trail made by Chair Baker,
seconded by Member Pecknold.
Ayes: Unanimous
Nays:
Motion to support passes.
VIII. Director's Report.
Carry Capers provided information and updates on the following topics:
Celebration of Freedom
Centennial Park Restroom and Storage Building Contract
Budget Workshop #1 on Monday, August 12, at 3:00 pm
o Supplemental Requests approved for Camp Staff (9) and
Athletic Field Attendants (4)
Hill House Construction starts on August 19, with approximately 15
months of construction time
Knapp Activity Center funding for outdoor programmable space
Canvus, company that repurposes wind turbines into Park benches and
other amenities
Facilitron purchase order and implementation
Juneteenth Celebration
Parks Masterplan
o Parks Audit
o Potential Knapp Activity Center Expansion
o Additional growth of sports and the potential expansions
o Focus groups to come
V. ADJOURNMENT
Meeting was adjourned at 10:07 a.m.
City of Pearland, Texas:
Carry Capers
Director
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To: Carry Capers, Director, Parks & Recreation
Kevin Carter, Assistant Director, Parks & Recreation
Monica Montoya-Phelps, Assistant Director, Parks & Recreation
From: Lindsey Taylor, Event Coordinator, Parks & Recreation
CC: Kelly Moody, Special Events and Resource Development Manager
Ali Suma, Event Specialist
Date: August 8, 2024
Re: October 2024 Event Updates
Executive Summary
This year, Parks & Recreation conducted a thorough review of City events, examining historical
attendance, budget allocation, staff resources, and their overall impact on fostering a connected
community. To better align with the evolving needs of our community and the priorities set by the
council, we recommend divesting from Trick or Treat Trail, traditionally held on October 31st, and
instead focusing on enhancing the fall Sunset Cinema & Farmers Market on Saturday, October
19, 2024 from 4 – 7 p.m. at Independence Park. This memo details the findings from our internal
review and explains the anticipated positive impact these changes will have on our community.
Highlights
• Saturation: Many local churches and schools now offer Trick or Treat
experiences. See attachment for a list of 2023 Halloween Events.
• Attendance: While Trick or Treat Trail historically attracted more than 2500
attendees, data shows that more than 60% of attendees are from outside of
Pearland.
• Declining Business Participation: Exhibitors dropped to 47 booths in 2023 from
over 70 in 2022.
• Community Focus: Enhancements to Sunset Cinema & Farmers Market will
better serve Pearland and foster community spirit.
• Resource Optimization: New Sunset Cinema programming uses budget and
resources more efficiently for a quality event.
• Family Friendly: Offers a safe Halloween-themed event for Pearland families.
Details
In conducting the event review, Parks & Recreation evaluated event effectiveness, community
impact, and alignment with the City Council's strategic priorities. We focused on key criteria,
including attendance demographics, financial sustainability, and feedback from participants and
exhibitors. Our goal is to ensure that the City’s events not only provide enjoyment but also foster
a strong sense of community among Pearland residents.
Trick or Treat Trail: Exhibitor feedback revealed substantial increases in financial commitments
in 2023, averaging $500 to $800 per organization due to rising costs for candy, supplies, and
staffing. Over 20% of survey respondents indicated that these increases would affect their ability
to participate in future years. Despite proactive and enhanced business recruitment efforts in
2023, exhibitor commitment continued to decline. Additionally, on the day of the event,
approximately 25% of the confirmed 47 booths failed to show up, further highlighting the challenge
of delivering a positive event experience.
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An analysis of Trick or Treat Trail’s attendance history shows a significant portion of attendees
come from outside Pearland's primary zip codes (77581 and 77584), deviating from the event's
original goal of providing a safe alternative to door-to-door trick or treating for the local community.
Attendance Outside of 77584 & 77581
2021 2500 65.6 %
2022 3100 60.3 %
2023 3200 62.6 %
By shifting our focus to enhancing Sunset Cinema and the Farmers Market, we can more
effectively use our budget and resources to create a high-quality, community-centered
experience. This adjustment will allow us to better meet the needs and preferences of Pearland
residents, ensuring that our events continue to be safe, enjoyable, and inclusive.
