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HomeMy WebLinkAbout18 04 PRB minutesWUP Parks and Recreation Board  MINUTES APRIL 47TH 2018 6:30PM REC CENTER – CONFERENCE ROOM    TYPE OF MEETING Monthly Meeting  CHAIR Peter Billipp  SECRETARY Nina Pilson  ATTENDEE S Members: Peter Billipp, Brett Bingham, Maryann Grahmann, Spyros Maragos,Tracy Larson, Mardi Turner, Stephen Damiani, Jeffrey Chen, Mary McCulloch and Nina Pilson Staff: Susan White  VISITORS Alida Drewes     Call to Order: The meeting was called to order at 6:33 pm by Peter Billipp. Approval of March 7th 2018 Meeting Minutes: Susan clarified that the $499K figure is an estimate for construction costs and did not include peripheral expenses for design processes, construction admin, demolition, tree work, etc., which amounts to ~$135K. The minutes date was incorrect. Both changes were reflected in the minutes. Motion to approve the minutes was made Mardi Turner with a second from Brett Bingham. Motion passed unanimously. Citizen Comments: Comments by Alida Drewes.  Needs an ADA assist hearing device and is formally asking for it to be made available. Seniors need a designated park and many amenities avail to seniors are being ignored. Taxpayers dollars are being mismanaged and the parks are still locked up (west end of Colonial Park specifically). Why are senior services used as punishment? Crime is high when we are over budget, transparency is non- existent. She doesn’t feel that any cares about the seniors in this community. Council Update: Councilmember Mardi mentioned the concession approval and appointment of a new Friends Board member (Peyton Popp). Wayne Franklin came in to commend us on finding Jami Fine Food’s for Colonial Park Pavilion concession. Staff Update: Susan White JEH Park: Currently out for bid for the project. Civiccast is available to allow contractors to download the plans and the City can see how many have gone on to download – this is an online bidding tool that architects use quite a bit. Prebid mtg is 4/10, bids are due 4/19, and we will have actual figures available at the 5/2 parks board meeting. Then, we will present a funding request to Friends Board on 5/9. If everything falls into line, we may be able to present to Council as early as 5/14 mtg, Susan recaps the bidding process (including any variance issues) and overall park layout (description of signage, west bench addition, Friends paver area, utility easement and crape myrtle issues if brick wall is selected). Everything else has gone through the planning department with approval. Spyros askd about if decided on masonry or double sided wooden fencing. Susan explained the deduct pricing would be presented for Council’s consideration. 2. Committee Meetings: Fee Committee: Fee schedule is due back to committee, waiting on new input, and coming back at next mtg with recommendations. Hoping to have this done for 2019 budget. Spyros said some were updated in January and additional costs (lifeguards, walk-ins, etc) while some are still being reviewed. Stephen asked about raising fees for non-resident fees similar to YMCA. Susan said she agrees for the need to simplify fee structure but we should be flexible and having specific senior rates. Stephen felt we should have transparency in fees raises so everyone understands where raises are coming from. Program Planning subcommittee: Brittany Bakes sent out an email for input on Easter Festival which provided a lot of good feedback. Tracy would like to see hand sanitizer and water at next year. Stephen wants an egg hunt, Mardi disagreed. Jami’s Fine Foods was approved for the Colonial Park pool concession and everyone happy that more healthy kids options will be made available. Jeffrey wants more PR on upcoming events (movies), Susan clarified that it’s put on marquees and banners near school, should we put on Pony Express? Also, she suggests it should be posted more on social media and Facebook - maybe we share with our friends. The idea was raised to also work with a local realtor to do a fridge magnet. Recycling/Solid Waste subcommittee: Met with Orville Marlowe the Recycling and SW Chair will be meeting with Tri Sports. Susan will be mtg with him in the next month or so and update everyone. 3. Misc Updates (Tennis, and Field Use Policies): Tennis court reservation system has a new software and we feel ready to online reservations and our goal is roll out by May1st for a 3 month trial. Committee proposes to be able to reserve 3.5 hours in 72hr period with a max reservation time of 2 hr per reservation and only 1 reservation per family per day. We will be sending that out to tennis and park/rec new subscribers and it will be posted at the courts Field use policy: Tri Sports, city attorney, and committee approved it so we will have signage made. April Outdoor event series has been revised: this season we are mixing it up: Zieger strings, then Incredibles movie, and Shakespeare play. Council will be recognizing May as Older Americans and Volunteers Month at April 23rd council meeting. . Friends Updates: Friends Board Chair, Mark Prescott: Mark not present. Susan did say that Council will present the Star Citizen awards to Park Lovers Ball chairs at the May meeting. Park Inventory: We were able to attain the data from A&M report and got 27% response rate (very high). Susan asked how relevant data is from 2014 – but A&M feels that it is good data as average resident lives here for 16 years. She will pass along this to City Manager for further direction. Spyros brought up several small issues with data – needs clarifications. Susan brought up need to update the park redevelopment section of the master plan with JEH being added, different priorities that are important down the line. Park Ambassador Reports and Advisory Remarks: Peter feels that the large tree in Friends Park is past its prime and makes park less inviting. Feels that its overwhelming for the space – maybe it needs to be trimmed, Alida is on board. Susan said that the tree has been moved 3 times. Mary McCulloch wanted to know in the summer how we update everyone on Colonial Park issues. Susan said just send an email to her and Peter, and staff will handle issues. On west and north sides of the West U Recreation Center, added artificial turf was added to make the muddy mess better for swimmers coming out. Staffing changes: Evan Stein is leaving for Rice, Jeremy Veld is the new administrative manager, and previously was the asst. rec manager and worked in senior services. Park Maintenance Manager Trace Worthy is moving to Dallas and will be missed. He really elevated our landscaping and overall park maintenance response time. Internships – summer and spring/fall intern: interest in parks/recs field, city management or kinesiology type field. Preferably a college student, and the internships are paid. Adjournment: Meeting adjourned at 7:31 pm   Call to Order: The meeting was called to order at 6:33 pm by Peter Billipp. Approval of March 7th 2018 Meeting Minutes: Susan clarified that the $499K figure is an estimate for construction costs and did not include peripheral expenses for design processes, construction admin, demolition, tree work, etc., which amounts to ~$135K. The minutes date was incorrect. Both changes were reflected in the minutes. Motion to approve the minutes was made Mardi Turner with a second from Brett Bingham. Motion passed unanimously. Citizen Comments: Comments by Alida Drewes.  