[0:08] We have a forum. We're going to do attendance,

[0:15] open this September meeting, and then stay at the time of the meeting.

[0:19] And then, you know, I can call the roll or you can call the roll whichever you prefer.

[0:23] Okay, it's Tuesday, September 15th. We're opening the parks and green space board meeting.

[0:32] Ah, Jasmine, would you like to do roll, six or four p.m.

[0:37] Jocelyn Vincent, here, Jay Beesley, Paul Bunt, P.J. Lex Needas, Michael P.Corsky,

[0:48] Rezant, Barbara Sterbant, Mark Oofhausen.

[0:52] We have a quorum.

[0:56] All right, do we have anybody in the community with comments?

[1:00] Would you like to step up to the microphone?

[1:04] If you would please state your name and your address for the record, yeah, my name is Sarah Hudson and I live at six wild of circle and I was here to talk about the green bell or green space that is behind

[1:19] Well one block over behind us, I don't know what the street next to us is called, but I was wondering if there was any plans for that space because I have an idea.

[1:28] I know that the aviary is going to be going up at the other end behind dad's club, which

[1:35] that's, can be talked about in another meeting, but there's, there are tons of bike trails

[1:40] that have been worn in the ground by a lot of the boys in the community, along with bridges

[1:47] that they've built and ramps, and it is such a fun space that my son personally, and

[1:53] I've seen so many other kids go back there.

[1:55] And I think that it would be a great use of the space, the green space, along the front edge road.

[2:03] Super easy to add in some bike trails.

[2:06] I think all you need is a lot of dirt.

[2:09] Maybe hiring someone might be able to move the dirt into mounds.

[2:14] And I think you let the boys know that it's back there,

[2:17] and that they're able to go back there.

[2:18] The gates are already there.

[2:19] There's an open field as well that we might be able to put something in.

[2:23] So I was just curious if we might be able to transform that area so it can actually be used one

[2:30] because there's not a lot of kids that go back there because there's not really anything to do.

[2:34] It's well-capped by the city and maybe even do something within the open space, maybe a kickball

[2:40] filled or somewhere in a play-based ball.

[2:43] Something like that since we will be probably taking away some green space within our community

[2:49] I mean, we can we, you know, finalize that area.

[2:54] That is what I, that's just me.

[2:59] Do we see where it is on the back?

[3:01] I don't actually know where that is.

[3:02] Thank you, sir.

[3:04] Oh.

[3:06] But I think where she's talking about is fries.

[3:09] So there's lots of green space, but fries.

[3:13] Yes.

[3:13] So you can see what's on the left.

[3:16] So that's behind the wall.

[3:18] It is behind the wall.

[3:20] On your side of the wall.

[3:21] On the other side of the wall.

[3:23] On the other side of the wall.

[3:25] Oh, right. And you can actually write behind these, yes, behind these houses. You can also write and there's a full of stuff. No, that's that there. Yeah, but you can connect all of them,

[3:43] but you can get from this area, unless you go down and across and then get to it. So all the boys in this area, but I see boys children, all the children in this area have to kind of travel.

[3:57] It would be really nice if we could add something behind there.

[4:00] It's already what it's already been sent to surprise.

[4:04] There's a key.

[4:07] It's just like, yes,

[4:14] too.

[4:15] So just as a reminder, because I know community comment is a new topic that we've placed

[4:19] on the agenda to allow comments from residents.

[4:23] At any time that there are, I know right now she was just describing the area and clarifying

[4:27] that.

[4:28] But in future meetings whenever there are other comments from other residents, there is no

[4:33] or really discussion that could be taken during that time.

[4:37] And then any of those comments that are made by any residents of the community

[4:41] can be looked at to be placed on a future agenda item.

[4:47] Thank you, Sarah.

[4:50] We could go to all business.

[4:53] First is the fall event series.

[5:01] All right.

[5:03] Have you sent this sheet with the person's green space sign-up sheet?

[5:08] Yes, I've placed that on the table.

[5:10] and I can send it in email to those who are not here as well.

[5:14] Okay,

[5:17] so board member attendance participation and assignments.

[5:20] So I assume that we need to discuss the expectations

[5:23] for the fall event series,

[5:33] let's see.

[5:34] Okay, so we did have a music in the park.

[5:36] That was, I believe, pretty well attended.

[5:39] Yeah, it was very well attended.

[5:43] We have one,

[5:47] two, three, four more events for a fall, and then we come up to Christmas

[5:51] which is coming up.

[5:53] In regards to expectations, do you want to speak on that?

