HomeMy WebLinkAboutMinutes_PAREB_01.09.2014Minutes of the Meeting of the
Parks and Recreation Board
City of Georgetown, Texas
January 9, 2014
The Parks and Recreation Board met on Thursday, January 9, 2014 at 6:00 pm at 1101 N. College Street,
Georgetown, TX 78626.
MEMBERS PRESENT:
Regular Session — To begin no earlier than 6:00 pm.
Parks and Recreation Board may, at any time, recess the Regular Session to convene an Executive Session at
the request of the Robert Johnson for any purpose authorized by the Open Meetings Act, Texas Government
Code Chapter 551.)
A Call to Order
The meeting was called to order by Keith Fruge at 6:00 pm.
B Roll Call
Members present: Charles Brashear, Chuck Bridges, Katherine Kainer, Keith Fruge,
Robert Palko Members absent: Robert Johnson, Daniel Dance
Staff: Kimberly Garrett, Eric Nuner, Jill Kellum
C Presentation of the Texas Public Pool Council Agency of the Year Award.
Kimberly Garrett stated Stephanie Darimont, Aquatics Coordinator, applied for an
award through the Texas Pubic Pool Council. This award is given to an agency that has
significant impact on the youth and families of the local community through arts, crafts,
games, entertainment and fun and also that had a successful implementation of a new
program. She submitted the award and highlighted the lifeguard competition, junior
lifeguard safety program, the pirate party, Georgetown Swims and the swimsuit
program. Kimberly Garrett stated this is the Gold Medal of aquatics and we are
considered class 2, which means we won for the best agency in a population of 40,000 —
75,000. Kimberly Garrett showed the agency award that was received and the
Presidential award that Stephanie Darimont received.
D Consideration and possible action to recommend approval of Baker-Aicklen and
Associates, Inc.to perform the professional services related to the design of Garet/
Park in the amount of $1,384,945.
A selection committee comprised of Council Member Patty Eason, Council Member
Jerry Hammerlun, Parks Board members Bob Johnson and Keith Fruge, Kimberly
Garrett, Eric Nuner, and Mr. Jack Garey reviewed and scored 8 proposals for the design
of Garey Park. The selection committee then interviewed the top four firms. After the
interviews, the selection committee recommended Baker-Aicklen, and Associates.
Staff has been working with the firm to negotiate a price for the services of designing
the park. Baker-Aicklen and Associates is proposing a fee of $ 1,384,945. Staff is
recommending approval of the proposal.
Kimberly Garrett stated this is the design work that has been talked about for a while.
The selection committee made a selection to go with Baker-Aicklen. Since then they
have been negotiating a contract. This is a scope of service; the plans all the way
through construction. Kimberly Garrett stated on Tuesday she met with Mr. Garey and
he indicated that he is not ready to build, but he wants to go ahead with the design. We
can go through all the phases; the design, surveying, environmental, onsite sewage,
permitting everything through the state, TDLR for accessibly. Brian Binkowski stated
as with any small project to a big project it is the same process but we draw line in the
sand that we stop. We get everything permitted through the city and the state and other
regulatory entities and put the contingency that it is going to be bid at some point and
we don't know when. It does get the plans up to shovel ready. Kimberly Garrett stated
it will take up to a year to get up to construction plans. The architect has been in touch
with TCEQ about this process if we stop and then how we keep it going. Mr. Garey will
be involved with the public input. Kimberly Garrett stated the plans should be good for
an extended time but she is concerned about the budget portion. She stated are we
designing to today's dollar. Although it can be evaluated every year to look at the cost
and try to set aside additional funding to bridge that gap or in the design construction
document we could build in things that could be bid as an alternate. Keith Fruge asked
if the permits continue on once you get a permit. Brian Binkowski stated once you get
approval with the state, before it expires, which it has a 2 year expiration, we can do an
extension request on that. It requires an executive director from TCEQ to approve that
and a fee which will extend it for six months, but you have to do that every six months.
