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HomeMy WebLinkAboutFBMINUTES090507Friends of West University Place Parks Fund, Inc. Board Meeting Minutes September 5, 2007 Friends of West University Place Parks Board met on Wednesday, Sept 5, 2007, at 11:35 a.m. at the West University Place Recreation Center, 4210 Bellaire Blvd. The following were in attendance: Board Members Joni Fichter Leah Ragiel Judy Bouillion Susan Sample Vicki Grams Lynne Goddard Maria Elena Herbst Sue Jensen Executive Director Donna LaMond Parks & Rec Staff Tim O'Connor Others Chuck Guffey Dorothy Kaldis Diane Cain Joni Fichter called the meeting to order at 11:40 a.m. President's Report - Joni Fichter • Welcome! • Dorothy Kaldis has agreed to co-chair PLB with Diane Cain. We are so lucky to have them both! • Guild has been formed and they have a calendar in place and volunteer opportunities to sign- up for. • Parks Planning Committee - questions or suggestions, contact Dave at dave_agerton/us✓enbridge@enbridge.com. • Friends Park is progressing. We've processed the $100K check to the city for reimbursement of construction to date. We'll need to help with a dedication upon completion. • Fathers & Flashlights is setting records with lots of new donors and a to-date total of $23,025. Congrats! • Garage Sale date is being changed to spring. • We are looking for new Board members. Please forward any ideas? Deirdra Carr was mentioned. Approval of the Minutes and Sian-in Sheet - Judy Bouillion A motion was made by Vicki Grams and seconded by Lynne Goddard to approve the August 1, 2007 Minutes as sent. The motion carried. Parks & Rec Report - Tim O'Connor Park Planning Proiect: • City has amended the contract with Carter & Burgess Inc., to include 1) conducting a Community Survey of parks and recreational needs and preferences and 2) assist staff and Council in developing and implementing a timeline for possibly going to the voters with a Municipal Bond Election in May of 2008. • The Survey is to be completed by the end of October 2007, with a public presentation of the results to follow in early November 2007. • Staff is preparing a preliminary Business Plan, in anticipation of the redevelopment of the Colonial Park Recreation Center & Swimming Pool and the West University Recreation Center & Swimming Pool. Friends Park: • The construction of Friends Park is moving along on schedule and as the photographs indicate, the progress is quite visible. • The brick fence on the east side of the park, separating the park and the Raymond's property, is 90% complete. 100% complete on the Raymond's side and 80% complete on the City's side. The reason for the final three-foot on the west side not being completed is due to the fact that 22 yards of masonry grade mortar will be poured between the two walls, to provide stability, and this will allow that application without risking overloading the walls. The brick fence is anticipated to be completed by the end of this week, weather permitting. • All structure support piers have been drilled and poured. (Clock Tower, Seating Arbors, Seat Wall, Lighting, etc.) • Clock Tower is being fabricated (off-site) and should be delivered/installed within the next 3 to 5 weeks. • Arbor fabrication is underway (off-site) and should be delivered/installed within the next 4 to 6 weeks. • All electrical rough in has been completed. Note: All electrical conduit is underground. • Site Work and Grading: 80% Complete • Drainage Work: 90% Complete • Estimated Park Completion Date: November 10, 2007 • A formal Park Dedication Ceremony and ribbon cutting will be conducted, once all the work is complete. An "official" date and time for the ceremony shall be established by the Friends Board. City Wide Tree Maintenance Proiect: • Bid has been awarded to Texas Services, LTD. • Work began on June 1, 2007 and is approximately 80% complete as of 8/31/07. • Work to include comprehensive tree care in parks and identified trees on municipal property. • Cost: $8,935.00, funded through the WUP Tree Trust. Parkland Acquisition Sub-Committee: • Investigating potential park properties, between Edloe & Buffalo Speedway / Bissonnet & Bellaire, for the development of a future neighborhood park. • 2 million in funding was approved in the November 2006 Bond Election. Colonial Park Drainage Project: • Project involves re-grading the east end of the park, to terminate the ponding that currently exists. • Project Cost: $5,800.00 Friends of West University Place Parks Inc. approved fully funding the expense and City Council authorized the expenditure. • Involves grubbing and re-grading approximately 9,000 square feet, with new turf being rolled in place. • Involves approximately two days work, requiring the east end of the park being closed. The new turf will require being undisturbed, no foot traffic, for approximately thirty days. • It has been determined that the work will be scheduled after the start of the 2007/2008 School Year - early to late October 2007. Eagle Scout Project @ Whitt Johnson Park: Mardi Turner and Eagle Scout Candidate, John LaMond, have finalized plans for the project at Whitt Johnson Park. Estimated completion date early to mid October 2007. The following is the scope of that proposed project: Renovate the Gazebo - inclusive of power washing, staining and resealing the structure. Plant a "butterfly garden" at the entrance of the park, to the immediate of the inside of the front gate. • Re-Plant the large cast-iron planter at the entrance to the park. Enhance the plantings on the landscape island at the corner of Carnegie and Wakeforest, around the utility boxes. • Facilitate a general park clean up, inclusive of power-washing the sport courts. Friend's Board: • Developing a five-year playground