[5:58] Just being able to come to events and either helping set up, which music takes nice set up,

[6:03] so that's fine, but movies helping set up and helping clean up the park after the event.

[6:10] Okay. What times in regards to set up and clean up? So movies are at seven. Excuse me.

[6:18] Music is at seven, seven, eight, thirty was the music. Movies are seven.

[6:25] Movies are dark.

[6:26] So I think six, fifty, six, forty, five is our first movie is dark.

[6:31] Okay.

[6:31] So what time would you want someone to call me?

[6:34] I would say maybe thirty minutes before to help set up the projector, the screen and everything will be set up by public words.

[6:40] Okay,

[6:55] I think when we advertise Grinch, we need to, why guess you say it at night

[7:09] call, but we need to, or I need to, or when do you think of the sunset?

[7:14] I think I tried my best, but I mean, I'll like close through the time,

[7:20] Closer to the event.

[7:24] Okay, so...

[7:42] Usually it's 20-30 minutes after. Usually it's 20-30 minutes after.

[7:53] I think we'll have a young crown for that anyway, so that's good. And then, so cleanup, that's those are the disposable trash cans, and that's just carrying them too.

[8:05] I usually put them in movies. A public work sky will be here and he'll be able to take them back, but for a music, I just put them in the pavilion. There's a little cubby in there, and they'll get them either.

[8:16] the next day or when they get here on Monday.

[8:22] Okay, fall event series.

[8:24] So we have the sheet so we're supposed to say you can't attend or can't attend.

[8:29] Which I know we want to attend.

[8:32] It's just if you're helping with those events.

[8:37] In regards to fall event series,

[8:39] I think especially the movies will have a very nice turnout.

[8:42] The map powers being what kind of music is that?

[8:45] They are a variety cover band.

[8:47] variety cover bands I think that could be a good turnout and then the reverb

[8:51] quartile what about them. I believe they are more on the rock side.

[8:56] All right. We've heard quartile rock. Okay, does anyone have anything else to say about

[9:02] fall?

[9:15] Which, okay, we still

[9:24] have our event beforehand. I think we can have a big turnout.

[9:30] We may have left over candy and asked her,

[9:33] what is her dental?

[9:41] Evergreen, Pia, and treatment to Australia is going to sponsor pizza.

[9:45] What is Mark doing it for the Grinch?

[9:49] Yes.

[9:50] Yes, who's housing family for the Grinch?

[9:52] We have two pieces of sponsors.

[9:54] Barb, it's spoke to who is a spring valley resident.

[9:59] So these swiders, they were asked the more of that scene of them.

[10:08] Yeah.

[10:08] Tell me what's there.

[10:29] Well, I guess one of my would

[10:34] read our read.

[10:40] He was kind of an extremely yummy hamburger.

[10:43] He's going to be at the movie night.

[10:46] Yeah.

[10:46] That's something.

[10:49] But that he's advertising to sell.

[10:52] All right.

[10:52] There's super yummy swiders.

[10:55] Or to get to know that.

[10:58] And then they're considering A.R.

[11:02] I might need to, I might need to look at his license area.

[11:06] Can you just send me a zoom out?

[11:09] Yes.

[11:09] And they're considering a Christmas sponsorship.

[11:15] What were you used to say about the phone?

[11:16] What about the phone?

[11:19] The dentists group and then Mark.

[11:24] Oh, what about popcorn grace church?

[11:27] Did they respond about?

[11:28] Are they involved in any of the follow-up and savvy?

[11:31] Yes, they're going to do it for the hotel

[11:35] Transylvania?

[11:36] Yes.

[11:37] Are

[11:40] they interested in any more?

[11:43] Yes.

[11:44] I didn't know if you all wanted to do it on the November 20th.

[11:50] So I just told them November 16th.

[11:55] That's fine.

[11:57] Yeah.

[12:03] I feel like I'm more in the barrier to think it's involved.

[12:08] Oh, do we want the Cassana Cachina to try to sell July or are we doing kind of always?

[12:21] I mean, I feel like Kona's just very reliable and easy in.

[12:31] Okay, anything else on Fall series?

[12:38] Just put our name on this and say whether or not we're going to be there.

[12:41] There's a couple of work on it.

[12:48] Okay.

[12:49] All right.

[12:51] the annual holiday tree lighting,

[12:57] let's see, including event planning. How are we looking

[13:00] on sponsorships? We have heard from four organizations. Well, I've heard from five

[13:09] grace churches reach out today. Okay, make that six. There's a new,

[13:25] what do I tell you

[13:26] I mean, I just moved in on the front of the front of the medical offices are, they got

[13:37] him the owner came up with the name and stuff, they're meant to.

