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HomeMy WebLinkAbout10-15-2018 Approved PCSC Minutes (2) PARKS & COMMUNITY SERVICES COMMISSION MINUTES Monday, October 15, 2018 Parks & Community Services Commission October 15, 2018 Regular Meeting P a g e | 1 1. Call to Order and Pledge of Allegiance - The meeting was called to order at 7:00 p.m. by Commission Chair McDonald. The pledge of allegiance was recited by those present at the meeting. Attendee Name Title Status Michelle Smith McDonald Commissioner Chair Present Matthew Giller Commissioner Present Philip Tucker Commissioner Absent Tom Madigan Commissioner Present Joseph Washington Commissioner Absent Shaina Goel Student Representative Present 2. Oral Communications 2.1. Brief Informational Only Reports from the Youth Advisory and Senior Center Advisory Committees Student Rep Goel reported on the September 26, 2018 Youth Advisory Committee meeting. Staff reported that the October 4, 2018 Senior Advisory Committee meeting was cancelled. 2.2. Public Comment No public comments were made. 3. Consent Calendar 3.1. Approved the minutes of the September 17, 2018 Regular meeting. RESULT: ADOPTED MOVED BY: Tom Madigan, Commissioner SECOND: Matthew Giller, Commissioner AYES: Giller, Smith McDonald, Madigan, Goel ABSENT: Tucker, Washington Parks & Community Services Commission October 15, 2018 Regular Meeting P a g e | 2 3.2. September 2018 Parks and Community Services Department Monthly Report The Commission wanted to discuss items outlined in the report regarding attendance and participation at the WAVE. Director Butler responded that staff will bring strategies forward at the Parks and Community Services Commission meeting in November regarding marketing and advertising efforts. The Commission received the report. 3.3. Heritage Park and Museums Annual Report, September 2017 – August 2018 The Commission received the report. 3.4. Updated Upcoming Task List The Commission received the report. 4. Written Communication - None 5. Public Hearing - None 6. Unfinished Business - None 7. New Business 7.1. Review Request for Proposals for Parks and Recreation Master Plan Rhonda Franklin, Management Analyst, presented the specifics of the item as outlined in the Staff Report. The Commission asked various questions and made comments regarding the aggressive timeline outlined for soliciting RFP’s, marking milestones, understanding the public sector’s RFP process, and the expectations of the Commission’s involvement in the process. Staff responded that the timeline is realistic and explained how the Commission shall participate by information sharing, helping evaluate the process to find strategic goals, and acting as advisors throughout the entire RFP process. Parks & Community Services Commission October 15, 2018 Regular Meeting P a g e | 3 On motion by Commissioner Giller, seconded by Student Rep Goel, and by unanimous vote, the Commission received the report and approved the proposed draft RFP. 7.2. Consolidation of City Facility Rental Packets Lisa McPherson, Recreation Manager, presented the specifics of the item as outlined in the Staff Report. The Commission asked questions regarding how much staff time w ill be saved using the updated facility packets and whether the public can rent facilities online. Staff responded that they can’t quantify the st aff time saved, however, the new packet should be easier for both the public and staff and will help reduce staff time answering questions, as well as, saving paper since the policies are laid out differently and condensed into one packet. Staff advised the Commission that renting facilities online will be demonstrated at the November meeting for the Commission’s review and testing. On motion by Commissioner Madigan, seconded by Commissioner Giller, and by unanimous vote, the Commission received the report and approved the recommended policy changes. 7.3. Residential Holiday Decorating Program Director Butler presented the specifics of the item as outlined in the Staff Report. The Commission expressed their enthusiasm for the program and gave suggestions regarding how to encourage participation in years to come by giving prizes to both first and second place this year, as the first year of the program, to help incentivize future participation. The Commission received the report. 8. Other Business Commissioners provided informational reports on recent events and meetings attended. 9. Adjournment The meeting was adjourned at 7:33PM. Minutes prepared by Stefanie Ananthan, Senior Office Assistant. Parks & Community Services Commission October 15, 2018 Regular Meeting P a g e | 4 ____________________________________ Michelle Smith McDonald Parks and Community Services Commission Chair ATTEST: ________________________________________ Micki Cronin Parks and Community Services Assistant Director