We don't know how the city permit process goes and what the expiration works with
this. On the budget, you can design the whole package but you want to make sure the
infrastructure is in place and the other pieces can be phased in over time. He discussed
the need to get the design complete from an operations and maintenance standpoint so
they can look at future allocations in the budget. Another option, if this is prolonged for
a long period of time, the city could look at getting a construction manager that can take
shovel ready plans, break it down and bid it. This can help control cost, they can value
engineer and asset bid it without sacrificing the quality and everything that is
programmed for the project. If the line items that were discussed were broken out, the
adjusted amount would be $1,123,305. If the decision is not to approve all items, we
can leave the scope in there as the anticipated scope so everyone knows, no matter what
happens at that point, we at least know what was anticipated to happen as far as the
bidding process and the construction process. Kimberly Garrett stated she feels like we
should go forward with it. Kimberly Garrett stated the city is working on a formal
agreement with Mr. Garey. Robert Palko stated he feels it is important when going to
city council that they understand that this is Mr. Garey's expressed desire at this time.
That his will isn't going to change, he just wants to enjoy his property while he is still
here and he also realizes he could go tomorrow and doesn't want this stuck in the mud.
Kimberly Garrett stated also that if we didn't do anything and waited until the time
came we have to start again. They had planned to go to council on January 28a` but they
may postpone to wait and talk to the planners and legal to get everything in order. Staff
would like the board to approve going forward with Baker-Aicklen and approving the
scope stopping at the construction document phase and staff would also like to do the
operation and maintenance plan.
Motion made by Robert Palko, seconded by Charles Brashear to recommend
approval of Baker-Aicklen and Associates, Inc.to perform the professional services
related to the design of Garey Park in the amount $1,123,305.00 not to include
construction and bidding. Approved 5 — 0
E Consideration and possible action for the approval of a Task Order with Kasberg,
Patrick & Associates, LP for services related to the San Gabriel River Bank
Stabilization Proiect in the amount of $74,685.
On July 11, 2013, the Parks and Recreation Advisory Board recommended approval for
staff to move forward negotiating with Kasberg, Patrick and Associates for a Task
Order for services related to the San Gabriel River Bank Stabilization.
The services that KPA will perform include engineering design, surveying and
environmental clearances. Once the engineering plans are complete, the project will be
competitively bid out and come back to the board for approval. It is estimated that
construction could start in September 2014.
Staff is recommending approval of this Task Order for $74,685. This amount is below
the estimated amount of $76,800 presented in July. This item will be forwarded to the
City Council for final approval.
FINANCIAL IMPACT:
This item was budgeted for in account # 120-9-0280-90-037. Funds for this project will
be paid for out of the 2008 Park Bonds that were designated for improvements to San
Gabriel Park.
Eric Nuner stated the board has seen this before and Trae Sutton with KPA is here.
Staff has been working with KPA over the last several months refining the scope and
the tasks and come to a point of moving forward and approving a task order. Trae
Sutton explained that this also includes the Corps clearance permits for Blue Hole but
not the design. Eric Nuner clarified this was for San Gabriel Park only. This permit is
good for 4 — 5 years. Trae Sutton stated originally it was going to be a stacked
limestone wall and they are going to have 2 wall options. There may be a cheaper
option using concrete with a limestone fagade and will get the alternated bid. Kimberly
Garrett stated staff has been in contact with Systems Engineering, which is over utilities
and drainage, and they have looked through the task order and they are comfortable
with that. At one point, this was going to be their project several years ago. She stated
Systems Engineering may have funding in future years to help with Blue Hole. Trae
Sutton stated this permit will extend beyond the dam to be able to go down and do some
clean up. Kimberly Garrett reiterated that this is just the design phase that they will see
the bidding later. The city has a master service agreement for task orders with KPA so
they have already been negotiated as a provider.
Motion made by Keith Fruge, seconded by Robert Palko to approve a Task Order
with Kasberg, Patrick & Associates, LP for services related to the San Gabriel
River Bank Stabilization Project in the amount of $74,685. Approved 5 — 0
F Consideration and possible action for the approval of a Task Order with LUCK
Design Team, LLC for professional services related to Master Planning and Design
of VFW Park in the amount of $132,700.
During the CIP process VFW park was identified as a park that needed major capital
improvements. Being over 30 years old, this park has only had minor renovations over
the years. By redesigning this park, there is a great potential to have a tournament style
girls softball complex in Georgetown. Renovations include lighting,
restroom/concession, parking, field layout and a playground. LUCK Design will work
with staff, citizens and the board to determine the best use and layout of the park.
LUCK Design has recently completed design of a softball complex in San Marcos. Staff
is recommending LUCK Design, LLC to provide professional services related to VFW
Park in the amount of $132,700.
