Loading...
HomeMy WebLinkAbout15 05 PRB MinutesWUP Parks and Recreation Board MINUTES MAY 6, 2015 6:30PM REC CENTER – CONFERENCE ROOM TYPE OF MEETING Monthly Meeting CHAIR Melissa Pifko ACTING SECRETARY Tim O’Connor ATTENDEES Melissa Pifko, Kevin Boyle, Susan Reeves, Moya Varner , Megan Morris for Mark Prescott , and Don Armstrong T im O’Conn o r (Staff) VISITORS Alida Drewes , W est University Place resident I. Call to Order: The mee ting was called to order at 6:3 4 pm by Board C hair Melissa Pifko . II. Approval of April 1, 2015 Meeting Minutes : Motion to approve minutes made by Don Armstrong and seconded by Moya Varner . Motion approved. Alida Drewes stated that she objected to the “slanderous” nature of the April 1, 2015 PB Minutes that were in reference to her comments to th e Board. Chair Melissa Pifko stated that she disagreed with Ms. Drewes assessment of the minutes and stated that the summary of Ms. Drewes comments would remain in the April 1, 2015 minutes as written. III. Friends Overview : Megan Morris . F & F 2015, October 3 -4 – Co -Chairs: Kelly and Sean Butler, Kristine and Joaquin Martinez, and Kara and Curt Schaefer - Constant contact email to save the date and note the registration dates is ready for May 1 distribution. The email will also highlight th e online only registration dates, Tuesday, August 18th for returning campers and Thursday, August 20th for new campers, as well as offer information about underwriting and sponsorship opportunities. PLB2016 – February 13, 2016 at the Omni Houston Hotel. Donna has secured the team of co -chairs for the ball and will to make the announcement on 5/13. Frost Bank Party on the Patio Concert Series planning continues and City Council members will be asked to make introductory comments at each of the four con certs in June. Working with Friends CPA to prepare Friends 2014 tax return. Planning for the May 13 th Friends board meeting continues which includes the annual Star Citizens Awards luncheon. The meeting will be held at The Union Kitchen on Bellaire. While the board meeting is open to the public, the luncheon is by invitation only. More details about the board meeting and luncheon along with a request for RSVPs will be emailed out within the next week. Parks and Recreation Board Minutes page 2 West End of Colonial Park Re -Development Megan reported that the Friends Board has approved funding, not to exceed $25,000.00, specifically for the design , construction documents and construction management of improvements to the far west end of the Colonial Park complex, allowing for the green space and party deck to be accessible to residents year -around. The new WUP Parks Master Plan may be viewed in flip book format - http://fliphtml5.com/pqhv/fbvd . A ttached is a copy of the PGAL quote for those services.  Protocol of Friends 501C -3 Charter requires Parks Board to vote in favor of or against any exp enditures that staff has requested of the Friends. Once the Parks Board has voted, staff is required to request City Councils formal approval of the expenditure.  Please note that this Friends approved expenditure does not include the actual construction c osts. Staff will go back to Friends and request the funding for construction once the design and construction documents are approved. The following is a tentative timeline for this project, pending Friends Board, Parks Board and City Council approvals: Tentative West End of Colonial Park Redevelopment Project Timeline :  April 8 th – Friends Funding Request.  April 13 th through 24 th – Notify immediate neighbors of the plan and solicit their feedback.  May 6 th – Parks Board Approval.  May 18 th – City Council Approval.  June: Form a Citizen “Colonial Park West” Task Force. o 3 Friends Board Members. o 3 Parks Board Members. o 1 Senior Board Member. o 2 “Park Neighbors”. o Staff – Tim, Susan, Trace and Brittany.  June – July: Design Meetings.  September 9th – present final design for review and approval and request the funding for the construction from the Friends Board.  September 21 st - Present to Council and seek authorization of Friends funding and to move forward with construction.  September through November - Construction.  December – Dedication Ceremony w/ formal park opening. Hand -Out – West End of Colonial Park Re -Development  Protocol of Friends 501C -3 Charter requires Parks Board to vote in favor of or against any expenditures that staff has requested o f the Friends. Once the Parks Board has voted, staff is required to request City Councils formal approval of the expenditure.  