[13:40] So we've had six companies reach out, or organizations, and we've received money from one.

[13:47] So, we have a photo sponsor, is that that's awesome?

[13:51] I didn't email them back, but I hadn't heard back from them again, so I'm just waiting

[13:55] for a reply, or are you talking about a fetal abuse sponsor, or a fat auger for her?

[14:03] I'm talking about a fat auger for her.

[14:06] Is that sealed?

[14:07] Do you want it?

[14:08] Okay.

[14:08] White spheres are doing those photos, right?

[14:12] Did you get the, is that in the six?

[14:14] Yes.

[14:14] I've not received their money.

[14:16] Okay.

[14:16] Did you need that follow-up that you need to money?

[14:18] Yes.

[14:19] I was going to wait until maybe October, later, not October to reach out about.

[14:29] Yes, but I haven't seen the money.

[14:31] No, I haven't.

[14:33] Monter?

[14:34] Okay.

[14:35] Did they...

[14:36] Not yet.

[14:37] But she said she was too early, right?

[14:40] No.

[14:40] I think she just needs to hear about the chemo.

[14:44] There was a sparkle in bloom that said,

[14:47] to ask again,

[14:47] it might be too early.

[14:48] Chubby said it would...

[14:50] They're thinking about, I think, too early.

[14:54] Who are the others?

[14:55] But the dental one.

[14:57] We respond that they said they want to do this.

[14:58] Smile for kids.

[15:00] Yes. Is it into one that responded? And then the one who reached out today was Delphi ER. And then city side, like we mentioned, and can't our

[15:18] join. Oh and that's

[15:23] yeah. And Grace Church. And there were some others that said they want to

[15:27] I'd great magazine was interested. I think it's just started early.

[15:39] Yeah, I mean some people

[15:40] just went to the last minute. It is very, it is very, really, with the start of school and stuff.

[15:49] But what was I going to say about time? Oh, I was going to say in regards to

[15:55] to death, this is a, it's for our, you know, death, village dance,

[16:02] gone's book, and then there's memorial moms association as well, they did the

[16:07] game area last year. The way is the vision of what you see for them, because

[16:16] I know village dance sponsors music and stuff. Are you looking for them to

[16:21] Well, they sponsor basically in kind, so the city would be paying for the DJ, which is $350

[16:29] and the dad's club had sponsored that along with some other things.

[16:35] Well, and so my thing was, is that the mom's club ran multiple pavilion last year

[16:39] and did all the crafts and stuff.

[16:41] And then we had the memorial moms come in and they ran all the games.

[16:44] So I asked them, yeah, they paid for all the prizes and stuff.

[16:48] really a crisis. So I asked them if they'd come back and do that. But I don't want to go ask them to pay for sponsorship.

[16:55] They're volunteer organizations.

[16:58] But I mean we're asking Grace Church to pay a sponsorship and they're essentially we're using

[17:03] their parking lot and they are bringing you not to videos well. So I mean I just don't think it's fair

[17:09] if we go out and say, well these people don't have to pay a sponsorship fee for a table but we're

[17:14] going to let these people have to make these people.

[17:17] And then it's more what is the vision of what we're trying to do, because they like

[17:23] one group did all the games last time. Do we want to ask them to do that again?

[17:28] I don't think the $100 is the big deal, but that's not the point. Do we want them on this time

[17:33] to come in and do a whole big craft fairy again? Or is it like, we don't need a table to sell ourselves

[17:41] But we're happy to do crafts and stuff, but what is the vision of?

[17:49] I mean, you're more than welcome to bring a craft or do any activity you want to do.

[17:53] We're asking other sponsors to also provide a kid-friendly activity.

[17:59] So I mean, I don't know what those are going to be yet, but even like a cookie decorating table.

[18:04] I mean that, I don't.

[18:08] An activity.

[18:08] Yeah. Yeah.

[18:14] So, because I mean, like, I do, white spirits doing Santa, that's Santa.

[18:18] Mm-hmm. That's 50. Great.

[18:20] It's transmoiting of it. Right.

[18:25] Well, I'm just trying to see, like, are we looking to plans to do, like, or big craft station?

[18:31] Or is it, like,

[18:34] we're not doing that?

[18:36] It's what I'm trying to say.

[18:38] Hey, I mean, it's up to you, up to the mom's club.

[18:41] If they want to do that or not?

