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HomeMy WebLinkAboutF Minutes090110Friends of West University Place Parks Fund, Inc. Board Meeting Minutes Wednesday, September 1, 2010 Friends of West University Place Parks Board met on Wednesday, September 1, 2010, at the West University Place Recreation Center located at 4210 Bellaire Blvd in the Friends Board Room. The following were in attendance: Board Members Executive Director Leah Ragiel Donna LaMond Judy Bouillion Adrienne Vanderbloemen Sue Hanna Amy Sahely Matthew Foytlin Stephanie Davis Debora Connelly Susie Boyce Susie Garofolo Elizabeth Karkowsky Steve Primrose Stephanie Roman Arlene Harper-Veith Guests Staff Amy Reeves - PLB2011 Tim O'Connor Jennifer Debow - PLB 2011 Anne Freeman - F & F 2010 Courtney Archer - F & F 2010 Reporter Advisory Board Joni Fichter City Councilman George Boehme Chair's Welcome. Report and Parks Board Report - Leah Ragiel Welcome and Calling of Meeting to Order • Thanks to everyone for attending. • Many thanks to those who have been busy working on Friends business over the summer and also most recently on some of the events we are preparing for now. Parks Board Business Parks Board continued to meet during the summer and I attended those meetings. They took a month off. • Main order of business was to continue to hear feedback on the opening and start-up of our new facilities: Colonial Park Pool and the Rec Center. I can report that both facilities have been very well received by the community. The facilities' financials are exceeding their budgets. Last meeting was on the fees for next year. With less than a year of operations, the overall feeling was that there shouldn't be much of an adjustment in fees. Therefore they were kept largely the same, except for some minor increases in one or two areas where it was felt that they were too low. Board Changes • Robin McGowan has moved to London with her family and has therefore resigned from the board. She was handling Administrative work with Donna. Now Debora Connelly will step into the Administrative role and will also begin to keep a Marketing Calendar for Friends. (a role that will be important as we step up our efforts this year to reach out to our constituents) We have open spots on the board and I would like to propose that we nominate Anne Freeman and Courtney Archer to join us as board members. It makes sense as they have been superb two-time chairs of Fathers and Flashlights and have also stepped up to the plate to chair the Park Lovers' Ball of 2012. A motion was made by Susie Garofolo and seconded by Amy Sahely to nominate Anne Freeman and Courtney Archer to the Friends Board. The motion was unanimously passed. Their nominations will be formally presented and voted upon by City Council at the September 13th City Council meeting for approval. Discussion of Direction of Friends • This summer I took some time to really think about Friends and how I might best serve Friends as its chair. I met with a number of our constituents and board members in order to settle into the role and get things moving. I plan to meet with every board member over the next month. • In addition to reviewing the Parks Master plan with Tim O'Connor, I asked him to initiate the Judson Park Redevelopment Sub-Committee so that we would have the benefit of its equipment selections in advance of the ball. Tim has done so and I thank a number of you, who have agreed to take part. Lastly, I have put together a short couple of pages outlining my thinking of key goals and strategies that I would like to share with you and ask everyone to think about them and to provide feedback outside of this meeting with your thoughts and ideas. This is a work in progress and I'd like everyone to feel that we are on the same track with our vision for Friends. PowerPoint presentation ensued. Approval of the Minutes and Sign-In Sheet - Judy Bouillion A motion was made by Adrienne Vanderbloemen and seconded by Arleen Harper-Veith to approve the May 2010 minutes as written. Parks and Recreation Report - Tim O'Connor • 2011 Budget Process is underway. PARD Revenues are up and we are anticipating no significant changes in budget other than salary and wage freezes. • WUPRC playground adjustments are being made as we speak - specifically on the safety base. • Huffington Park Playground safety base work will begin next week and cause the park to close for a week. • Ball fields are maturing and should be available for play later this month. • Wier Park tennis courts have been refurbished and re-opened for use beginning today. • Friends Park wood restoration and all park stone fence caps have been refurbished and sealed. • Library Courtyard drainage project is underway and should be completed by September 30th, weather permitting. • Community Building / Senior Center renovations are being ramped-up to begin in the Fall. Budget is $250K • Scout House Eagle Project has been completed. This project along with the recent fencing and landscaping projects have made a significant difference in the overall appearance and safety of the building & grounds. • Judson Park Eagle project is complete - primarily a beautification landscape project. • Colonial Park wooden play structures need work - we are looking for an