Suggested Action Items
To prioritize building a connected community and delivering meaningful event experiences, we
are excited to enhance the fall Sunset Cinema and the Farmers Market scheduled for Saturday,
October 19th. We will introduce a new and ‘spook-tacular’ costume parade where guests of all
ages will be invited to dress up and showcase their Halloween costumes with a costume parade
around the hill at Independence Park. This new addition aims to foster community engagement
and provide an inclusive experience for everyone. Additional event highlights will include the
following,
Costume Contest: Awards for the best costumes in five categories: Children (3
age groups), family/group, and pets.
Goodie Bags: The first 250 costumed guests will receive free goodie bags.
Park Decorations: The park's tunnel will have festive Halloween decorations as
part of the parade route.
Entertainment: Enjoy music, dancing, and a bubble machine. Themed costumed
strolling entertainers will be present for great photo opportunities.
This enhanced programming will allow us to better use our budget and resources to create a high-
quality, community-centered experience, ensuring our events continue to be safe, enjoyable, and
inclusive for all Pearland residents.
Attachment: Halloween Events in Pearland (2023)
Halloween Events in Pearland
• Pearland Animal Services Shelter - Annual Hall-O-Woof Bash
• Pearland Canine Resource Center Wag-o-Ween trunk or treat
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• Pearland Town Center: Trick or Treat on Our Street
• The Pearland Medical Center Pumpkin Patch and Fall Festival
• Fall Festival Froberg's Farm
• New Hope Church of Pearland Fall Festival
• St. Andrew Trick or Treat in The Patch/ Movie at the Patch
• The Way of Life Church Fall Festival
• Fall Festival at the Vic Coppinger Family YMCA
• Trick or Treat at Cole’s Flea Market
• Halloween In the Hanger at Lone Star Flight Museum
• Faithsprings Baptist Church
• Fellowship Bible Church
• Fellowship of Believers
• Kid City USA - Pearland
• Chick-fil-A - Silverlake
• Chick-fil-A - Shadow Creek
• Red Circle Ice Cream
• The Goddard School Pearland Parkway
• Pearland West Church of Christ
• Lawhon Elementary - Trunk or Treat
• Challenger Elementary - Trunk or Treat
• AEA Realty - Truck or Treat
• Pearland Junior High East
• Pearland Junior High South
• Alexander Middle School
• Pearland ISD
• Southbelt Elementary
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To: Victor Brownlees, Assistant City Manager
From: Kevin Carter, Assistant Director of Parks and Recreation
CC: Carry Capers, Director of Parks and Recreation
Lorenzo Wingate, P.E., Director of Engineering & Public Works
Chrystopher Bickham, Superintendent of Parks and Recreation
Date: July 29, 2024
Re: Pre-Award Memo for Centennial Park Storage
Executive Summary
This memo provides information regarding the Centennial Park storage building current status and the
forthcoming proposed award of a Purchasing Co -Operative contract associated with the project. The project
will include demolition and removal of existing metal storage building and fence. The new 1,800 square f oot
storage building will be a CMU block building with a metal roof . This design coordinates with existing
Restroom/Concession building as well as the new restroom installation between fields 5 & 6. One roll-up
door and walk-thru door will be included to allow secure access and storage at this location. Storage building
location has been moved away from floodway and is located near the existing concrete area to allow for daily
operations accessibility. This site provides remedy to the lost storage space following the 2022 restroom
expansion project.
