NOTICE OF REGULAR MEETING Park Board of Trustees of the City of Galveston Parks and Amenities Committee Thursday, February 2, 2017 at 9:00 a.m. Park Board Plaza, Board Room - First Floor 601 Tremont Street, Galveston, Texas 77550 I. II. III. IV. V. VI. Call Meeting To Order Pledge Of Allegiance Roll Call And Declaration Of A Quorum Requests To Address The Committee The public shall be allowed to address the Committee regarding one or more agenda or nonagenda items. All requests to address the Board must be submitted in writing to the Board Reporter the day of the Board meeting. Each person shall be limited to three (3) minutes regardless of the number of items addressed. Conflict Of Interest Declarations Approval Of Minutes Documents: MINUTES 1.5.17.PDF VII. VIII. IX. Discuss And Consider Parks Marketing And Budget Plan Discuss And Consider Work Plan For Committee Discussion On Snow Cone Vendor At Izard Park Documents: LOCATIONS.JPG IZARD PARK VENDOR.DOCX X. Discuss And Consider Changes To Hours Of Operation To Stewart Beach, East Beach, Dellanera, And Pocket Parks Documents: PARK HOURS.PDF XI. Discuss And Consider Finalizing Tent And Tarp Policy For East Beach, Pocket Park 1 And Stewart Beach Documents:
TENT AND TARP 1-25-17.PDF POCKET PARK.JPG STEWART BEACH FLOATING LINE.JPG EAST BEACH TENT AREA.JPG XII. XIII. XIV. Future Agenda Items Announcements Adjournment I certify that the above Notice of Meeting was posted in a place convenient to the public, in accordance with Chapter 551 of the Texas government Code, on 27 January 2017 before 5:00 p.m. Approved Approved as to Format Via Email Via Email Thayer Evans Kelly de Schaun Chair, PAC Park Board Executive Director Via Email Joyce Calver McLean Chair, Park Board of Trustees Please Note Members of the City Council may be attending and participating in the discussion. In accordance with the provisions of the Americans with Disabilities Act (ADA), persons in need of a special accommodation to participate in this proceeding shall, within three (3) days prior to any proceeding, contact the Park Board Administration Office, 601 Tremont, Galveston Texas 77550 (409-797 -5147)
NAME ATTENDANCE CONFLICT OF INTEREST AGENDA VI. 1st AGENDA VII. 1st AGENDA VIII. 1st Thayer Evans, Chair Melvin Williams, Vice Chair Spencer Priest Jason Worthen Wanda Buttner Liz Torres Brandon Cook P P P P P 1st P P P P obstained obstained obstained Jeff Nielson Josh Hairgrove Hal Needham Kristen Vale Kelly de Shaun Chris Saddler P P Resource Members Present/via Phone: None Guests Present: Jeff Brown, Daniel McWilliams, Zach Pratt, Tony Andrisek, Tim Jackson, Melissa Lathrop PUBLIC COMMENT & ADDL. NOTES 1 of 11
NAME ATTENDANCE CONFLICT OF INTEREST AGENDA IX. 1st AGENDA X. 1st AGENDA XI. 1st Thayer Evans, Chair Melvin Williams, Vice Chair Spencer Priest Jason Worthen Wanda Buttner Liz Torres Brandon Cook P 1st P P 1st P P P 1st P P P P P P P Obstained Obstained Obstained Jeff Nielson Josh Hairgrove Hal Needham Kristen Vale 2 of 11
NAME ATTENDANCE CONFLICT OF INTEREST AGENDA XII. 1st AGENDA XIII. 1st AGENDA XIV. 1st Thayer Evans, Chair Melvin Williams, Vice Chair Spencer Priest Jason Worthen Wanda Buttner Liz Torres Brandon Cook P 1st P P P P P P 1st P P P P 1st P P P P P P Obstained Obstained Obstained Jeff Nielson Josh Hairgrove Hal Needham Kristen Vale 3 of 11
NAME ATTENDANCE CONFLICT OF INTEREST AGENDA XV. 1st AGENDA XVI. 1st AGENDA XVII. 1st Thayer Evans, Chair Melvin Williams, Vice Chair Spencer Priest Jason Worthen Wanda Buttner Liz Torres Brandon Cook P Obstained Obstained Obstained Jeff Nielson Josh Hairgrove Hal Needham Kristen Vale 4 of 11
NAME ATTENDANCE CONFLICT OF INTEREST AGENDA XVIII. 1st Thayer Evans, Chair Melvin Williams, Vice Chair Spencer Priest Jason Worthen Wanda Buttner Liz Torres Brandon Cook P Obstained Obstained Obstained Jeff Nielson Josh Hairgrove Hal Needham Kristen Vale MOTION AGENDA VI. Approval of Minutes Motion was made and seconded, no comments, voted 8 to approve, 1 - committee member Cook obstained from vote. MOTION AGENDA VII. Introduction Of New Committee Members (Kelly) 5 of 11