interested Eagle Scout candidate to take-on this project. • Fibar upgrades at the Colonial playground will be completed by the end of September. • Senior programming has been steadily increasing over the past six month, bringing in more residents than ever before! • Judson park re-development sub-committee has been formed and the initial planning meeting is scheduled for September 24th. Budget detail will be available no later than September 30th. Depending on the scope and potential cost of the covered pavilion, we may need to "phase" this project over two years. • Movies in the Park 10/8 - Mary Poppins and 10/15 - Swiss Family Robinson • Investigating partnership opportunities with the Houston Zoo. City Council - George Boehme Membership Fees for next year will soon be discussed at the parks subcommittee meetings. Memberships and usage at the new Rec Center and Colonial Park facilities has been higher than budgeted. Currently we are 103% of the projected annual budget expense at Colonial Park. We hope to keep the rates at these facilities low because participation has exceeded expectations. City Council has authorized the use of liquor at the Joni Fichter event in September. Thank you Joni for your years of hard work and dedication to the city of West University Place. Executive Director's Report - Donna LaMond • Have had several meetings and conversations with Matthew Foytlin regarding our paver sales program • Attended City Council Meeting and Presentation of Star Citizen Awards to PLB2010 chairs on May 10 • Hosted first official PLB2011 meeting at Rec Center on May 12, we are excited about the big committee our chairs have put together and it continues to grow • Met with Steve Primrose on May 18 to go over the project he is working on regarding sponsorship and naming opportunities, donor recognition vehicles • Attended Friends & Neighbors Guild meeting at Colonial Park on May 19 • Met with Leah Ragiel and Tim O'Connor regarding Leah's new role as chair • Attended official ribbon cutting ceremony and reception on May 27 at Colonial Park • Assisted with Parks and Rec Activity Guide Friends article • Participated in check point meeting with Steve Primrose, Leah Ragiel, Arlene Harper-Veith, and Tim O'Connor on sponsorship and naming opportunities, donor recognition vehicles on June 16 • Participated in multiple Fathers & Flashlights meetings with chairs and Susan White and Leigh Ylanan • Toured Four Seasons Hotel with PLB2012 chairs, Anne and Courtney, and met with the General Manager as well. This is our venue for the 2012 ball. • Met with members of Texas Citizen's Bank including Bank CEO Duncan Stewart along with Leah Ragiel and Arlene Harper-Veith on June 28 • Met with PLB2011 underwriter chair, Elizabeth Allen, and Amy Reeves to focus on the underwriting component for the ball • Met with Melissa Garlington at Children's Museum along with Leah Ragiel to continue gathering information on various donation vehicles they utilize • Participated in a follow up meeting with Steve Primrose, Leah Ragiel, Arlene Harper-Veith, and Tim O'Connor on sponsorship and naming opportunities, donor recognition vehicles on July 8 • Met with Susan Sample on July 12 regarding her role on the board as we move forward • Thank you to Debora Connelly for coming into the office and helping out with various projects over the summer; she also agreed to be our Master Calendar keeper for the board as part of her new administrative role • Hosted PLB2011 auction meeting at Rec Center with chairs and Melissa Holton, the auction coordinator, auction donor forms and letter are done • Assisted Amy Sahely with gathering information for tax return • Met with Elizabeth Allen and PLB chairs to go over proposed changes for underwriting on August 18 • Recruited Vicki Grams and Deb Connelly to be primary planners with me for the upcoming Sept. 26 special event that we are hosting here at the Rec Center on Sept. 26. Thanks ladies! This event is being held to honor Joni Fichter for her many years of service as Friends chair, to honor Joni and Mark Fichter as our PLB2011 Honorary Chairs, and to help launch PLB2011 in general. I will be asking for more assistance from the board as plans are firmed up. Thanks also Susie Boyce, Judy Bouillion, and Susie Garofolo for helping with the invitations yesterday. • Met with Stephanie Davis to go over her proposed new role as marketing coordinator for the board • Continuing to update new Friends website, please visit the website • Continuing to close out books for PLB 2010 Treasurer's Report - Amy Sahely - • PLB Financials Corrected as discussed in May Board Meeting • Balance Sheet August 31, 2010 • Income Statement YTD • Vendor Payments YTD • Tax Return Extension filed in May and the return was filed in August • Operating account is moving to Bank of River Oaks. Funds still held at the following: a IBC o Compass Bank o TX Citizens Bank • Blanket & Merchandise Tax Consequences. Suggest we revisit the policy and website • If your email address is not current on the website, let me know. After each meeting, I will send the financial information via email to save paper and trees! Board Reports EVENTS Fathers & Flashlights - Anne Freeman & Courtney Archer • We are happy to announce that Fathers and Flashlights