HomeMy WebLinkAbout2014 01 Friends Minutes Friends of West University Place Parks Fund, Inc. Board Meeting Minutes Wednesday, January 8, 2014 Friends of West University Place Parks Fund, Inc. (“Friends”) Board met on Wednesday, November 1 3 , 2013 at 11:30 AM at the West University Place Recreation Center, 4210 Bellaire Blvd, West University Place, TX. The following were in attendance: Board Members Amanda McGee Ting Bresnahan Sara Edgecomb Katie Hill Christina Milligan Megan Morris Christine Parker Christi Young Mark Prescott Grace Ebaugh Jeth Jones Executive Director D onna LaMond Staff Tim O’Connor I. Call to Order The meeting was called to order at 11:38 AM . II. Welcome, Opening Remarks and Approval of Minutes (Sara Edgecomb ) APPROVAL OF MINUTES Meeting minutes from November 13, 2013 meeting we re approv ed by Sara Edgecomb and seconded by Mark Prescott . They were approved by unanimous vote. OPENING REMARKS Make plans to attend the Mayor’s Breakfast on January 19 th , 2014 and cheer on the Houston Marathon Runners. Susan White has sent an email in vitation. Please note the following meeting dates for the Spring Friends board meetings : February 19 th , 2014 No Meeting in March April 9 th , 2014 May 14 th 2014 This date is only tentative and will likely be held at a local restaurant. Meetings will co ntinue to begin at 11:30am. III. Treasurer’s Report (Christine Parker ) See attached reports.
IV. Parks and Recreation Report (Tim O’Connor) See attached. FRIENDS Funded Projects: Reforestation Project Currently underway and approximately 70% complete: T o date, 33 large caliper trees have been planted. Remaining trees include: Four, 6” Caliper Trees at Colonial Park, three, 6” caliper trees at Judson Park, and fifteen, 30 – gallon Savanna Hollies along the privacy wall at the West U Recreation Center. Wit h the exception of the remaining trees at Judson and Colonial parks, tree protection has been installed around all of the new trees in the parks. The remaining trees at Judson and Colonial are expected be planted by January 17 th repairs to the privacy wall have been completed. Judson Park Tennis Court Project Finalizing lighting selection and preparing contract for American Sports and Concrete. Project includes total demolition and installation of new courts, fencing, and lighting. The project will take approximately 60 -90 days, depending on weather conditions. Wier Park Basketball Court – Repair and Resurfacing Project Tentatively scheduled to begin February 24, 2014, weather permitting. Basketball court will be closed for approximately 1 week. ADA Swing On order will arrive by end of January 2014. An ADA Swing (that was in inventory) is currently at Colonial and Weir Parks Colonial Park (East End) Turf Replacement Tentatively scheduled to begin July 7, weather permitting. The east -end will be c losed for approximately 1 month. July date chosen as that is the time of year this area sees the least amount of use. Colonial Park Playground Site Furnishings Currently obtaining quotes for the replacement of 3 picnic tables and 2 backless benches in the playground area and for two additional benches to be installed on the east end of Colonial Park.
Wier Park Electrical Repairs The bulk of the repairs were completed in the 2013 operating budget. However, we do have one additional repair for the secu rity light sensor. Trace is obtaining quotes. We hope to have this money come out of the Operating Budget and not from Friends. Park Entry Signs Project research is underway with the expectations of preliminary designs being ready by April 4 th . The Naming Rights Policy is going to council tonight and includes opportunities to sponsor events, rooms, equipment, etc. A brochure is in its final stages of approval. Congratulations to Susan White for her promotion to Assistant Parks and Recreation Direct or as well as to Trace Worthy for his promotion to Parks Manager. 2013 was a great year for the parks and 2014 appears to be ready for just as many successes. V. Park Lover’s Ball 2014 (Megan Morris, Nancy Kate Prescott, Kara Sanders) We are NOT sold out yet —we would like to sell at least 100 more tickets to the ball. We need volunteers for various jobs before, during and after the ball. Park Lovers' Ball: Underwriting - Invitations mailed. Should arrive this week. - Total proceeds raised from sponsor ships and ticket sales - $211,873. - Hope to generate additional ticket sales from the invitation drop and hand delivering 400 invitations to Southside Place. - Need volunteers to help hand deliver Southside Place invitations - Continue to deliver sig ns to ticket purchasers - Working on ads for auction catalog Auction - H and out of current auction items - Ting and NK and auction committee making big last push - To date, market value of auction items is $80,000 - Ting and NK are working to package items and designate live and big board items - No raffle thi s year. Will do Heads or Tails game.
- Wine Pull donations - 50 bottles. Need 50 more. We have funds to purchase the remaining 50 bottles. Hope to set a deal with the Wine Merchant so people can cont inue to donate bottles through the phone. - Whiskey Pull: We are planning on having a ring toss. Jeth has ordered the soda crates, and we will try out a couple of different bottles once they arrive. While our original plan was to hold a raffle for any b ottles not ringed, with the drawing populated by anyone who did not ring a bottle, we are now creating a two -tier system where the contestant is guaranteed a lower -tier bottle of booze ($30 -40 – i.e., Makers Mark) with a chance to win something better from the second tier ($60 -80 – i.e., Glenlivet) if he or she rings a bottle. That way, nobody goes home empty -handed. We are still finessing the logistics, but that’s the general game plan. Still working on a Whiskey Pull Sponsor who could advertise at the gala. Plans on using two 9x13 crates side -by -side and will need to be near a wall. Mark and Jeth with continue to work with the chairs and Donna to make sure they have what they need for set -up. - Trying to figure out volunteer needs the night of the part y Volunteers are needed during the party (we need about 6 bid spotters) as well as the week before and after (especially clean up on the night of the party). Décor - Kara and décor team have been hard at work. - Continue to meet and discuss logistics, a/v, lighting, placement of auction, wine pull, man cave, etc. - Linens ordered as well as big décor items - Centerpieces will be ordered in the next week - Volunteer needs for distribution of auction catalog - Trying to figure out volunteer needs the day of the party for set -up/break down - Ongoing, table placement, assignments Also working on signage. VI. Other Reports and Announcements (Donna LaMond) In a nutshell, it is all PLB 2014 now. Time for all hands on deck. – As a reminder, please note that we ar e pre -scanning credit cards at the ball this year. Meeting with Frost Bank volunteers next week to work through the check in and checkout process. Coordinating plans with our live auctioneer, Jack Gibbs. Judy Cheng’s brother is loaning us 5 -6 laptops for u se at the gala for check in and check out. He is also helping to network the computers and be sure everything runs smoothly. We are very grateful to him and to Judy for setting it all up for us. We are meeting next week to fine tune things. All final detai ls are being attended to and the chairs are doing a great job. It promises to be an o ther outstanding PLB.
The annual Friend’s holiday party took place December 12 th the PLB2014 Honorary Chair, Cece McCann. It was well attended and the Harbor Light Choir did another spectacular job in performing holiday tunes for us. Thank you again to Cece for opening up her home for the party. Please refer to the weekly reports that you receive via email for an ongoing update on other Friends activities. Christina Mi lligan has a banner in the works to promote storks and banners. It is in its final approval stages and will be ready to hang at the parks soon (rotating among the parks) and could be available to hang at the gala, if desired. VII. Adjournment The next meeting of the Board is scheduled for Wednesday, February 19 , 2014 . There being no further business, the meeting was adjourned at 12:41 PM . Respectfully submitted, Katie Hill Secretary