Background
Centennial Park is one of the City of Pearland’s largest community parks that serves residents and visitors
through a wide variety of amenities. Centennial Park Phase I and II included walking trails, 4 tennis courts (2
of which are multi-purpose striped for pickleball), 6 basketball goals, playground, splash pad, 3 rentable
pavilions, 6 softball fields, disc golf course, restrooms, and concessions. The 6 softball fields are utilized daily
through a Recognized Sport Association (RSA), seasonal athletic league play, and are a highly sought-after
tournament venue. The existing restroom facility was recently renovated in 2022 to help accommodate the
highly attended event rentals such as tournaments. The renovation upgrades of the existing restroom facility
included increasing stall capacity from 4 to 8 within the existing footprint of the building. Other impr ovements
included painting the exterior/interior, relocating electrical panels to the exterior walls, as well as the
addition/upgrades to lighting, sinks, and toilets. Prefabricated restrooms are in planning stage for fields 5 &
6, forecasted completion in FY 2024.
Bid Process to Date
Joiner Architects completed construction and bid documents with a preliminary cost estimate of $537,000 to
be funded through General Fund and Parkland Development Fund.
August – September 2023: A Competitive Sealed Proposal (CSP) solicitation was advertised August 23 rd
and August 30th, 2023, and opened on September 21, 2023.
Result: The bid opening was determined by Legal staff to be non-conforming to statute due to proposal
amounts not being read into record at the public opening and a re-bid was recommended and scheduled for
November 2, 2023.
October – November 2023: The subsequent CSP solicitation was advertised October 4th and 11th, 2023 and
opened on November 2, 2023. Three (3) proposals received:
•Cox Commercial Construction submitted a bid of $699,779,
•Portfolio Builders submitted a bid for $799,000, and
Mayor & Council:
Contract for construction of storage building at Centennial Park coming to 8/12
meeting for approval. This is a planned project, within budget and procured
through a co-operative purchasing arrangement with Harris County.
-Victor
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•Millennium Project Solutions submitted a bid for $924,553.
Result: All bids were higher than preliminary cost estimate. Staff recommended rejection of all bids. On
December 6th, 2023, Resolution #R2023 -258 was approved by Council rejecting all bids for construction
services associated with the Centennial Park Storage Building .
Current Status
A proposed contract with Construction Masters of Houston, Inc, is offered through Harris County Department
of Education/Choice Partners (HCDE/CP) cooperative pricing contract 24/018MR. This contract meets all
municipal competitive bidding requirements of the Texas Local Government Code, Chapter 252. The
contract proposal includes the labor, materials, equipment, insurance, and supervision of the storage
building and slab foundation.
Total Construction Masters contract cost is $670,814.43, including the discount that is provided through the
Choice Partners Cooperative Agreement, requisite Performance and Payment Bonds, and an unforeseen
contingency allowance of 10% of the contract. Construction Masters of Houston has performed work in the
City successfully completing the Delores Fenwick Nature Center, the Engineering and Public Works
Operations building, along with many other smaller projects throughout the City.
Next Steps
Upon award of the contract by Council, a Notice to Proceed (NTP) will be issued to Construction Masters of
Houston, Inc. Substantial Completion shall be accomplished within 120 days from NTP.
Project Funding
There is a total of $670,815 allocated toward this project, $616,154 from the Parkland Dedication Fund and
$54,661 from the General Fund.
Funding Sources Series To Date Future Total Budget
General Revenue - Cash -
Certificates of Obligation -
General Obligation Bonds -
Other Funding Sources – Fund 340 616,154 670,815
Other Funding Sources – Fund 100 54,661
Total Funding Sources 670,815 - 670,815
Expenditures To Date Future Total
PER
Land
Design
Construction 594,958 594,958
Construction Management/Inspection
Construction Materials Testing
Performance & Payment Bonds 14,874 14,874
Total Expenditures -609,832 609,832
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Project Contingency 10% 60,983
Project Balance 670,815
Schedule Info
Notice To Proceed August -24
Construction Start October-24
Construction Completion December-24
Recommendation
Staff will recommend Council award a contract to Construction Masters of Houston, Inc. for the labor,
materials, equipment, and supervision of the Centennial Park Storage Building through the Harris County
Department of Education Choice Partners cooperative purchasing program in the amount of $670,814.43, at
the August 12th Council meeting.
Previous Memos
Centennial Park Storage Reject All Bids by Carter.pdf
Centennial Park Restroom Renovations by Bickham.pdf
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Project Map
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