has sold-out for the fourth consecutive year, and that it actually sold out in a record 11 days. This year we are expecting 268 dads and 478 kids which is a slight increase from last year's attendance. Currently there is a wait list of approximately 15 families as well. Underwriting and sponsorship levels are currently at $31,250, which is just $400 shy of last year's final number. We still have a few potential sponsors that we are working to secure, and we hope to have those finalized within the next week or two. If you know of any potential sponsors, please have them contact one of us. We are currently aiming for an October 1 st t-shirt print deadline. This year we introduced the Century Club, which was a way to increase family donations. For a $100 donation, in addition to a families registration dues, a member enrolls in the Century Club which allows them to display their park support to their neighbors with the addition of a yellow rider stating "Century Club Member" to the top of their "We are Campers" yard sign. Eighteen families have enrolled thus far which has raised an extra $1800. We are also happy to announce that we have secured the chairs for Fathers and Flashlights 2011. Sara and Chip Edgecomb, Amanda and JR McGee and Maggie and Dax Garza will be taking over. Chip and JR are prior year campers and Sara and Amanda have been a co-activity coordinators for both 2009 and 2010. They are super excited and are sure to continue the tradition of a successful and fun family event. Park Lovers' Ball 2011 - Jennifer Debow and Amy Reeves • Post Oak Hilton is the venue • Theme - An Evening in Cupid's Garden • Have 35 committed committee members • 20th Anniversary of the Park Lovers Ball • First batch of Auction solicitation letters have been mailed Underwriting campaign getting underway, some changes on the underwriting materials PROGRAMS Donor Recognition and Sponsorship Development - Steve Primrose Over the past three months, I have been working on a three-phase initiative in the area of sponsorship, donor recognition, and non-event revenue development. Here is a brief update by Phase: Phase 1 Inventory & Enhance Existing Programs (Pavers Trees Benches Storks Store Items) • My understanding is that the base costs and components have been looked at. Pricing may need to be updated on the web and collateral materials - Next step is to make final verification with current owners of the existing programs and final verification with Tim O'Connor. • Opportunity area for Friends Marketing person to work with program owners to develop individual marketing plans, one consistent marketing calendar and collective catalog for these items. Next step would be a meeting with the program owners, Friends Marketing person, and brainstorm how to put it all together. Phase 2 Look at Facility Monument/Honor Wall for Recreation Center & Colonial facilitates "Honor the History"P'Recognize the Donors" • Two companies have been researched/contacted. Pricing varies depending on what we do and can be significant for a 1" class effort. (up to $75,000). That said, there are several different ways to be creative, leverage resources, and keep this below $15-20,000 and maybe even less than that. Right now both companies will help us with ideas and planning so the next step (in progress) is to develop potential ideas then gauge the cost. The investment will be worth it and has the potential to provide both recognition for our donors, honor the history of our parks, and give us the ability to advertise our upcoming events (and entertain 3`d party advertising for a fee which could help pay for the honor wall/media center over time). The walls would have embedded media screens and use a remote kiosk area to print signups/flyers/coupons for advertisers/etc. The two companies I'm currently working with are: Planned Legacy - Based in Canada, many great ideas but seems to be "high end". They have provided examples and access to an interactive idea site, which will help frame what we want to create. Partners in Recognition (they did the Children's museum) - Based in OH, many of the same feature products as Planned Legacy, they provide idea sketches and color renderings free without commitment. I recently received a package/initial survey that will help them get to know us more and start the design process (again, this is free). Next Step - Work with Donna/Leah to set a budget, create a few options for the design and function of these honor walls/media centers, then understand how all the pieces come together. Stephanie Roman will be joining me to help explore ideas and come up with a "fit for purpose" cost effective set of ideas. Phase 3 Explore next level of revenue with Sponsorship of Signs Facilities & Maior Equipment • Meet with "peer" organizations to find best practices and generate ideas: • Houston PARD (Arlene, Steve) & Children's Museum (Donna, Leah) brought good ideas. Still plan to meet with Weekly YMCA and Ronald McDonald house to gain further ideas on how the generate non event revenue and recognized donors • Have been working to build a "picture portfolio" of ideas that peer organizations use in an effort to create visual ideas that may apply to Friends and the West U parks • Capital "Reinvestment" Monument ("like