[18:43] And then to there's another group that did the gains, my saying, do you all want to still do this again?

[18:50] Or are we hoping that other groups, sponsors, we're doing individual gains?

[18:57] I mean, I know we want them to do that as well.

[19:01] But then they make much sense.

[19:03] So you know what I'm trying to say?

[19:05] Well, I mean, like, how many booths do we have already?

[19:07] And then we have Santa and everything.

[19:09] Just like, do we have an overkill at this point in time?

[19:11] Well, we're not going to have the pavilion was really crowded last year. This year in the pavilion, it'll be letters to Santa and Santa and then all the other booths are going to be in the grass right here.

[19:25] So I don't know if it's probably not going to be overkill because we'll have as far as I know the city will have a table, the police department, the fire department and then if all of these sponsors want to have a table that

[19:41] Maybe six other tables so far so I don't think it's overkill I mean that's good

[19:48] But then if mom's got jumps in as well as that then

[19:52] Too much or I mean it's I guess never gonna be too much, but it's already enough

[19:59] Last year that activities were like doing crafts and the villain that was like the activities

[20:04] I mean there were a sense of the chances with us

[20:07] So I do feel like with children and families and to keep them there for the lighting you need all the activities

[20:13] So I'm just trying to plan for ourselves

[20:16] so we're not in the family anymore.

[20:18] Correct.

[20:19] So that's part of the awareness line with us.

[20:23] So, okay.

[20:24] Sounds like you want to do it.

[20:26] I would try to understand and wrap my head around.

[20:29] So, we're where we did we need to make it as big as it was last year,

[20:36] like, longs comportion.

[20:38] So it sounds like no.

[20:39] So that's where I was getting with that.

[20:45] Okay. Moving on. Thank you. Sponsorship and board members, sponsor Outreach.

[20:55] I know I, for myself and the sponsors, I created just a board and started sending out to businesses I know.

[21:04] Fortunately, a lot of them are in three months off. So it's kind of easy, but then I took this and I dropped it at Johnson's rub when I went to a doctor's appointment.

[21:12] know I

[21:18] gave it to monarch so I added printed these out so we can ask for more

[21:24] printouts so that one in the sponsorship form in the agenda is not the

[21:30] correct one the one I sat last sweet to you is the correct one do you think would

[21:36] would you mind printing out more people can just pick up yes I can do that so that

[21:41] I know I do, I run with them in my car or something like that, but sometimes people don't like asking people to sponsor stuff, but some people really like to sponsor stuff because it actually promotes her business.

[21:56] So talking to each other is the guy was like, yeah, sure, I love to do that.

[22:00] Yeah, I could be several hundred people is like, well, that's how you get my product out.

[22:04] So it's like, oh, that's right.

[22:05] Thanks, yeah, you know, Monarch, yeah, Monarch, she's like, I'm right across the street and a lot of people don't even know I'm there and have to be a sponsor. So we need more sponsors. And then to the other sponsors are my neighbors and they were easy to see us. So we need to, we need to.

[22:34] Attendance and participation for Christmas. So there is a dinner before Christmas, right? Yes, there was in city members attending. Yes, it is a, this is Jasmine's planning. Is that five o'clock correct?

[22:49] to five o'clock. So it's a five, the light is a thing. I know from last year, Jay was here early

[22:57] in the day, doing his portion, stuff getting that set up. What does set up look like for us

[23:05] within our five?

[23:09] I'm working on the timeline right now, but I was thinking event set up could be

[23:14] in it for 30, but I was also hoping to have, I need to create a sign-up genius so that we

[23:21] can get additional volunteers, but then also assigning each of the Parks Board members a role.

[23:28] I have a list of roles and we can go over them right now and assign them if you would like

[23:35] to.

[23:36] And then whatever is going on in here would be a completely separate, because we essentially

[23:41] on the city side, that would have to be set up before, you know, because it's together,

[23:47] but separate in the normally we used to do the brunch.

[23:50] And so now that this event or dinner is taking place of that, but also to overflow so that

[23:56] city employees can also attend the tree lighting and be here all at once.

[24:00] So whatever we're doing in here will essentially already be set up, so anything that needs

[24:05] we said about side would be completely separate and open or wouldn't be anything on the city side

[24:10] that would be doing outside.

