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HomeMy WebLinkAboutMinutes_PAREB_03.15.2001CITY OF GEORGETOWN Parks & Recreation Board March 15, 2001 I. CALL TO ORDER John Philpott, chair, called the meeting to order at 7:15 p.m. II. ROLL CALL Members Present: Mr. John Philpott, Chair Ms. Brenna Nedbalek Ms. Jean Houck Mr. Douglas Blackard Ms. Elizabeth Mealy Members Absent: Mr. Wesley Kidd Ms. Tracy Dubcak Mr. David Rinn Mr. Richard Brown Others Present: Randy Morrow, Director of Parks and Recreation Kimberly Garrett, Administrative Manager III. ELECTION OF VICE CHAIR The board members present thought since all the members were not present; the election of vice chair should be postponed. Liz Mealy suggested postponing this item until the April meeting. IV. APPROVE MINUTES FROM February 15, 2001 A motion was made by Doug Blackard to approve the minutes from the February 15, 2001, meeting. Brenna Nedbalek seconded the motion and it passed by unanimous vote. V. APPROVE MINUTES FROM February 28, 2001 This item was postponed until the April Meeting. VI. CONSIDERATION AND POSSIBLE ACTION REGARDING DRAFTING A RFP FOR A TRAIN IN SAN GABRIL PARK A concept for a train in the park was approved without the specific details. This item is a good example of how the board and the council need to communicate on projects. Page 1 of 3 VII. CONSIDERATION AND POSSIBLE ACTION REGARDING WHEN ITEMS CAN BE PLACED ON THE AGENDA Agendas must be posted 72 hours before a public meeting. Changes can be made up until that point. The problem with this is that the board packages are mail out Thursday or Friday before the meeting and changes can still be made to the agenda and meet the posting deadline. Board members do not know about items that are posted at the last minute. John would like to have the agenda set eight days before the meeting which would be the Wednesday a week prior to the meeting. This way the board would receive all the information in advance of the meeting. Liz Mealy made a motion to set a policy that agenda items must be submitted to the staff liaison by 5:00 pm the Wednesday before the Board Meeting (eight days prior). Brenna Nedbalek seconded the motion and it passed by unanimous vote. This will be set as policy until the board is told otherwise. VIII. CONSIDERATION AND POSSIBLE ACTION REGARDING CHANGING THE REGULAR BOARD MEETING TIME There was some discussion as to whether the time of the meeting should be changed. Since not all board members where present, this item was postponed until the April Meeting. IX. CONSIDERATION AND POSSIBLE ACTION REGARDING UPDATING THE BY-LAWS TO COMPLY WITH STANDARD CITY BY-LAWS The City Council has adopted a generic set of by-laws for all boards and commissions. Each board is to use the generic by-laws and incorporate the specific things related to their board. Jean Houck and Brenna Nedbalek worked on revising the current by-laws. John asked them to look at the generic by-laws and the current by-laws. X. CONSIDERATION AND POSSIBLE ACTION REGARDING DRAFTING A LETTER REQUESTING FUNDING FOR UPDATING THE MASTER PLAN John would like to see a Master Plan funded for parks and recreation. One option is to ask for funds in the 2001/2002 budget, another option is to ask for the funds now and do the master plan this fiscal year. A consultant has been contacted to give an estimate of the cost updating our current master plan. A letter needs to be drafted to City Council stating that the parks and recreation board supports updating the master plan. This project has been requested in prior budgets, but not funded. Facility and program needs would both be included in the master plan. XI. INFORMATION ON UPCOMING BUDGET PROCESS There is a town hall meeting on May 1, 2001, which is where citizens can come to the Council and make requests for the next budget year. Board members should begin to think of projects that they would like to see in next year's budget. XII. INFORMATION ON PARKS AND RECREATION BOARD'S REPORT TO COUNCIL SCHEDULED FOR MARCH 27, 2001 This is a short report that John will make to the Council on March 27, 2001, stating the Page 2 of 3 boards completed projects, current projects, and budget issues. XIII. UPDATE ON PARKS AND RECREATION MOVING TO COMMUNITY OWNED UTILITIES BUILDING The City purchased the C3 buildings on the south side of town. Community Owned Utilities plans to move out to that facility and the Parks and Recreation Administration will move to the COU building on College. This move is still a few years away. IVX. ADJOURN Doug Blackard made a motion to adjourn the meeting. Page 3 of 3