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HomeMy WebLinkAboutFBMINUTES100108Friends of West University Place Parks Fund, Inc. Board Meeting Minutes October 1, 2008 Friends of West University Place Parks Board met on Wednesday, October 1, 2008, at the West University Place City Hall at 3800 University, in the Bill Watson Conference Room. The following were in attendance: Board Members Joni Fichter Debora Connelly Beth Lane Sue Hanna Susan Garofolo Susie Boyce Susan Sample Executive Director Donna LaMond City Councilman Chuck Guffey Staff Tim O'Connor Advisory Board Member Dana Grams Joni Fichter called the meeting to order at 11:41 AM Parks and Recreation Report - Tim O'Connor Park Planning Project • City Council approved conducting a Municipal Bond Election on Tuesday, November 4, 2008. The Bond Package involves a single Proposal for $13.8 M dollars exclusively for the re-development of the West University Recreation Center & Swimming Pool and the Colonial park Swimming Pool and Recreation Center. • Two PAC's, Political Action Committees, have been formed and registered with the City Secretary. One PAC in favor of the bond proposal and one PAC opposed to the bond proposal. • Staff, by virtue of State Law, can not publicly support or oppose a municipal bond election. Staff's only direct role is top provide all interested groups and individuals with factual information. Wier Park Playground Renovation Project • Hurricane Ike has delayed the re-opening of the new Wier Park playground systems. The project is approximately 95% complete, with the concrete work being re-scheduled for mid-week of 9/29 -10/3/08. The concrete work involves the forming and pouring of concrete sidewalks and a barrier wall between the tennis courts and the infant through 5 years old's playground. • We lost one of the four (4 ) old-growth Lace-Bark Elm trees during the storm. The tree unfortunately fell on the newly installed 6 through 12 year old's playground system, damaging two element of that structure. Replacement elements have been ordered, but an exact delivery/installation date has yet to be confirmed. • The "signature" play piece, specifically the large play sphere, was damaged during shipment and has had to be re-ordered. • All park benches, picnic tables and trash receptacles have been set in place. • The artificial shade structures, specifically over the picnic tables on the southeast side of the park will be installed by 9/30/08. • Staff anticipates being able to partially re-open the playground by 10/3/08 Whiii Johnson Park Tree House Playground Element • Project funded through Friends and a generous donation from the Siegal family. • The project was delayed due to the Wier Park delays, but installation of the tree house began on 9/25/08 and should be complete by 9/30/08. • The original plan for playground base involved the continuation of the concrete retaining wall and Fibar mulch application, but after meeting on-site with the City forester, playground equipment installer, Parks Board Member & Whitt Johnson Park Ambassador Mardi Turner and staff, it was determined that such an application would place the two beautiful Live Oak Trees at-risk. We decided to incorporate an artificial- grass playground base, which meets or exceeds all of the National Playground Safety Institute ( NPSI ) requirements. This application will be bordered by a hand-dug four inch concrete retaining wall, transition into both the open green space and the existing playground systems and provide a color than "masks" the fall zone impact to the green space. • The cost of this artificial turf application is more expensive and Friends has generously agreed to pay for the change-order to fund the approximate $3.6K difference. • We anticipate the playground opening to the public on or before Friday, October 3, 2008. Park Acquisition Sub-Committee • Sub-Committee continues to investigate identifying potential parkland within the identified area of WUP, specifically north from Bellaire Blvd. to Bissonnet, between Buffalo Speedway and Edloe. Hurricane Ike Overview Hurricane Ike exacted very significant damages to the City of West University Place. It is estimated that there is over sixty-five thousand cubic yards of vegetative debris and construction debris that fell victim to the storm. CenterPoint power outages were the greatest single inconvenience faced by most WUP residents. There were several homes that had trees fall into the structure, multiple downed electrical lines and several natural gas leaks. • Attached is a supplemental report that was distributed electronically to all PARD Boards last week. • Significant PARD facility damages: West University Recreation Center and the Colonial Park Recreation Center were