[24:16] Do you want to go over these assignments? Okay, so I'll read the

[24:19] titles to you first and then go over on. So we have the vendor and sponsor coordinator and then

[24:24] the stage and program coordinator, the volunteer coordinator, the city table, slash guest services,

[24:31] Santa and activities coordinator, event operations, floater, and a cleanup coordinator, slash event

[24:37] So the vendor and sponsor coordinator would check in vendors and sponsors, direct them to their assigned spaces,

[24:44] answer set of questions, coordinate with city staff, and just become an event floater, kind of after set up to help with everything.

[24:55] Do you want me to go through the descriptions all at once?

[24:58] Or

[25:03] I only have one, but I mean if you want to look at it, you can.

[25:09] Yeah, that would be the same. You can write on it.

[25:19] If you want

[25:33] to do

[25:50] it,

[25:56] I know he's very fast, didn't he?

[25:57] because I have some Duchenne girls coming

[26:02] here.

[26:03] The volunteer for you to the have some volunteers coming here.

[26:07] That has to stand off on.

[26:19] It's a great thing.

[26:21] All right, Barb's on Santa.

[26:41] Do you see one of the different, yeah?

[26:43] I can do the same thing.

[26:45] Oh, there you go.

[26:46] Do you see people?

[26:47] I can see.

[26:48] It's very official.

[26:51] You're a doing volunteer coordinator?

[26:55] Yes.

[26:55] and I'll reach out to a memorial in nature.

[27:01] I can do the vendor in sponsored coordinator then, but if you need me, it is something else.

[27:08] Then Mark and Paul.

[27:11] Oh yes.

[27:12] Mark and Paul get left.

[27:14] Clean up.

[27:15] I was going to take a look.

[27:16] The last two are kind of similar.

[27:19] One's a floater, one's a floater until clean up, so.

[27:25] I like it.

[27:26] I was easy.

[27:28] What's going to be interesting?

[27:30] It'll be six to eight, clean up, clean up, clean up, we'll probably last little after.

[27:37] With the tree is lit at what time?

[27:41] I think last year it was 7.30 and I think we're going to move it to 7.45.

[27:47] Because everyone left right after.

[27:52] In regards to food, if we don't have, was helping Mark would be here if they're very good friends with

[27:59] the taco company on guests.

[28:02] And there's two new places called like, the talk, yeah.

[28:06] Yeah.

[28:09] I was going to see the talk of people at Hangout Chips and Tulsa.

[28:13] And then if we could get a little bit more food here, you know.

[28:18] We wouldn't have to have as many food vendors.

[28:29] They are not.

[28:30] They're not.

[28:31] They're not.

[28:31] You

[28:36] know.

[28:37] I mean, we like to crop up donated a 75 dollar gift card last year to ask for its sponsor.

[28:42] What do we do at this moment?

[28:47] People are super happy.

[28:49] You're going to get hurt.

[28:53] Anything more on annual light up at this moment.

[28:59] So we're all supposed to be there at 430.

[29:02] I will send an email out later.

[29:05] Some people probably won't have to be there until 5.

[29:08] You don't even have to go to the dinner.

[29:10] If you would like to be at the city dinner, then you can be there at 5.

[29:13] If not, some people may not have to get there until a little bit later.

[29:16] if I would say 530 at the latest.

[29:18] Wait, but be ready to check your response to the person you need to be there to answer.

[29:22] Yeah, I'm going to go through this, and I'm going to make lists for each position and send it.

[29:27] Then we can eat our dinner, so we're providing a dinner.

[29:32] Is there any word on hot chocolate?

[29:34] It's sponsored.

[29:37] Yes, they said they can come and they gave a price for however many hot chocolates.

[29:43] I was just going to wait and see.

[29:45] I mean, they're going to come no matter what.

[29:46] whether it's free for some, or we have to pay for it.

[29:54] And if the mom's club does cookies,

[29:57] and I won't have the cookie track come either.

[30:15] I have reached out to our public work structure about a trailer light and she's supposed to be getting back to me on that.

[30:24] But it seemed pretty positive that they would be able to supply the light.

[30:32] I

[30:35] believe so.

[30:44] Okay, but not everyone will have a taint either,

[30:50] so I can I can look into solar lighting and see how much it is just like ground solar lighting, but I don't know if that'll supply much

[31:00] Yeah, so I don't know, but I'll figure out something, but I do know that public works is we're gonna have a bigger tree this year

[31:12] Yeah

[31:13] I don't know what I should say, but that is a bit like that.

[31:16] Oh, that's true.

[31:16] Yep.

[31:17] No life in the tree.

[31:20] Okay.

[31:20] Anymore from the tree line.

[31:27] New visits.

[31:28] We'll see parks and green space board rules and procedures.

[31:31] Board member roles, responsibilities, meeting procedures and expectations.