improvement plan, for the period beginning 2008 through 2012. Plan intended to allow the annual Park Lovers Ball Planning Committee to promote definitive park and playground improvements at Huff ington, Colonial, Judson, Wier and Whitt Johnson Parks, in their fundraising efforts. Goal is to have the plan approved by September 2007. • The date for the 2008 Park Lover's Ball has been set for February 9, 2008, tentatively at the Hotel Za-Za. • Friends Executive Director LaMond and President Joni Fichter are working with the Fathers & Flashlights Planning Committee and City Staff in preparation for the first annual event scheduled for Saturday, October 27, 2007. Potential for revenue to the Friends is estimated to exceed $20,000.00 • Friends Guild is ramping-up to assist with the Father's & Flashlights event and in possibly coordinating the Parks Board efforts with the park Ambassador's Program and the Park Beautification efforts. Parks & Recreation Operations: • Fall classes, programs and activities are in full swing, with a majority of our offerings making the registration minimum requirements. • City Council approved the hiring of the requested Administrative Recreation Specialist position. This full-time position has been posted, interviews conducted and we anticipate it being filled by September 14, 2007. • Staff has prepared an updated Fee Schedule for all PARD facility memberships, admission fees and facility rentals, working with Parks Board Member Dave Agerton. We will present an updated fee schedule to City Council in conjunction with the 2008 Budget. • The 2008 Budget Process is underway. 1) We are not requesting any new positions. 2) 1 anticipate any park playground and park equipment Capital Improvement Projects (CIP's) will be funded through the fundraising efforts of the Friends Board. 3) Preliminary listing of CIP's we will be requesting funding for: A) Fibar Upgrades, $3,000.00 B) Re-plaster Colonial Pool, $25,000.00 C) Renovation of Public Works Kitchen, $4,300.00 D) Renovation of Fire Station Kitchen & Dining Area, $5,800.00 E) HVAC Equipment Replacements, $28,000.00 4) We will be proposing increasing fees to recover whatever percentage of the operations and maintenance budget the Council directs us to. 5) Cardio Equipment for Colonial Park Recreation Center, $7,500.00. Operations and Maintenance budgets should remain close to the 2007 Budget, but • With gasoline prices rising, we anticipate many of our contract services and goods increasing in price - exact percentage unknown at this time. • Preparations continue with producing RFQ's for both the city's janitorial and mowing/landscaping contracts. We anticipate facilitating those bids in the fall of 2007. • Senior Water Exercise Program registration quickly filled-up, with five folks currently on a waiting list. • Senior "Early Risers" exercise program is at registration maximum. • Senior Theme Meals, Tea Dance and Field Trip programming efforts are meeting with great success - both resident and non-resident participation. • West U Boot Camp has 60 participants enrolled in the MWF 5:00am class, 29 participants enrolled in the MWF 8:00am class and 20 participants enrolled in the TT 8:00am class. Enrollment is expected to increase even further by the end of September. • Planning has begun to implement the Rental Caretaker program, with a target implementation date of January 1, 2008. Staff toured the new Bellaire aquatic facilities and will be arranging a tour for the Parks Board and City Council later this month. "Pool Enclosure Tour 2007/2008": Inflatable Pool Enclosure is scheduled to be installed beginning October 29th. Pool will remain closed until November 11th. We have scheduled the re-painting of the parking blocks and various other small repairs/updates at the Colonial Park complex, during this period. Executive Director's Report - Donna LaMond • As suggested by Walter Thomas recently, drafted a Friends Conflict of Interest Statement and emailed it to Board member Susan Samples on 8/06/07. She reviewed it and gave it her blessing. Will take this to the next step in getting this statement approved and implemented with board members. Joni Fichter helped by providing a sample go by statement from another organization. • Walter has been doing taxes for Friends, do we need to hire someone when Walter retires? Should the city pay for this? Does Friends pay a portion of this? • Wrote and/or edited and submitted Articles for City Currents on Fathers & Flashlights event and PLB08, and on the Friends Guild. • Continuing efforts to close out books for PLB07. Northern Trust ended up not being able to match Diana Browns' generous contribution so we cannot include them as an underwriter for this past ball. Diana did try, but ultimately it was decided that our organization does not meet their criteria for a matching donation. • Also, from PLB07, due to circumstances beyond our control, the hosts and hostesses for the Sept. 8 sociable West U Hoedown and Chili Cook-off decided to cancel the party. Mailed a letter to all who had signed up offering them either a refund or a tax deduction for the cost of their tickets to the event. Only one person asked for a refund. Will send a tax acknowledgement to the others as had been indicated if had not received a request for a refund by Sept. 5, would consider it a donation and mail them a receipt. • Working with Parks & Rec Department and Event Chairs, Daryl Hoover and Jennifer Gatto on the Fathers & Flashlights event, including underwriting, public relations, brochures, registration materials, website updates. Also prepared document of sponsorships for any printed needs to print as sponsors requested. This will be updated as new sponsorships come in. We had a committee meeting on