Introduction of new committee members made MOTION AGENDA VIII. Discuss And Consider 2016-2017 Committee Workplan (Kelly) Staff presented the 2016-2017 Committee Work plan. Committee member Spencer Priest would like to discuss adding to the workplan, a discussion of adding a public boat launch. A/I - Provide marketing/budget Plan at next meeting. A/I - Next meeting focus on prioritizing the workplan. A/I - Look into opportunity for beach user survey on Pay By Phone system. A/I - Draft job description for Parks Internship 6 of 11
MOTION AGENDA IX Discuss and Consider Award of Contract to Bennett Beach Services for Areas 21-23 For Umbrella and Chair Rentals (Chris) Staff presented Bennett Beach Services contract to the committee. Committee member Melvin Williams requested that all future contracts include a diagram or map to show the locations and size of locations. It was also suggested by committee member Brandon Cook that all bid awards include a scoresheet outlining the criteria used to award said bid. Committee Chair, Thayer Evans, instructed staff to include this information on all future bids. 8 committee members voted for, 1 member, Brandon Cook obstained from voting. MOTION AGENDA X Discuss and Consider Award of Contract to Brown Food Service for Area Park Board Plaza for Special Event Parking (Chris) Staff presented contract to committee members. Mr. Brown addressed the committee requesting that they consider a cancellation clause be added to his contract. If an event is formally cancelled by the Event Planner, Mr. Brown's payment would roll over to the next event. It was discussed that staff would go back to our attorney and see if she will support a new contract that has a cancellation clause. Motion was made by committee member Spencer Priest, to revisit the Brown contract. Motion seconded, 8 voted for, 1 obstained from vote. Continued discussion as follows: Staff will go back to legal council to see if we can change to a lease agreement instead of a concessionaires agreement. Agreement will include a clause indicating a trigger for cancellation and how that's defined. If formally cancelled by the Event Organizer, payment will roll forward to the next event unless the contract with Mr. Brown termininates. If that occurs, there will be no refund, rollover etc. Motion made by Mr. Evans, motion by Mr. Priest, all present voted for, excluding Mr. Cook who obtained from vote. MOTION AGENDA XI. Discuss and Consider Award of Contract to Charlies Beach Service for Areas Dellanera Park and Pocket Park 1 for Umbrella and Chair Rentals (Chris) 7 of 11
Staff presented contract to committee. Motion made by Mr.Williams, seconded by Mr. Priest. 8 votes for, committee member Mr. Cook obstained from vote. Discussed need for procedure for how parks can determine when the vendors have to be set up and how to control that requirement. MOTION AGENDA XII. Discuss and Consider Award of Contract to Corporate Aircraft Solutions for Area 2 (Stewart Beach) For Bike Rental Program (Chris) Staff presented contract to committee. Daniel McWilliams, as a respresentative for Corporate Aircraft Solutions, addressed the committee. Committee member Kristen Vale requested that education of good beach stewarship (bird protection) be provided. Mr. McWilliams agreed to disuss with Mr. Olive - will have educational posters. Motion was made by Chair, Thayer Evans and seconded by Vice Chair Melvin Williams. 8 votes for and 1 member, Mr. Cook obstained from vote. 8 of 11