[31:40] Yeah.

[31:41] So, as outlined in our rules and procedures, the board serves an advisory capacity to the city council and city administrator.

[31:47] Your role as to provide input and recommendations on our park screen spaces events and related programs as well as support

[31:55] beautification efforts and encourage city involvement.

[31:58] The boards also strongly encourage to actively support and participate in city events that includes helping

[32:03] with planning when needed attending events and assisting staff with event-day responsibilities.

[32:08] Because the board is advisory recommendations are made through the city administrator or designated.

[32:12] The Board does not supervise or direct city staff, staff is responsible for the administrative

[32:18] and operational side and for carrying out city approved activities.

[32:22] Moving forward, we are also going to be more specific on our agendas and keep discussion

[32:27] focused on the items that are posted.

[32:29] If something comes, if something comes up that falls outside of an agenda, we can look at putting

[32:35] on a future agenda.

[32:39] I can apologize just for you.

[32:42] I noticed in the rules of procedures that it says the Board shall provide an annual report

[32:48] to city council summarizing activities and offering recommendations for city council.

[32:57] Last year, any annual report was not done because the Board hadn't wasn't even a year old yet.

[33:02] This year was supposed to go before y'all this month.

[33:04] I will bring it next month.

[33:09] If there's anything you would like included in it, please email me and let me know.

[33:22] I

[33:25] mean I'm never written one before so I was going to do stats of the events and what all the

[33:32] parts were to complete it.

[33:39] I would bring it to y'all in the October meeting, which would

[33:41] be before it goes to Council.

[33:44] And if someone wants to put something on an agenda, we just message you,

[33:58] Texas open meeting.

[33:59] Does anyone have anything else to say about

[34:04] rules, responsibilities, expectations, procedures,

[34:11] Texas open meetings, act, act, and requirements.

[34:16] Very large parks and green space form.

[34:20] So we talked about this a little bit last month and I provided a little bit of a snapshot, but I have a condensed version that we can go over.

[34:28] In regards to the open meetings, just if you remind us to keep in mind is to avoid walking quorum.

[34:34] So today, essentially, even though the entire board was not here, we were able to have a meeting because there was enough members present in order to constitute a quorum.

[34:43] So, that would be something to keep in mind going forward, even leaving a meeting or even before a meeting to avoid a walking quorum or a serial one on one discussions.

[34:57] Do not discuss board business through group text, emails, or social media.

[35:01] any time that someone makes a request to the city for public information, anything that is

[35:08] discussed that includes city business is allowed to be presented to them, depending on the nature

[35:16] and what it is discussed in those mediums, whether it's by email text or social media.

[35:23] Avoid using reply on, sure you guys have noticed on the bottom of city staff email,

[35:29] that it also has that blurb to avoid using reply all to share opinions or deliberate.

[35:35] Keep meeting discussions within the scope of the post to agenda for an unposted topic

[35:41] provide only a brief factual response, state existing policy or request a future agenda item.

[35:48] We should also avoid side conversations between members during the meeting just to make sure

[35:52] that it keeps things consistent and the meeting flowing.

[35:54] Do you not discuss board business when a quorum gathers before or after a meeting at community events or during park visits unless properly posted?

[36:04] So going forward now that Abby has the information regarding on who's going to be present at these meetings, we will also start posting that there is a possibility for a quorum.

[36:15] So depending on let's say the city had a new business that was coming and they were having

[36:22] a ribbon-cutting ceremony, the city would be required to post that there is a possibility

[36:28] for walking corn for any city staff and or any of the boards that are present at that event.

[36:35] So that would kind of be the same idea.

[36:37] And not use staff residents or other third parties to poll members or to relay positions.

[36:44] And then regarding public information act, a few reminders would be that board-related communications may be public records regardless of where they are created or stored.

[36:55] Personal text, emails, photographs, notes, drafts, and social media messages may be responsive to a records request.

[37:02] Preserve board-related records and do not delete the outside of the city's retention

[37:06] requirements.

[37:07] If you ever have a question regarding if you have had a communication with someone and

[37:12] have a question regarding how long you should keep it or if it's something that should

[37:15] be kept.

[37:16] I'm happy to go over any of that information because there is sort of quite a few guidelines

[37:20] as to how long certain records have to be kept.

[37:24] Immediately forward public information and request to the city secretary's office.

[37:28] So if you happen to receive something...