Please note that this Friends approved expenditure does not include the actual construction costs. Staff will go back to Friends and request the funding for construction once the design and construction documents are approved. Parks and Recreation Board Minutes page 3 Melissa called for a vote of the Parks Board to approve the Friends funding for design, with the caveat that the inclusion of any cabanas in the final desi gns be further discussed by both the Friends and Parks Boards ahead of the September 9, 2015 presentation to the Friends Board requesting construction funding. Vote was unanimous, 6 in favor – 0 opposed, in moving the matter forward for City Council appro val on May 18 th . IV. Board Member U pdates and Committees : Colonial : Don and Melissa inquired regarding the replacement of the failed “Spring Rider” play feature. Tim responded that he would check on the status of that work order and report back to the board. Melissa reported a significant “wet area” on the northwest c orner of the east end greenspace and was concerned that the cause might be a failed irrigation system. Tim responded that the wet area was created by park rental customer who incorporated water play elements into their party plans and that the area has si nce dried up. Tim mentioned that installation of the new spectator bleacher system for the Colonial Tennis Courts would begin this week. Weir : Huffington : No report. Whit t J ohnson : Megan and Kevin r eported that there was significant “kick -out” of the mulch material under the swings. Tim O’Connor stated that staff would install pads under the swings and pay better attention to raking in the “kick -outs” on a daily basis. Kevin reported that the mulch around the Memorial Tree was in need of a new application, as the roots were exposed and presenting a trip hazard. Friends : No report . Judson : No report V. Discussion of Parks Acquisition Process : Staff recommended tabling this project until after the new City Council is elected and seated – Board unanimously agreed. VI. Staff and City Council Updates: Council Update : No Report Staff Update : Park M aster Plan Update : Colonial Park Pool Update : a. Staff reported that w e are off to an excellent start of the 2015 Pool Season. b. To -Date Revenues are up from 2014. c. Concession operations have been receiving very high marks for customer service, fast service and quality product. Personal Pizzas h ave been very popular! d. Cabanas will be studied in the design process of the west end redevelopment – Parks and Recreation Board Minutes page 4 earliest implementation will be the 2016 season. e. Food Trucks have not been receptive to setting up at Colonial Pool – primary concern is low volume of sale s. We are continuing efforts with Prince’s to offer various food specials on weekends. Citizen Board Renewal Forms Update : Kevin asked Tim to send out a reminder to all Parks Board members and provide each with an electronic copy of the form. 2016 Bu dget Process : Staff reported WUP operates on a Calendar Year Budget – 01/01 through 12/31  June and July: Departments prepare budgets  August: Finance Dept. and City Manager Review  September: City Council and General Public Budget Review  October: Councils first Reading and approval of the 2016 budget.  November: Councils second and final reading and approval of the 2016 budget V I I. Citizen’s Comments : Alida Drewes addressed the Board stating that she felt it was inappropriate that a staff member was allowed to prepare the meeting minutes, insinuating that staff was biased and having them facilitate meeting minutes diminished full transparency. Kevin Boyle responded that the meeting minutes were simply a summary of the meeting and not a com plete transcription of all conversation/discussion. He further stated that the Parks Board Secretary ( a WUP resident ) is responsible for taking and producing meeting minutes, as was the case with the April meeting minutes, and that staff is only asked t o serve in that capacity in the Secretary’s absence. He further stated that all meeting minutes are reviewed and approved by the full board. Ms. Drewes stated that she felt the 2015 Parks Master Plan clearly defined a need/demand by residents for additio nal open/unobstructed green space and that she was against the preliminary design discussions involving the inclusion of a wooden deck and cabanas on the west end of the Colonial Park complex. She expressed her distain for what she felt would be unattract ive and aesthetically unpleasing addition(s) if cabanas were to be incorporated into the final design. VI I I New Business: Staff Project Updates  Colonial Tennis Court Bleacher Project; o Expected to begin, weather permitting, this week with completion within 5 days.  WUP Recreation Center Playground – Slides attached o Reinstallation of the popular “Spinner” play feature at the WUP Recreation Center Playground – PowerPoint, 3 - slide show. o Equipment production: 3 to 4 weeks o Installation ( playgr ound closure ) 3 to 5 days, weather permitting IX . Adjournment : Motion by Susan Reeves with second by Don Armstrong to adjourn meeting. Motion passed and m eeting was adjourned at approximately 7:25 pm by Vice Chari Kevin Boyle . Parks and Recreation Board Minutes page 5 T he next meeting is scheduled for June 3, 2015 @ 6:3 0 pm . Location to be announced.