Eric Nuner stated staff looked through the master service process for landscape architect
and Brent Luck, with Luck Design was highly scored and used for the Village Park
project and he has in-depth experience and background on athletic facilities all over
central Texas. The process for planning and development was presented to the board
for the VFW park. Kimberly Garrett stated that VFW was on the CIP approved project
list to rehabilitate it. She stated they may not be able to redesign it much because of the
space restraints. It has been since the mid 1970's since it was upgraded. They are
looking at improved concessions, improved lighting, and improved parking. Keith
Fruge stated that 2nd street is awful. Eric Nuner stated staff is working with Systems
Engineering and the Streets Department as they are working on rehab of 2nd street. The
three departments will work together on each other's projects to mesh the projects so
that drainage can be improved and curbs and parking lots can be constructed at the
appropriate time. Keith Fruge asked about extending the sidewalk from the parking lot
to the trail. Kimberly Garrett stated these upgrades will hopefully start bringing in girls'
softball teams for tournaments. This will bring people in to rent hotels, Brent Luck
stated the design will take about 6 months and they will hold a public input meeting.
The master plan will also be dictated on the budget. Brent Luck stated there will be a
fairly simple master plan process and then a 3 month design process and the goal would
be to be ready for construction in September. There would be about an 8 month
construction timeframe. The end project date would be the end of summer 2015. The
fields would not be useable during the time of construction, but the McMaster Complex
would be available to use during the construction time.
Motion made by Keith Fruge, seconded by Robert Palko for the approval of a
Task Order with LUCK Design Team, LLC for professional services related to
Master Planning and Design of VFW Park in the amount of $132,700.
Approved 5 - 0
G Consideration and possible action for the approval of a Task Order with LUCK
Design Team, LLC for professional services related to Master Planning of
Westside Park in the amount of $19,600.
In 2013, the City purchased 90 acres off of Shell Road for a westside park. This park
was one of the projects approved in the 2008 Parks Bonds. As part of the design
process, the City will contract with a landscape architect to help facilitate public
meetings, provide conceptual drawings and an estimate of probable costs.
LUCK Design was selected from the master list of approved landscape architects to
prepare a master plan for the park. Staff selected LUCK Design based on past
performance of similar projects.
Staff is recommending approval of LUCK Design, LLC for the master plan of Westside
Parkin the amount of $19,600.
Keith Fruge asked if the park is going to be called Westside Park. Kimberly Garrett
stated there is a naming policy for the city. Keith Fruge stated that if we don't want to
leave it as Westside Park the name should go along with the design. Brent Luck stated
there would be 2 public input meetings set up and in addition to these they are
proposing to utilize a website called Mind Mixer which uses a lot of Facebook
interactive technology. They are using this in the City of New Braunfels. This is
helpful in getting community input. There is some customization to the website for the
project such as short videos of the parkland. There is a charge for this and this is
included in the proposal. Keith Frage asked if there is a timeline on the roads and
access to the park. Kimberly Garrett stated the city's overall transportation plan has that
alignment on it and that is what would be used as the access point. There are future
talks about acquiring that land. Keith Fruge stated now that Garey Park is kind of an
unknown is there reason to consider moving the plan time table for this park forward.
Kimberly Garrett stated they look at the tax rate and if they don't have to issue the other
8.5 million for 5 —10 years, go ahead and build the Westside Park. We would just need
the road access. Eric Nuner stated it also depends on the infrastructure for the roads and
utilities. He explained that Parks and Recreation Department may have the money to
build the park but Transportation may not have the money in their budget to build the
roads. Kimberly Garrett stated that could be a recommendation from the board once
they get the masterplan completed. It will take approximately 15 weeks for the
masterplan.
Motion made by, Keith Fruge second by Robert Palko for the approval of a Task
Order with LUCK Design Team, LLC for professional services related to Master
Planning of Westside Park in the amount of $19,600. Approved 5 — 0
H Consideration and possible action to recommend approval of the land conversion
for the realignment of FM 971.
On May 9, 2013, the Parks and Recreation Board recommended moving forward with
the Texas Parks and Wildlife land conversion process for the realignment of FM 971. A
request was made on July 30, 2013 to the Texas Parks and Wildlife Department
(TPWD) requesting approval to convert 3.75 acres of land at the corner of Austin
Avenue and FM 971 in San Gabriel Park for 57 acres of land recently purchased as the
westside park. Texas Parks and Wildlife approved the conversion on December 17,
2013.