Needs an ADA assist hearing device and is formally asking for it to be made available. Seniors need a designated park and many amenities avail to seniors are being ignored. Taxpayers dollars are being mismanaged and the parks are still locked up (west end of Colonial Park specifically). Why are senior services used as punishment? Crime is high when we are over budget, transparency is non- existent. She doesn’t feel that any cares about the seniors in this community. Council Update: Councilmember Mardi mentioned the concession approval and appointment of a new Friends Board member (Peyton Popp). Wayne Franklin came in to commend us on finding Jami Fine Food’s for Colonial Park Pavilion concession. Staff Update: Susan White JEH Park: Currently out for bid for the project. Civiccast is available to allow contractors to download the plans and the City can see how many have gone on to download – this is an online bidding tool that architects use quite a bit. Prebid mtg is 4/10, bids are due 4/19, and we will have actual figures available at the 5/2 parks board meeting. Then, we will present a funding request to Friends Board on 5/9. If everything falls into line, we may be able to present to Council as early as 5/14 mtg, Susan recaps the bidding process (including any variance issues) and overall park layout (description of signage, west bench addition, Friends paver area, utility easement and crape myrtle issues if brick wall is selected). Everything else has gone through the planning department with approval. Spyros askd about if decided on masonry or double sided wooden fencing. Susan explained the deduct pricing would be presented for Council’s consideration. 2. Committee Meetings: Fee Committee: Fee schedule is due back to committee, waiting on new input, and coming back at next mtg with recommendations. Hoping to have this done for 2019 budget. Spyros said some were updated in January and additional costs (lifeguards, walk-ins, etc) while some are still being reviewed. Stephen asked about raising fees for non-resident fees similar to YMCA. Susan said she agrees for the need to simplify fee structure but we should be flexible and having specific senior rates. Stephen felt we should have transparency in fees raises so everyone understands where raises are coming from. Program Planning subcommittee: Brittany Bakes sent out an email for input on Easter Festival which provided a lot of good feedback. Tracy would like to see hand sanitizer and water at next year. Stephen wants an egg hunt, Mardi disagreed. Jami’s Fine Foods was approved for the Colonial Park pool concession and everyone happy that more healthy kids options will be made available. Jeffrey wants more PR on upcoming events (movies), Susan clarified that it’s put on marquees and banners near school, should we put on Pony Express? Also, she suggests it should be posted more on social media and Facebook - maybe we share with our friends. The idea was raised to also work with a local realtor to do a fridge magnet. Recycling/Solid Waste subcommittee: Met with Orville Marlowe the Recycling and SW Chair will be meeting with Tri Sports. Susan will be mtg with him in the next month or so and update everyone. 3. Misc Updates (Tennis, and Field Use Policies): Tennis court reservation system has a new software and we feel ready to online reservations and our goal is roll out by May1st for a 3 month trial. Committee proposes to be able to reserve 3.5 hours in 72hr period with a max reservation time of 2 hr per reservation and only 1 reservation per family per day. We will be sending that out to tennis and park/rec new subscribers and it will be posted at the courts Field use policy: Tri Sports, city attorney, and committee approved it so we will have signage made. April Outdoor event series has been revised: this season we are mixing it up: Zieger strings, then Incredibles movie, and Shakespeare play. Council will be recognizing May as Older Americans and Volunteers Month at April 23rd council meeting. . Friends Updates: Friends Board Chair, Mark Prescott: Mark not present. Susan did say that Council will present the Star Citizen awards to Park Lovers Ball chairs at the May meeting. Park Inventory: We were able to attain the data from A&M report and got 27% response rate (very high). Susan asked how relevant data is from 2014 – but A&M feels that it is good data as average resident lives here for 16 years. She will pass along this to City Manager for further direction. Spyros brought up several small issues with data – needs clarifications. Susan brought up need to update the park redevelopment section of the master plan with JEH being added, different priorities that are important down the line. Park Ambassador Reports and Advisory Remarks: Peter feels that the large tree in Friends Park is past its prime and makes park less inviting. Feels that its overwhelming for the space – maybe it needs to be trimmed, Alida is on board. Susan said that the tree has been moved 3 times. Mary McCulloch wanted to know in the summer how we update everyone on Colonial Park issues. Susan said just send an email to her and Peter, and staff will handle issues. On west and north sides of the West U Recreation Center, added artificial turf was added to make the muddy mess better for swimmers coming out. Staffing changes: Evan Stein is leaving for Rice, Jeremy Veld is the new administrative manager, and previously was the asst. rec manager and worked in senior services. Park Maintenance Manager Trace Worthy is moving to Dallas and will be missed. He really elevated our landscaping and overall park maintenance response time. Internships – summer and spring/fall intern: interest in parks/recs field, city management or kinesiology type field. Preferably a college student, and the internships are paid. Adjournment: Meeting adjourned at 7:31 pm