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07-18-23 Minutes MINUTES OF A MEETING OF THE CYPRESS RECREATION AND COMMUNITY SERVICES COMMISSION July 18, 2023 The regular meeting of the Cypress Recreation and Community Services Commission was called to order at 6:00 p.m. on Tuesday, July 18, 2023, in the Cypress Community Center Conference Room. PRESENT: Commissioners Dronkers, Edwards, Erbe, Jackson, and Ridgeway ABSENT: Commissioners Logovii and Medrano Also present, Jeff Draper, Director of Recreation and Community Services; Ian Kokot, Recreation and Community Services Manager. PLEDGE OF ALLEGIANCE The pledge of the flag was led by Commissioner Dronkers. ORAL COMMUNICATIONS (Limited to 30 minutes – three minutes per speaker, unless extended by the Commission) None. NEW BUSINESS 1. Approve Minutes – Meeting of June 20, 2023 It was moved by Commissioner Ridgeway, and seconded by Commission Chair Erbe, to approve the minutes of the regular meeting of June 20, 2023. The motion was carried by the following roll call vote: AYES: 4 COMMISSIONERS: Dronkers, Erbe, Jackson, Ridgeway NOES: 0 COMMISSIONERS: None ABSENT: 2 COMMISSIONERS: Logovii, Medrano ABSTAIN: 1 COMMISSIONERS: Edwards 2. Reorganization of the Recreation and Community Services Commission Nominations were opened for Chair. Commissioner Jackson nominated Commissioner Dronkers, and Commissioner Erbe seconded. The motion was carried by the following roll call vote: AYES: 5 COMMISSIONERS: Dronkers, Edwards, Erbe, Jackson, Ridgeway NOES: 0 COMMISSIONERS: None ABSENT: 2 COMMISSIONERS: Logovii, Medrano 2 Nominations were opened for Vice Chair. Commissioner Erbe nominated Commissioner Jackson, and Commissioner Edwards seconded. The motion was carried by the following roll call vote: AYES: 5 COMMISSIONERS: Dronkers, Edwards, Erbe, Jackson, Ridgeway NOES: 0 COMMISSIONERS: None ABSENT: 2 COMMISSIONERS: Logovii, Medrano 3. Park Visitation Assignments The Director provided background on the park visitations, and asked that the Commission continue with the program. Commissioner Ridgeway asked if the Director reviews the submitted reports. The Director affirmed he receives the reports, and that those reports are also forwarded to the Recreation Manager and Public Works. Commissioner Erbe asked if Arnold/Cypress Park should continue to be monitored. The Director responded it’s not necessary as staff is now often at that site and that the park will be shutting down soon for the renovation project. 4. Names for Arnold Cypress Park Softball Fields The Director recapped the request from Council at the July 10 joint meeting for the Commission to recommend names for the four softball fields, and that those recommendations will be presented to Council at its November 13 meeting. The Director informed that the October 17 Commission meeting will be cancelled as it falls on the same day as State of the City, and informed the Commission that a special meeting could be scheduled in October. The Director stated that the same process for submitting names used for Lexington Park will be used to solicit names for the Arnold Cypress softball fields, that staff will be working with Communications Lab on the marketing, and that information will be disseminated on social media, the Cypress Activity Guide, The Progress, and at the concerts. Commissioner Jackson asked if respondents will be asked to state a reason for their naming choice. The Director affirmed, and stated the fields will be named for those who have made a significant contribution to either Cypress Girls Softball League or Arnold Cypress Park. Commissioner Erbe asked how long the process will be for soliciting names. The Director answered the process will take one to two months. Commissioner Edwards spoke of other cities naming fields for individuals. The Director responded that most cities do naming rights agreements. Commission Chair Dronkers asked why this wasn’t done at Lexington Park. 3 The Director responded that corporate sponsors staff approached were hesitant about lending their names to the fields of a new park. Commissioner Edwards stated that there might now be an opportunity for corporate sponsorships at Lexington. Commissioner Erbe asked if there would be a way to submit names on the Cypress app. The Director responded that could be a possibility. The Director informed that at the August meeting staff will be bringing forth submitted names and asking the Commission to decide if they want to discuss with the public at the September meeting or schedule