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HomeMy WebLinkAboutPRBMinutes110613WUP Parks and Recreation Board NOVEMBER 6, 2013 6:30PM REC CENTER - CONFERENCE ROOM TYPE OF Monthly Meeting MEETa.9 CHAIR Melissa Pifko SECRE-1 r=.i Tim O'Connor - by proxy ATTENDFF~F:, Moya Varner, Susan Reeves, Burt Ballanfant, David DeAnda, Melissa Pifko, Jon Trevelise, Tracy Larson and Tim O'Connor (staff) VISITOR' Councilwoman Joan Johnson, Councilman Dick Yehle, Resident Ramsay M. Elder I. Call to Order: The meeting was called to order at 6:35 pm by the Chair Melissa Pifko. II. Chairwoman Pifko moved the two matters requiring the boards review and vote, specifically the 2013-2014 PARD Friends Funding Request and the Proposed 2014 Fee Schedule, out of order to accommodate the need a board member had for leaving at 7:00pm. 1) Motion: David DeAnda - Second: Moya Varner. The board unanimously approved the $200,200.00 funding request the Parks and Recreation Director had presented to and subsequently had approved by the Friends Board at their October 9th board meeting. The matter will now move forward to City Council for their review and approval at the November 11, 2013 Council Meeting. 2) Motion: Burt Ballanfant - Second: Jon Trevelise. The board unanimously approved the 2014 Fee Schedule presented by the Parks and Recreation Director, with several changes as noted in the attached fee schedule document. The matter will now move forward for review and approval by City Council at their November 11, 2013 meeting. Tim requested the formation of a Parks Board Sub-Committee to serve in assisting staff in evaluating the Fee Schedule and preparing a proposal for the same annually. The sub-committee needs to begin working on this effort in April of each year, so that adequate time is allowed for reviewing fees carefully - the board agreed. III. Approval of Minutes: The October meeting minutes were unavailable for review due to a power failure at the Community Building on 11/06/2013. October meeting minutes will be reviewed and approved at the 12/04/2013 Parks Board meeting. IV. Board Member Updates: Melissa asked the board members to please introduce themselves and speak as to why they want to serve on the Parks. Melissa then went over the following hand-outs with the board: • West University Place Municipal Code, Sections 58-3 - 58-22, as it relates to the Parks and Recreation Board. • The 2013-2015 Parks and Recreation Board Directory. See attachment • The 2013-2015 City Council Goals. • The Parks and Recreation Departments Operational Snapshot • The Most Frequently Asked Questions by patrons of the Parks and Recreation Department facilities and services. Parks and Recreation Board Minutes V. Moya Varner, Parks Board Park Neighbor Survey Sub-Committee Chair, presented an update on the effort that is currently underway to survey the 209 identified WUP residents who live within a one block radius of WUP parks. • Survey effort is well underway and the response by those surveyed has been very positive in terms of the park neighbors being very appreciative of the Parks Board making the time to solicit their feedback. The comments have varied in regard to both the neighbor's positive and negative experiences. • Moya anticipates the survey efforts to conclude ahead of the Thanksgiving holidays and will work with staff in facilitating a compilation of the survey responses. • The current goal is to present the survey results to the full board at the January 2014 Parks Board meeting and then move forward in presenting the survey results to city Council. • Moya asked for a volunteer to facilitate the survey of the Judson Park neighbors, as she had no success in recruiting former Park Board members who reside in that area to assist, due to their schedules simply not allowing for time. Susan Reeves agreed to assist Moya with Judson Park. VI. Park Naming Rights Update: Councilman Dick Yehle presented the current draft of 1) a Resolution regarding Park and facilities Naming Rights and 2) the Tier I and Tier II Policy Statement. He emphasized that the document is very preliminary and that he and Councilmember Joan Johnson would very much appreciate the full board taking time to review the documents and providing he and Joan with their comments, concerns and edits, at their nearest convenience - dyehle(cbwestutx.gov jjohnson@westutx.gov. He further stated that the development of a Parks and facilities Naming Rights Policy would be beneficial to the fundraising efforts of the Friends of West University Place Parks, any future park and facility acquisition and development efforts and in generating revenue for offsetting the capital and operational expenses associated with the Parks and Recreation Department efforts. He stated that the current goal is to have a final policy document ready for presentation to the full City Council for their review and approval by early 2014. • Susan Reeves suggested some language changes based on her first reading and agreed to provide Councilman Yehle with her suggested edits. VII. Board Member Reports: • WUP Recreation Center - David DeAnda reported all appeared in good order. • Colonial Park - Susan Reeves reported all appeared to be in good order. • Wier Park - Melissa Pifko and Moya Varner reported all appears to be in good order, with the exception of a gate latch that was broken. Tim reported that the matter had been repaired and was 100% operational as of 11/05/2013. • Judson Park - Moya Varner reported all appeared in good order. • Melissa reminded the "veteran" board members and informed the "new" board members that as "Park Ambassadors" it is important that they report any observations in regard to the condition of WUP parks and facilities immediately and directly to Tim via: e-mail to toconnor(awestutx.gov or MVParks@westu.gov. She ask that they not feel restricted to reporting only at regularly scheduled parks board meetings, but to report as they observe. e2 • Melissa passed around a sign-up sheet for Park Ambassador and asked the group to please be giving some thought to what Parks Board Sub-Committee's members felt were needed and which ones they had an interest in serving on. See attachment Parks and Recreation Board Minutes VIII. Staff Updates: 1) Tim stated that the Weekly Operations Summaries are intended to keep the board informed on the department's efforts. He encouraged board members to please contact him directly if they ever have any questions or concerns regarding the same. 2) Tim updated the Board on the Park Master Planning Citizen Task Force efforts: • City Council appointed eight residents to serve. • The effort is expected to conclude by July 2014, with the result being a minimum of a ten-year "road map" for the Parks and Recreation Department. • Citizen Survey launch has been postponed until Mid January of 2014 to accommodate the holidays and allow for maximum participation by the citizenry. • Task Force will meet on 11/13/2013 to finalize the survey document ahead of presenting the same to City Council. • The Park Master Planning Timeline is being amended and will be distributed to the full board once it is completed. IX. Citizen's Comments: No citizens wished to address the board. New Business: • Melissa asked the board to be giving some thought to participating in a guided tour of the WUP parks and recreation facilities in either January or February of 2014, with Saturday mornings and Sunday afternoons being ideal for a 3.5 hour tour. It will be discussed and scheduled at the December Parks Board meeting. • Melissa asked for a volunteer to serve in the capacity of Parks Board Secretary. Anyone interested was asked to contact her directly. Adjournment: Motion: Moya Varner - Second: David DeAnda. The meeting was adjourned at 8:03 pm. 3 The next meeting is scheduled for December 4, 2013 @a 6:30 pm in the conference room at the WUP Recreation Center.