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HomeMy WebLinkAboutMinutes_PAREB_05.09.2013Minutes of the Meeting of the Parks and Recreation Board City of Georgetown, Texas Thursday, May 9, 2013 The Parks and Recreation Board of the City of Georgetown, Texas, met on Thursday , May 9, 2013. Members Present: Daniel Dance, Katherine Kainer, Keith Fruge, Robert Johnson, Robert Palko Members Absent: Charles Brashear Staff Present: Kimberly Garrett, Eric Nuner, Jill Kellum Minutes Regular Meeting 1. Call to Order The meeting was called to order at 6:00 pm by Robert Johnson. 2. Roll Call 3. Welcome new member Robert Johnson introduced the new Parks and Recreation Board member, Robert Palko. He replaces Scott Finnell, who was appointed in March and then resigned last month due to scheduling conflicts. 4. Discussion and possible action on approval of the parkland substitution for the FM 971 road project. Kimberly Garrett explained that at the February 14, 2013 meeting the board approved the proposed realignment of FM 971. This realignment will affect approximately 4 acres of parkland in San Gabriel Park. Since this land has amenities as part of a grant from Texas Parks and Wildlife, substitute land must be found to convert the land from parkland to other city land. In recent conversations with Texas Parks and Wildlife, we will be able to substitute the land that was just purchased for the Westside park. The account will be reimbursed the value the 4 acres, nearly $900,000 which then can be used for development of the park. Action is needed to begin the process to use the 90 acre tract as substitute property for the 4 acre tract in the FM 971 project. Motion was made by Keith Fruge, second by Robert Palko to approve to take action to begin the process to use the 90 acre tract as substitute property for the 4 acre tract in the FM 971 project. Approved 5-0 5. Update on revenues from parks and recreation programs and services. Kimberly Garrett stated recreation revenues are down this year compared to the same time last year. The majority of the revenue decreases are related to Recreation Center Memberships, Adult Softball and Instructional Programs. One of the main decreases in revenue is from membership fees from Gateway School. In the past they had heavily used our facility for their Physical Education and Athletic classes. They have since built a gym at their school and do not need our facilities. In addition, adult softball league registration has been on the decline the last two years. Another decrease is seen in Instructional Programs. This could be due to the new rate structure and the elimination of the member rate. We currently only have a resident rate and a non-resident rate for our programs. Some staff suggestions to possibly increase memberships is to consider an incentive for membership. Some suggestions include a discount for some programs or offer a member rate and a non-member rate. Other ideas are a Welcome Packet, Wellness Fair, Groupons, Loyalty Program, Military Discounts, Corporate memberships, and a referral program. Staff has also requested funds to market and advertise the Recreation Center and programs. The attached budget sheets show the variances in revenue collected from last year to this year. Kimberly Garrett explained that facility rentals have shown an increase in revenue. There were questions about the decline in the adult league revenue. Kimberly Garrett explained that staff is working on issues and will be doing a survey softball teams. She explained that area cities are also showing a decline. Kimberly Garrett stated staff is looking at converting the fields to use the softball fields as youth fields. It was asked if adult soccer was also down. Kimberly Garrett stated that there could be a decline there as well. There was some discussion about forming pickle ball leagues and volleyball leagues have formed at the recreation center and sand volleyball was also discussed. There was discussion about how to market Parks and Recreation. Kimberly Garrett stated there are consultants that can be hired to help with marketing. The department currently utilizes Facebook, Twitter and the Parks and Recreation website to market and they send flyers to the schools in Georgetown ISD. It was also mentioned to present information at parent's night at the middle schools in Georgetown. Kimberly Garrett stated that our focus is on families, seniors and youth so not to be in competition with private industry. Kimberly Garrett explained also that the city has not grown as expected and the building is down. Kimberly Garrett stated that a marketing budget has been asked for in this budget process. The board would like to set this as an agenda item quarterly and receive the budget sheets quarterly. 6. Update on the Playscape project and upcoming meetings. Kimberly Garrett stated staff has been working with Baker Aicklen on a schedule of the meetings and steps needed to complete the playscape project. That schedule is attached. The first meeting will be held on May 13, 2013 at 6:30 pm at the Community Center. At this meeting we hope to have members of the Parks and Recreation Board, members of the City Council, Friends of Georgetown Parks and Recreation, past members of the Playscape Committee from 1993 and current members of Sertoma. There will be several public meetings and a tentative timeline was passed out. Kimberly Garrett stated they are planning to use the summer camp kids for input on the design. 7. Update on upcoming Parks and Recreation Summer Season. Kimberly Garrett presented information on the status of the upcoming summer season. 8. Update on Cemetery presentation to City Council on April 23, 2013. John Hesser and Kimberly Garrett presented the updated information on the Cemetery. The update included recommendations to create a 501c3 cemetery board and a cemetery fund. This information was well received by the City Council. More research on how a board would actually function alongside some of our existing boards was discussed. There was no action taken at the meeting, but the direction was to continue to work with City Staff on how this might work. A budget request was submitted to begin creating a cemetery fund in this next budget year. Kimberly Garrett stated City Council was not sure about a cemetery board and how that would interact with the Parks and Recreation Board and if the Parks and Recreation Board would be able to manage that. Robert Johnson stated the 3 cities that had 501c3's the 501c3's were not self-sustaining and that the budget has not changed anything that they do; they still have the parks department doing all the work. 9. Update on San Gabriel River Trail Extension project. Kimberly Garrett stated the construction plans for the San Gabriel River Trail from Blue Hole to University Avenue are complete. Permits to the City, Texas Department of Licensing and Regulation and the TCEQ have all been submitted. These permits take about 45 days. We are still waiting on the acquisition of one piece of property to be finalized for trail access. Notification letters will be sent out soon to the nearby residences announcing the trail construction. Once all the clearances have been obtained, the project will go out for competitive bid. Keith Fruge stated this will be the first hike and bike trail that crosses a major roadway. There was discussion about having signage and a rumble track prior to approaching highway 29 to warn hike/bike trail users of the upcoming intersection. 10. Discussion on selecting a date for a Parks and Recreation Board Park tour. Each year the parks and recreation board is given a tour of the parks in one of the Parks vans. A date needs to be decided on that will work for everyone. This tour will not substitute for one of our regular meetings. It is optional and will not count against you if you cannot attend. The tour usually starts at 4 pm and finishes around 7 pm. This is a great opportunity to see the majority of the parks and ask questions related to park development. th w June 5 or 19 were suggested dates. Keith Fruge suggested going to see Westside Park and Garey Park. 11. Update from the Friends of Georgetown Parks and Recreation. Keith Fruge stated they are reorganizing and their funds are down. They are trying to increase membership and funds. They are working on an action plan. The Friends of th Georgetown Parks and Recreation met on Monday, May 6 . There was discussion regarding a need for more members and fundraising ideas. 12. Approve minutes from the April 11, 2013 meeting. Motion made by Katherine Kainer, second by Keith Fruge to approve the minutes from the April 11, 2013 meeting. Approved 5 - 0 13. Adjourn Daniel Dance made a motion to adjourn the meeting. The meeting adjourned. Ro ert Johnson C air - Parks an Board Kellum oard Liaison - Parks and Recreation Board creation Board m /6, Katherine Kainer Secretary - Parks and Recreation