This item will be forwarded to City Council authorizing the City Manager to sign for
final approval.
This will be taken to GTAB tomorrow. The only item not in this is the reimbursement.
The county will make an adjustment back into the city's account. The road bond will
pay back the park bond. We will be reimbursed almost 112. the cost of the Westside
property.
Kimberly Garrett stated additionally, that the road bond will pay back the parks bond
and that reimburses the Westside Park bond money for development. The amount
reimbursed will be approximately $800,000.
Motion made by Keith Fruge seconded by Robert Palko, to recommend approval
of the land conversion for the realignment of FM 971. Approve 5 — 0
Consideration and possible action for the approval of a Job Order Contract with
T.F. Harper and Associates. LP for Renovations to River Ridge Pool in the amount
of $297,985.
The Aquatic Master Plan approved by the Parks Board and presented to City Council in
September 2013 identified River Ridge as a top priority in terms of aquatic facilities in
Georgetown. Since the pool was built in 1985, minor renovations have been done.
These include a new fence, replacement of the wood deck, and reinforcing the pool
structure. The new renovations include modifications to the deck, entrance and
restrooms to meet accessibility standards. In addition to the ADA accessibility,
modifications to the existing location of the pumps, filters and chemicals will be made.
These modifications were recommended by TML, the City's insurance provider.
Staff is recommending using TF Harper and Associates through The Cooperative
Purchasing Network ( TCPN). The estimated time for the renovation is two to three
months. By using a Job Order Contract through TCPN, the pool should be able to be
open by the end of May 2014.
Eric Nuner stated this has been talked about for about 2 years now. This project is what
facilitated the Aquatics Masterplan. This is close to the final step of getting that done.
The Aquatics Masterplan identified that this is a high priority need to update River
Ridge Pool. Staff is working through the process and the desires to have the
opportunity to complete this project prior to this year's pool season opening. This is a
process through cooperative purchasing or job order contract in this case, allows us to
use this firm. This is a pre-bid process and the services are pre -qualified and pre -priced
through a cooperative contract. It allows us not to have to go through many months of
contract documents and submittals, approvals and bidding. Robert Palko asked if the
money was in the 2014 budget and Eric Nuner verified it was. Eric Nuner stated the
equipment will be replaced and the baby pool will be filled in. The deck size will
increase a little bit for additional seating. Kimberly Garrett stated the pool will be
changed over to tabs instead of the liquid chlorine and the delivery will be a lot better.
Kimberly Garrett stated we are investing money into this pool which is what the pool
masterplan showed; that River Ridge was definitely something that was there to stay. In
the pool masterplan, it identified the need for a better turnover rate and it will have a fill
line. Currently, a fire hose is being used to fill the pool. Kimberly Garrett and Eric
Nuner stated it will be brought up to ADA accessibility. Kimberly Garrett stated
$210,000 will come out of the budget that was for the ADA and the additional amount
will come out of the pool maintenance account which will be used for replacing the
filters and pumps. Eric Nuner stated they had a predevelopment meeting today with
planning to determine what city permitting was needed. There were no issues. It will
take about 3 months at the most with an anticipated opening the end of May. This item
will go to city council.
Motion made by, Keith Fruge seconded by Robert Palko for the approval of a Job
Order Contract with T.F. Harper and Associates, LP for Renovations to River
Ridge Pool in the amount of $297,985. Approved 5 — 0
J Update from Friends of Georgetown Parks and Recreation
Keith Fruge stated the Friends of Georgetown Parks and Recreation's non-profit status
is on hold for right now. There is a proposal for a daddy — daughter dance in relation to
Father's Day at the Recreation Center. They are going to work a water stop at the
Cupid's Chase 5K on February 1, 2014. They are setting up some guidelines for
distributing funds. There has not been a structure set up for this.
K Approve Minutes from the December 12, 2013 meeting
Motion made by Katherine Kainer, seconded by Keith Fruge to approve the
December 12, 2013 meeting minutes. Approved 5 — 0
L Adjourn
Motion made by Robert Palko to adjourn the meeting. The meeting adjourned at
7:37 pm.
Adjournment
Rob ,pt Jo soy, Board Chair .W rltj �py �p�,r� �hn Strl'/
Katherine Kainer, Secretary
JKXelluio, AoardLiaison