[37:30] From a resident, or someone, many could be anyone that's inquiring about information, whether it's in regards to an agenda that was posted or something as being discussed, please forward those to the city secretary's office, do not independently release with hold, redact, or delete requested information, be prepared to provide responsive records stored on a personal divisor account should then need a rise, and when in doubt, preserve the information and context that he's done.

[37:55] That's all I have.

[37:58] Okay.

[37:58] There's a question we've heard from that.

[37:59] Sure.

[38:00] This brings the course.

[38:01] Since we're sitting in this meeting to the public forum, what we've discussed at this

[38:07] meeting, if someone asks about the Christmas

[38:13] roles or whatever could that be discussed.

[38:17] I would recommend to avoid a walking forum and also to point them to any information that's

[38:24] on the city website.

[38:25] If it's a one-on-one conversation and it's something that is factual and or you know we'll be moving forward

[38:32] because we also don't want to mis-present any information saying that ABC is happening and then it ends up being XYZ.

[38:40] So as long as we know that it's something that will be happening like the time for the tree lighting

[38:44] or you know the size that it's changing to or stuff like that that's fine to share

[38:48] but if it's anything more in depth or any information regarding what was posted on the agenda

[38:55] or any time there's an item if there's anything that the touch to it if they want more information

[39:00] I'd put them to the city website.

[39:06] That's okay. I go over this with people. I'll deal

[39:09] long every day and I'm happy to do it so. Anybody have questions about the Texas open meetings

[39:18] Okay, planning for the 2027 Snow Day event, Abby, I know you have a date already.

[39:24] Yes, January 9th, we have done it in the past on the second Tuesday and then it would be last year we did it two to four.

[39:34] Did we do it on a Sunday?

[39:36] Maybe we did.

[39:37] Yes, on a weekend.

[39:38] No, it's a Saturday.

[39:40] Oh, you used it Tuesday.

[39:42] Did I?

[39:43] I think you're about to take two to four.

[39:45] Oh, sorry.

[39:46] January 9th, which is a Saturday from 2 to 4.

[39:52] I will say, I'm sure you obviously saw, I all had the addition of snow and a separate section.

[39:59] It was very good to separate some of those.

[40:02] And we have the younger kids.

[40:04] We have budgeted for additional snow beyond that to cover the sides of the hill.

[40:10] Oh, that would be great.

[40:11] And then the mom's club dropped off, 30 something, 40, something, 43 sleds.

[40:18] I don't know.

[40:19] I'll have them.

[40:20] Thank you, Barbara.

[40:21] You're part work and we regards to Snowdakes, they knew last year we didn't do anything to help.

[40:29] It's a pretty straightforward event if the part sport could be there because I think we

[40:34] had the hot chocolate truck come, but if the part sport could be there to, number one, when

[40:40] We put slides out, it can get really hectic so being there for that and then helping collect all the slides at the end, which is usually the most difficult part.

[40:50] And people will be on the slide, or on the snow afterward, but as long as we get all the our slides picked up and put away before four of them.

[40:58] That will fall under. It means being on our responsibilities to be present.

[41:04] I'll be there soon.

[41:08] I'll be there soon.

[41:09] So, okay, I'm just want anybody to know day in questions, comments, concerns.

[41:21] Whether dependent?

[41:23] If it's, yeah, thought chocolate will be there.

[41:28] I mean, I walked with neighbor to people for the hot chocolate, some in and some last, so

[41:33] that the hot chocolate is good deal.

[41:34] It was cold last year, so I've kind of probably wouldn't have been good, but if it's not,

[41:38] If it's more, I'd say, yeah, we can, I can contact Kona.

[41:42] I think there's a food truck too.

[41:45] They might have had their cookie truck come out too.

[41:48] I don't recall.

[41:50] I think food with people's ever bad idea.

[41:52] If they have a food, if there's no men in the lot of cookie truck, I think.

[41:57] Yeah, there was no, so Kona Houston has the Kona truck, the hot chocolate truck,

[42:03] and then their new cookie truck, Beverly's cookies or something.

[42:07] Yeah.

[42:07] I would say if I'm pretty good to work with.

[42:12] People are so good money.

[42:18] Okay.

[42:18] Spring event series schedule including potential event date and scheduling.

[42:23] I knew last year there was one that concluded the prom.

[42:28] I think doing our due diligence checking to make sure we're not crossing over with neighbors

[42:33] and or piggybacking with neighbors.

[42:37] So the proms when else we graduate from spring rates.

[42:42] So I wrote down the February March, what were we talking about for spring?

[42:51] In the past we've done April, May, June, or just April, May, or March, I mean, you could do whatever.