Discuss and Consider Award of Contract to Gulf Coast Vending Service for Areas Dellanera Park and Park Board Plaza for Vending MOTION AGENDA XIII. Services (Chris) Staff presented contract to committee. Motion made by Vice Chair Melvin Williams, seconded by Chair Thayer Evans. 8 votes for, committee member Mr. Cook obstained from vote. Committee member Mr. Priest suggested equipment that would have debit card technology - Per Mr. Olive that can/will be implemented. MOTION AGENDA XIV. Discuss and Consider Contract for Puro Gusto Service for East End Lagoon and Pocket Park 1 (Chris) Staff presented contract to the committee. Discussion to add requirements on appearance and upkeep of equipment - have to follow city ordinances and provide photos. Suggested by committee member Josh Hairgrove to put the requirements into the concessionaire packet. Chris and Kelly will draft ideas for consideration. Committee member Kristen Vale posed the question of who is responsible for the trash and food waste. It is in the contract that the vendor is responsible for removal of said waste, we will need to add to contract that this will be done daily. Motion made by committee member Spencer Priest and second motion made by committee member Liz Torres. 8 votes for, 1 obtained from voting. MOTION AGENDA XV. Discuss Offseason Plan for Stewart Beach/East Beach and Seawall Parking (Urban Park) (Chris) 9 of 11
Staff presented offseason plans to committee members MOTION AGENDA XVI. Future Agenda Items 1.) Provide Marketing/Budget Plan 2.) Prioritize Work Plan 3.) Look into opportunity for survey on Pay By Phone system 4.) Develop procedure for how parks can determine when vendors are required to be set up and how to control that requirement 5.) Draft job description for Parks Internship MOTION AGENDA XVII. Announcements 10 of 11
Thayer Evans and Chris Saddler will be in Houston on Tuesday accepting an award ; Beach nourishment Project Update: Pumping will begin pumping on 1/11 - completion date is May 13th. Will communicate with concessionaires about plan for Spring Break. MOTION AGENDA XVIII. Adjournment Meeting adjourned @ 10:51am 11 of 11
Date- 1/25/2017 Agenda Item: Discussion on Snow Cone vender at Izard Park Background: Staff has been approached by a vender that would like to become a vendor and setup at Izard Park on the Seawall. The area only has one vendor at it and it s a hotdog stand. The area that the vendor is requesting is on the map provided, the red lines is the area that is being requested. The vendor is not local and will be moving to the island, staff is wanting to get the committees input before this item is brought to the Trustees for approval. Staff has measured the area and the space that the trailer would be in would be 6x12 or 7x14, the trailer would not block any plaques or statues. I have included pictures of the trailer. Staff Recommendation: Funding Source (if a budgetary item):
Dellanera Park Dellanera Park is proposing that the Gift Shop hours to be changed, staff feel that the last hour we are open is not productive and the gift shop is unable to cover the operational cost. There are many of times when we have no sales and 1 to 2 phone calls. If the hours are changed this would be a $5000 cost savings for salary expense. The table below shows the current and proposed hours. Current Hours Oct- May May- Sept. 8am-5pm Sun Thur. 8am 6pm Sun-Thur. 8am-6pm Fri.-Sat 8am-7pm Fri.-Sat Proposed new hours Oct-May May-Sept. 9am-5pm Sun Thur. 9am-5pm Sun Thur. 9am-5pm Fri.-Sat 9am-6pm Fri.-Sat Pocket Parks The pocket parks are open for 7 months out of the year, the traffic for the pocket park does not really pick up until after Memorial Day. At the current time the Pocket Parks are open only on the weekends from March until Memorial Day, then after this time the parks are open seven days a week. Staff is requesting the following changes for the parks, this will allow savings in salaries. The savings would be $3780.00 Current Hours Weekends Only Everyday Proposed New Hours Weekends Only Everyday March-May 9am-5pm March-May 9am-5pm May-Sept 9am-6pm May-Sept 9am-5pm Stewart Beach Stewart Beach is open 32 weeks 7 days a week, staff is proposing to change the