a" Colonial, West U Elementary, or Mark Twain elementary monument) • Discussed the "park monument" concept with Tim O'Connor, Donna LaMond, and Leah Ragiel and all were supportive and in general really liked the concept. We talked about starting with a 3'x5' footprint and leveraging "Judson Park" as our first park. The monument would have tiles that could be: o Sold to families to generate money for the park during a "tile decoration party event" o Given to high level donors a the PLB o Given to time honored or special donors that should be recognized • Next Step o Draft a few sketch ideas of what the monument could look like - given our meetings together, photo examples, and create a standard design that can be leveraged across the parks. I'm working on getting a small creative design company (that would like to get their name out) to contribute their work to Friends for free. o Design will be incorporated into Judson Park development committee plans of which I am a member. o Talk with Deborah about outlining ideas for a marketing plan for the Judson Monument, potential Judson Monument "tile decoration party event" at Mad Potter or equivalent event at the community center oust an idea at this point). Business Partners - Arlene Harper-Veith • Continue work with committee on best in practice Parkland Dedication Ordinances and Naming Rights. • Received Colonial Park Tree Planting Plan created by Urban Forester Craig Koehl and Parks & Recreation Director Tim OConnor. Follow up needed w/ Donna Lamond & Leah Ragiel to complete sponsorship packets to promote on Friends website & possible future Kiosks. • Presented Phase I "Bag, Tag & Snag" drive at Colonial Park Grand Opening. Follow up needed w/ Adrienne Vanderbloemen to complete Phase 11 within Guild. • Met w/ Texas Citizens Bank w/ Donna Lamond and Leah Ragiel. Discussed options for future business partnerships. Follow up needed w/ Donna & Leah for next phase. • Implemented 7% commission plan from REI for online shopping link to be added to Friends Website. Follow up needed w/ Donna & Leah to get link on website. • Continue to work toward additional non-event business partnerships. Dialog begun thus far w/ Texas Citizens Bank, HEB, Randall's, Academy, REI. Near future dialog to be had w/ Thompson & Hansen/ Tiny Boxwoods. • Will continue to include PLB & F&F's in ongoing business partnership efforts. Pavers - Matthew Foytlin • Our work with Promodular and its Project Manager, David Woodward, to create a database for processing and streamlining orders continues. We hope this system will also allow donors to view and approve their inscriptions in an online format. Hopefully this system will allow us to process orders more efficiently and with quicker turnaround. • We would also like to increase the marketing effort behind sales of pavers. Although we have placed a few ads in local circulars, we are exploring the possibility of creating fliers targeted for specific parks and their surrounding residents. One option would provide information on the particular park (historical or anecdotal) with the reminder that paver sales provide a unique and lasting opportunity to contribute to surrounding parks. We hope to explore this and other options in the next few months to create some "test" fliers for specific parks. Stork and E-Store - Beth Lane (not present) No report Development (Grants & Foundations) - Stephanie Roman & Susie Garofolo Humana grant application reviewed in early June, Feb 2011 Susan Sample provided info on several opportunities to Donna during a summer meeting who passed them along to Susie; Arlene suggested adding REI as a possibility also Determine what funnels through Parks and Rec and what funnels directly through Friends. Friends & Neighbors Guild - Adrienne Vanderbloemen • In the planning stages for our next get together to discuss the plan utilizing the new facilities. • Setting priorities for the guild • Planning on hosting 4 coffees per year SUPPORT FUNCTIONS PR/Marketinq - Elizabeth Karkowsky & Susan Sample (not present) Elizabeth presented all the press that has been generated over the last three months. Susie Boyce will join the marketing group focusing on the Friends Facebook fan page. Marketing - Stephanie Davis This is a new board responsibility and Stephanie is coordinating information with Debora Connelly regarding the master calendar. She met with Donna in August to go over the responsibilities of this new position. Special Proiects and Facebook - Susie Boyce Facebook PR will be moving under the Marketing and PR umbrella. Susie is also responsible for reservations for PLB2011. Administrative and Master Calendar - Debora Connelly Creating the Friends master Marketing Calendar. Give me all information to put things on the calendar, date, time, place. Even planning events, even tentative dates, please place dates on calendar. This is an internal planning tool for the board of Friends. An email will be sent with a url address attached. Old Business None New Business The next Friends board meeting is scheduled for Wednesday, October 6, 2010 at 11:30 at West University Place Rec Center in the Friends Board Room. There being no further business, the meeting was adjourned at 1:15 p.m. Respectfully submitted, Judy Bouillion, Secretary