[43:02] June is just difficult because you're getting into summer.

[43:06] In the movies.

[43:09] Oh, yeah, you can't do that, yeah.

[43:11] So daylight,

[43:18] for a movie.

[43:19] Fine, then the week before that is spring, spring.

[43:21] Okay.

[43:26] Well, we could pick the dates first and third Fridays.

[43:30] If possible, we could

[43:41] just focus on the dates right now. So usually we would do first and third Friday.

[43:47] So if there's a conflict, maybe we can look at switching that around.

[43:50] And then we can figure out the event.

[43:53] It's themselves that a later time.

[43:54] Okay, so if we first and third with his Easter, is that April, I think it's been, it's actually March 28, and how many days your March 31, so that's how we can, so then we have a whole week of thinking, so we fit space,

[44:22] right, and it did like, I'm looking at, okay, so we said this is Easter, okay, so April 2nd should be a good day.

[44:34] And then April 16th, 2030.

[44:40] Yeah, I'll ask Joy

[44:45] if her daughter has promised anything.

[44:48] I'll check out the private school dates for Duchenne at least.

[44:57] Are we looking at March April or April May?

[45:01] I think we need to end it. I think we need to end it. I think we're a theme music, right? Are we even considering movies? Is this just music?

[45:10] I wouldn't need to talk to our city administrator, but right now I'm just trying to pick the dates to take forward.

[45:19] I mean, March you deal with, March you deal with spring break and Easter,

[45:26] unless you do the 19th. But to some schools have spring break that third week.

[45:34] Okay, so with Angie of rodeo. rodeo is a big one. I actually say away from March.

[45:40] I didn't think we lost that many people to the rodeo last year.

[45:45] Like I didn't notice a huge event. I didn't notice a huge difference in turnout.

[45:52] How many people that would constantly have to

[45:59] look good and see why or to be here is on that right now?

[46:14] Is that first Friday of March, March 5th?

[46:18] I think you're going to run the risk of spring breaks.

[46:21] For break starts at 8 like Monday to 8, so it will be.

[46:36] Yeah, March is just tough.

[46:39] I mean, maybe the 19th.

[46:42] And then you go in April 2nd.

[46:52] Yeah, that's fine.

[47:01] Yeah, the first one also could be March 19 instead of it being the first of the third.

[47:06] That way it's a little bit later.

[47:08] I'll jot down March 5th just in case, but I'm going to make a note that it starts spring break.

[47:25] Okay.

[47:27] Any other dates?

[47:32] May's tricky once you get into May too.

[47:34] I have a graduation.

[48:25] So

[48:26] Is May 7th anything though is that when you know is that good

[48:40] Because if we go through the end of March to the beginning of May that may be okay

[48:47] Yeah,

[48:50] yeah, we just say we're not gonna do any

[48:53] words. We can't have six views. We can't afford that.

[49:12] I don't. Yeah, we're going to do movies. I don't think we can get much.

[49:17] We have

[49:17] to do it before.

[49:23] All right. I'll make note of all that. But March 7th is free for as far

[49:29] you know? Yeah. Oh wait, sorry May. May.

[49:42] Okay.

[49:46] I will take forward to the city

[49:48] administrator talking to talking to him about only having movies in March.

[49:55] Yep. I was going to be February. But you said it's still, I mean, you didn't say this,

[50:02] but it's still cold in February.

[50:06] Maybe.

[50:10] But February 19th and the

[50:12] they're fine if so. That's first and third.

[50:19] I'm not saying all these dates will be

[50:20] events just in case so I know it.

[50:36] Okay I'll take those dates forward and then

[50:38] I'll talk to our city

[50:48] but then March 19th is after the day light.

[50:56] Okay

[51:03] I will take

[51:05] all that to our city administrator.

[51:10] Is there anything else you all would like to

[51:11] for the spring.

[51:16] Are you going to put those on to the bottom of the mix? I'm sorry do you

[51:23] like those green space? Yeah the green space proposal from Sarah you put that on the meeting

[51:29] agenda for next.

[51:32] I can I'll look at it.

[51:38] I will put the green space of the yes over that.

[51:49] that'll be at the next meeting there were they just haven't been complete

[51:58] okay are we finished we need motion to adjourn

[52:13] Are we secondized? Are we going to?

[52:16] I don't know.

[52:18] I got the Mr. Purkorski motion.

[52:21] Mr. Lakshmi, the second and then.

[52:24] We're just staring at you.

[52:25] I was writing it down.

Parks and Greenspace Board

Agenda

Transcript