hours only during the week. The weekday afternoon traffic for Stewart Beach is at its peak during the lunch time, then it tends to slow down around 4:00pm. Staff is proposing the following hour changes. The savings for Stewart Beach in the salaries would be $7200 Current Weekdays Weekends Proposed Weekdays Weekends Hours new hours March-May 9am-5pm 9am-6pm March-May No Changes No Changes May-Sept 9am-6pm 8am-7pm May-Sept 9am-5pm No Changes Sept-Oct 9am-5pm 9am-6pm Sept-Oct No Changes No Changes East Beach East Beach budget was reconstructed during the past budgeting process, the budget reduction was in the salaries account. Staff reduced the number of seasonal staff from 14 to 10, and also changed the hours the seasonal employees work. During the shoulder season from March to Memorial Day seasonal staff will work weekends only, and the manager will work during the week days alone. To accomplish
this the park will need to be closed two days a week and the manager will cover the other days. The week day traffic is slow and staff feels that the manager will be able to handle this on their own. Once Memorial Day comes the seasonal staff will work seven days a week until Labor Day. Current Hours Weekdays Weekends March-May 9am-5pm 9am-6pm May-Sept 9am-6pm 8am-7pm Sept-Oct 9am-5pm 9am-6pm Proposed Shoulder Monday Tuesday Wednesday Thursday Friday Saturday Sunday Season hours Week Days Closed Closed 10am-5pm 10am-5pm 10am-5pm Weekends 9am-5pm 9am-5pm Peak Season Monday Tuesday Wednesday Thursday Friday Saturday Sunday hours Week Days 10am-5pm 10am-5pm 10am-5pm 10am-5pm 10am-5pm Weekends 9am-6pm 9am-6pm Hours could change pending holidays and events.
Date- January 25, 2017 Agenda Item: Discuss and Consider changes to the Umbrella and Tent and Tarp policy at Stewart Beach, East Beach and Pocket Park 1. Background: After the last PAC meeting and listening to everyone s suggestions staff is has meet and feel that we can accomplish what the committee is looking for and what the vendor is requesting. Staff feel that when you look at East Beach and Stewart Beach you have to treat each park different due to the size of the beach and they amount for beach goer traffic that is at each location. Staff is providing a map of both park with the new proposed area that will be the tent and tarp area for the upcoming beach season. The board of trustees has approved a umbrella vendor for Pocket Park 1, at this time there is not tent and trap policy, Below staff has made the following recommendations for the beach parks. Staff Recommendation: Stewart Beach and Pocket Park 1 - Staff is recommending that the tent and tarp line should be a floating line that is determined by the Park Manager each day, the line would be set first thing in the morning and would not be moved. The park Manger would have the authority to set the line and would not be allowed to be moved if the vendor disagreed with it. The floating line would not exceed the trash can line unless the tide is very low and the vendor s setup is moved closer to the water edge. Staff is also recommending that baby tents should be allowed to set up anywhere on the beach, baby tents should not be bigger than 3ft tall. East Beach Staff is recommending that the Tent and Tarp area be designated east of life guard tower 2 and west of life guard tower 4. In these two area the tents and tarps would be allowed to setup on the water s edge. If a beach goer is wanting to setup a tent in area between life guard tower 2-4 it would at the blue tent bollard line that is the current tent and tarp area. Staff is also recommending that baby tents should be allowed to set up anywhere on the beach, baby tents should not be bigger than 3ft tall. East Beach, Stewart Beach and Pocket Park 1, If the vendors do not setup for the day the tent and tarp line would not be set and the beachgoers can setup anywhere on the beach template. Funding Source (if a budgetary item):