heavily impacted by the high winds and rain. • A complete damage assessment report is forthcoming. The report will be prepared by staff, in conjunction with our Insurance Adjuster and the engineering firm of Gilbane. We feel it is paramount that the information be released only after all of the appropriate investigations and studies are conducted. This will insure the accuracy and consistency of the final report. • There are some very irresponsible rumors making the circuit. Please encourage those you come in contact with to discount those rumors and wait for the City Manager's final "State of the City" report, which will be published once all pertinent information is collected. Parks & Recreation Operations • The Parks and Recreation preliminary budget was tentatively reviewed by Mayor and City Council, with the exception of Councilmember Talianchich, who will be given the same review that was presented in Special Workshop on Saturday, September 27, 2008. The budget will go through two public hearings before City Council and it is anticipated to be adopted by late October 2008. We will provide our Advisory Boards with a detailed copy of the PARD budget, once it is approved. • The Park and Facility Maintenance Manager position has been filled by Joe Murray. Joe brings extraordinary amount of professional experience in park maintenance, facility maintenance, project management, customer service and personnel management to the job. Joe has been a tremendous asset to the post Hurricane Ike effort, specifically in coordinating with the insurance company, maintenance contractors and building contractors. • Work on preparing a DRAFT of a Parks Naming Rights Policy for review by the Parks Board has been delayed until early fall of 2008. A Parks Board Sub-Committee was appointed to assist with this effort and each of those members has been provided with an information packet. • A total of 217 Case-Tracker Work Orders were facilitated by the Facility and Park Maintenance Division. • A complete Due Diligence of all forty-seven of the City's HVAC systems is underway. The City Manager has authorized funding the highest HVAC repair & replacement priorities, to be completed during the on or before December 15, 2008. • The September through December 2008 edition of the Senior Newsletter - Hi-Neighbor was printed and mailed-out to residents on August 6th. • Senior programming has been experiencing an increase in participation, specifically the low organized - no cost programs. No increases in paid programs have been experienced, but that is typical during the summer season. • Work on the development of a Grant Application Plan, specifically for augmenting Friends efforts in funding park and playground improvements, is underway. Staff is working with Stephanie Roman, Friends Board Member, on this effort. The emphasis will be on our neighborhood park acquisition and development, since County, State and Federal grants all require that non-residents must be allowed admission to recreational facilities built in whole or in part with their funding. • A tremendous amount of staff time has been devoted to researching and developing documents relative to the proposed park planning efforts. • Staff has dedicated over 120 hours to date in the planning and promotion of the upcoming Second Annual Fathers & Flashlights program. It is estimated that this event will generate approximately $30,000.00 in proceeds, to be donated to the Friends of West University Place Parks Inc... Chair's welcome - Joni Fighter Joni began by stating that she is glad that everyone weathered IKE ok and thanked the city staff for all of their hard work and dedication. They worked around the clock! We are blessed to live in this caring community! There is a Vote YES for Parks Bond meeting coming up so for info ask Janine Schueppert or Russ Schulze. They are seeking committee members to help drive this and we have gotten good endorsements from Friends Board, Parks Board, and numerous other neighborhood groups which will be sent to the press. If other groups you are involved with are endorsing, please tell Janine and Russ. These can be play groups, schools, sports, clubs, scouts, any group who endorses our efforts. Spread the word and ask your friends to get out and vote YES as well as in the political races. Judy Boullion, Secretary, has a conflict so Debora Connelly will fill in as secretary today. Approval of the Minutes and Sign-In Sheet - Joni Fichter A motion was made by Susan Garafolo and seconded by Beth Lane to approve the minutes as sent to all for our last meeting. The motion was carried. Executive Director's Report - Donna LaMond During the week following the hurricane, the city asked Donna to report to City Hall each day and