a special meeting in October. DEFERRED BUSINESS 5. Park Rules and Regulations The Director asked if one more Commissioner would like to volunteer for the ad hoc committee. Commission Chair Dronkers nominated Commissioner Jackson, and Commissioner Erbe seconded. The motion was carried by the following roll call vote: AYES: 5 COMMISSIONERS: Dronkers, Jackson, Edwards, Erbe, Ridgeway NOES: 0 COMMISSIONERS: None ABSENT: 2 COMMISSIONERS: Logovii, Medrano The Director stated the goal is to bring back the recommendations from the ad hoc committee to the August meeting. ORAL COMMUNICATIONS (Three minutes per speaker, unless extended by the Commission) None. STAFF REPORTS AND DISCUSSION: The Director thanked the Commissioners for attending the joint meeting with Council on July 10, and welcomed Commissioner Edwards to the Commission. Update on Arnold Cypress Park The Director reported on the following: plans and specs approved by Council; will be prequalifying contractors first before going out to bid; goal is to award contract at the August 28 Council meeting; expected groundbreaking late August or early September; expected time for construction is 12-14 months; goal is to have park opened for Cypress Girls Softball League 2025 spring season. Commissioner Edwards asked if the construction will be done in phases. The Director responded the construction will not be done in phases as that would delay the project. Commissioner Erbe asked why the plan was approved for $27.5 million if the original costs had been $15-20 million. 4 The Director responded the $15-20 million figure was pre-covid, and since then costs have increased, but that the $27.5 million is an estimate, with construction costs estimated to be $20-22 million out of the total. Sponsorship Program The Recreation and Community Services Manager spoke of the sponsorship program as being part of the Strategic Plan; focus will be to highlight community events such as Concerts, Salute, Run, Holiday Sing, and teen and youth programming; staff is working to streamline the sponsorship process by reviewing other agencies to see what procedures they have in place. Commission Chair Dronkers asked how the sponsorships would work. The Recreation and Community Services Manager responded that supporters can be presented with different sponsorship options. Commissioner Jackson asked if staff is looking at keeping the same price for all events. The Director responded that staff is working on a tiered approach for sponsorship packages, spoke of the importance of establishing relationships with Cypress businesses, and related that ENO, a Cypress-based company, has donated to several of the City’s events and programs. Commission Vice Chair Jackson asked if the donation levels are affordable for non-profits. The Director responded there will be several levels to make affordable for any sponsor. Commissioner Edwards suggested the City put on a gala fundraiser and offered to volunteer. The Director responded that due to several City events in October, the upcoming Community Center HVAC and roofing projects, and the closure of the Senior Center for interior renovations it is not feasible at this time to plan a large fundraising gala at this time. Commission Chair Dronkers asked if there will be a decline in classes offered during the HVAC project. The Director affirmed, stating that the time of year when the HVAC project will take place is when the classes are least attended. OTHER PERTINENT INFORMATION FROM COMMISSION MEMBERS: Commissioner Ridgeway asked if the pickleball nets at the college will be permanent. The Director responded there will be temporary nets, but that Cypress College has indicated a willingness to install permanent nets. Commissioner Erbe spoke of concerns about the lack of parking at Mackay Park; reported seeing no parking signs in the surrounding area of the park; and of a conversation she had with someone who indicated the HOA installed those signs. The Director responded that staff will look into that. Commissioner Edwards praised the Salute to America event. 5 ADJOURNMENT: Commissioner Edwards made a motion, and Commission Vice Chair Jackson seconded, to adjourn the meeting at 6:45 p.m. to the regular meeting of August 15, 2023, to be held in the Cypress Community Center Conference Room at 6:00 p.m. __________________________________________ CHAIR OF THE RECREATION AND COMMUNITY SERVICES COMMISSION ATTEST: ___________________________________ SECRETARY TO THE RECREATION AND COMMUNITY SERVICES COMMISSION