August 28 and the next one is scheduled for Sept. 10. Registration for the event started today. Daryl Hoover and/or Jennifer Gatto will provide you with more information on this event. A copy of the latest underwriting results here today for anyone to review. We expect to reach $25,000 in underwriting at least for this event. Competed IRS Form 990 as requested by Walter, which included details on board members, and how many hours per week each devotes to Friends business. PLB08 - meetings with Dorothy Kaldis and Diane Cain on August 13 and August 17. Working with them to assemble team for the ball. Attended meeting at Hotel ZaZa on August 20 with Diane Cain, Dorothy Kaldis, Maria Elena Herbst, and Vicki Grams. Purpose was to introduce the facility to Ball chairs and orient everyone with the venue since it has opened. Provided information to Ball chairs for generating underwriting and auction materials for the 08 ball. We are meeting today back at Friends office after this meeting to work on the ball. They will also provide a PLB08 report later in this meeting. Working with Leah Ragiel on the new Friends Guild, along with Susie Boyce. We had a meeting in my office on August 27 and really accomplished a lot. . Leah will provide a report on the latest with the Guild. Attended a mandatory City of WU Harassment/Appropriate Workplace Harassment Training on Wednesday August 22. At Walter Thomas' request, asked Sue Hanna to cut a check to the City for the new Friends Pocket Park for $100,000. This amount includes our original commitment of $25,000, then our later commitment of $75,000 to make it an even $100,000. These commitments are documented in past Friends minutes. Gave the check to Susan White and Tim O'Connor yesterday. • Working on Spooky Party Two scheduled for October 20. This is a sociable that was offered at PLB 07. Provided information of who signed up to host group and encouraged them to invite more people. Lynette Cone has been very kind to help spearhead the party along with Vicki Grams. Lynette is meeting with the host group next week to finalize details. The location, Blanco's, is taken care of, and we have a DJ for the party. We will continue to publicize and recruit more guests. The cost is $50 per person, which includes two drink tickets. • Wrote and gathered articles and photos and emailed to Margaret Wallace in an effort to get the membership newsletter completed. Judy Bouillion is working with Margaret and me to get this project taken care of. Judy may have more to report on the progress of this project. I have not seen anything back from Margaret thus far. Board Reports Treasurer's Report - Sue Hanna Reports distributed by Donna LaMond in Sue's absence. Park Lovers Ball - 2008 - Diane Cain & Dorothy Kaldis • Dorothy Kaldis will be co-chair. • Visited Hotel ZaZa for measurements and ideas. • Kim Wilson will be underwriting chair. • Robin Andrews will help with decorations. • Letters will be sent out next week to our Underwriters, • No auction chair at this time, although we have a committee. Dorothy will chair in the meantime. • Donor forms are ready and available, Dorothy needs more committee members. • Suggested having a parks corner since there is no focus for funds raised at the PLB • Band - no band contracted at this time. Have contacted last years band and investigating others. Admin Committee - herein after included in Donna LaMond re ort since no Chair. No report. Maria Elena Herbst suggests a water bill insert explaining what Friends does. November bill should be targeted for year-end donations and PLB. Newsletter/Membership - Judy Bouiiilon Draft received and will edit the newsletter this week. Marketing/PR and Development - Susan Sample Garage Sale moving to the spring. . Friends Guild - Leah Ragiel An email address has been set up for the Guild - friendsguild@sbcglobal.net Initial Guild coffee will be held Friday, September 14th at Cece McCann's home at 9:30 a.m. Monthly coffees will be held from September to April, the 2nd Friday of each month. Leah attended Fathers and Flashlight meeting. The first annual event will be held on October 27, 2007. The group has a database. Leah is defining job descriptions and events: • Park clean up • Internal jobs • Coffees • Coordinating volunteers Goals/Guidelines: Launch mode for the Guild - 9/14 coffee; evite sent; monthly coffee; 2"d Friday of Month; schedule handed out; $25 membership; service organization; associate self with committee; Have someone in Guild in charge of group; request ideas for how the Guild can help, and present to Leah; Susie Boyce keeper of data base. Wish List/Giving Tree and Special Events & Proiects - Vicki Grams and Maria Elena Herbst No report. Business Partners and Stork nroiect - Lynne Goddard No report. Contracts. Nominations and Bylaws No report. Old Business There has been some discussion of hiring an accountant. Walter Thomas is planning to retire in January. New finance director may or may not be able to handle the not for profit tax return. Over the years it has been discussed that Friends hire an independent auditor. Can we get a volunteer from the community? Do we need to be audited to apply for grants? New Business • It was suggested that a donation be made to West U Elementary School for park maintenance for their participation in the Fathers and Flashlights program. • Chuck Guffey, City Councilman, noted that Friends is doing a great job. Friends Park is exotic and nice. It should be pointed out that the clock was donated by Friends and purchased out of Friends' $100,000 donation. Next board meeting is scheduled for Wednesday, October 2, 2007 at 11:30 a.m. There being no further business the meeting was adjourned at 1:00. Respectfully submitted, Judy Bouillion Secretary 0