serve as the public information representative. The Community Building was closed and did not get power restored until later in the week. Minimal Friends business was conducted during this week. The 2009 ball is underway full steam ahead and Fathers & Flashlights is happening this coming Saturday, Oct. 4, and Sunday morning, Oct. 5. Susan Garofolo will update you on the status of the ball. Due to Hurricane Ike and some City of West U computer/server issues, things are a little behind as far as getting letters out and so forth. However, it is expected all will catch up quickly. As a reminder, major board participation is expected with soliciting auction items (at least five items per board member) and bringing in underwriting (putting together at least one table). Nick Ro and Donna attended a meeting with Allen Crosswell on Sept. 8. That meeting went well. Mr. Crosswell committed to a donation, the amount yet to be determined. Nick is busy lining up underwriters and meetings. There is a tentative meeting scheduled with Walt Mischer, Jr., on Oct. 7. The 2008 Fathers & Flashlights event is completely sold out with a waiting list of 15. Current registration stands at 225 Dads and 372 children. To date, Underwriting is at $25,240. The Friends website is updated including the current listing of sponsors and underwriters. The event promises to be yet another spectacular campout! All are encouraged to at least stop by and walk around to see what a truly great event this is and to show your support for this since it directly benefits Friends. As mentioned before, this year there is an optional sign up opportunity for a volunteer Moms sociable at Edloe Deli the night of the camp out, Oct. 4. There is an additional charge for this for interested moms, $15 at the door. Leah Ragiel is getting set for the four Guild coffees that are scheduled during the school year. Donna worked with her on organizing and getting things together for the first coffee scheduled for October 8 at the home of Elaine Day, 3011 University Blvd. The meeting will kick off at 9:30 a.m. with coffee and socializing with the program getting underway at 10:00. Every effort it made to have everything wrapped up by 11:00. Leah could not be here today and has asked Susie Boyce to provide more info on the Guild for us. The Friends website has been updated on the Guild information as well. Donna has been working with Catherine Chandler on getting everything together for the PLB08 sociable, Designer Martini Tasting. It is scheduled for Friday, Oct. 10 at Catherine and Gary Chandler's home. This fundraiser is being hosted by Diane and Jim Cain, Catherine and Gary Chandler, Kim and Dan Cooper, and Kelley and Steve Lubanko. All 25 couple slots are filled. The third annual Spooky Parry planning is well underway as well. This is another sociable from PLB08. It will be at ka~ Blanco's on November 1. The hostess group met Tuesday, Sept. 30. Spots are still available for this fun event and your help is needed to invite more fun people. It is $50 per person. Costumes are a must and there will be prizes for best costumes. Tommy Blaze is the DJ again for Spooky Party III. Board attendance at this party is highly recommend .....it is a very fun party and is gaining a reputation for being a must attend annual event. It is being hosted by Lynette & Mark Cone, Ann & Tom Bastian, Michelle & Tom Bickham, Susie & Lance Boyce, Johna & Gary DiMuzio, Vicki & Dana Grams, Melissa & Zach Granberry, Kari & Todd Greenwalt, Carol & John Gunn, Lisa & Mike Heim, Donna & Marc LaMond, and Leah & Steve Ragiel. If you are interested in attending, please let Donna know. It is expected that the party will fill up. Efforts are continuing with Engravestone on new paver orders, including new pavers for Friends Park. As are minder, there was a little issue at Wier Park and as they were tearing out the equipment, etc., they inadvertently messed up some of our pavers there. T. H. Harper and Associates is assuming responsibility for these pavers that will need to be replaced. Garage Sale Spring 2009 update A date needs to be set for the garage sale. Donna suggested that Sue Hanna and Stephanie Roman check in with Susan White and start the process of securing the date so that it does not conflict with other area events. Discussion: Concern was expressed about a location for the garage sale since the Rec Center will be closed until further notice due to Hurricane Ike damage. Donna reminded everyone that we still need new board members and encouraged the board to advise her of any prospects. Treasurer's Report - Sue Hanna Copy of treasurer's report attached. Board Reports PR/Marketing - Elizabeth Karkowsky (not present) Since last meeting and prior to Hurricane Ike Several articles in paper regarding Wier Park renovations - 1) Houston Chronicle - West U Section - Front page story and several pictures - Headline: "Upgrades under way at Wier" - Sept. 4 2) Village News - "Wier Park Closed for Remodeling" - Aug. 26 3) West U Examiner - "Wier Park to close for upgrade" - August 27 4) Instant News West U - online article Working with neighborhood weeklies this week to get coverage at Fathers & Flashlights this weekend. Meeting with Village News to set up interviews this week to cover FF - They most likely will contact Joni, Daryl, or Jennifer for interview. Working with Leah to send out press release on Guild Coffee Oct. 8th. Hurricane Ike interfered with plans to meet with Donna regarding developing PR calendar - will reschedule meeting with Donna in next few weeks. Secured "Travel" auction item for Park Lovers' Ball. Membership and Marketing - Debora Connelly No report Development (Grants & Foundations) - Stephanie Roman (not present) No report Park Lovers' Ball 2009 - Susan Garofolo There have been a number of delays with regard to printing, etc. so the auction and underwriting letters are just now going out; otherwise everything is going well. We have some new additions to the auction committee including Katy Holt, Kelli Watson, and a few others. We will be having a wine get-together very soon to kick-off the auction, with Susie Boyce as our guest and auction expert as the speaker. I will be at the Guild coffee on October 8 to talk about the PLB 2009, and Leah and I have met to review tasks that guild members may sign up for to assist with the PLB 2009 including the working coffee on February 17, 2009 at Linsey Hasenbank's home. I have your auction packets ready for you today, except for the note cards, which I will deliver to your homes in the next week. There are donor forms and generic letters that you can give to anyone. I also will be sending out the auction form and letter to all Board Members via the internet so that you can forward it as needed. Thank you for your support of the PLB 2009! Trying to schedule kick off auction meeting for next week where Susie Boyce will go over the auction and how it should all work. Special ProiectstWish List - Susan Sample and Maria Elena Herbst (not present) We're assessing the cost/benefit and publication requirements for the cookbook project/fundraiser. Business Partners and E-Store - Beth Lane No report Fathers and Flashlights - Daryl Hoover and Jennifer Gatto (not present) Report on this event included in Donna LaMond's report. Friends Guild - Leah Ragiel (not present) and Susie Boyce Postcard invitations to the October 8 Guild coffee are being distributed today. Please invite your friends and neighbors. Membership forms are being distributed as well. Al Friends board members are encouraged to become Guild members. The $25 annual membership fee covers hostess costs and other meeting expenses. The first coffee on Oct. 8 is at the home of Elaine Day, 3011 University. The doors will open at 9:30 and the meeting will begin at 10:00 a.m. Everything should conclude by 11:00 a.m. Janine Schueppert of the Parks and Rec Board will be making a presentation about the November bond election. City Council Report - Chuck Gulley New City Secretary Thelma Lenz and Finance Director Rhonda Daugherty have been hired and are now on the job. Both are highly experienced and qualified. For the past two years West U has kept the level of tax income flat by reducing the tax rate to reflect the higher property values that have occurred due to new construction and higher appraisals. This year the city's tax income will be increased to recognize higher personnel costs due to insurance and salary adjustments.. Preliminary calculations indicate that the overall rate reduction will be only 0.6 cents per $100 of home values this year compared to a 3.6 cents reduction last year. As a result, the average non-senior homeowner with a $750,000 valuation will see about an 8% or $200 per year increase in city taxes. Seniors will see a much lower increase due to the increased appraisal exemption provided by Council this year. West U taxes are about half of the City of Houston rates. Old Business - Donna Lamond Regarding business cards, Donna passed along information from the last board meeting where it was decided Friends will provide business cards for board members to Susan White who is working on the cards for us. New Business - No new business. The next Friends board meeting is scheduled for Wednesday, November 5, 2008 at 11:30 at West University Place City Hall, 3800 University, Bill Watson Conference Room. There being no further business, the meeting was adjourned at 1:25 p.m. Respectfully submitted, Debora Connelly for Judy Bouillion, Secretary