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HomeMy WebLinkAboutMinutes_PAREB_03.13.2014Minutes of the Meeting of the Parks and Recreation Board City of Georgetown, Texas March 13, 2014 The Parks and Recreation Board met on Thursday, March 13, 2014 at 6:00 pm at 1101 N. College Street, Georgetown, TX 78626. IWul: t 77tG �1 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, chair of the Parks and Recreation Boardm, for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551.) A Call to Order The meeting was called to order at 6:01 pm by Robert Johnson. B Roll Call Chuck Bridges was not in attendance. C Welcome and introduction of new board member Jason Shurley was introduced and welcomed as the new board member D Review and discussion of board by-laws and attendance policy for board members. Kimberly Garrett reviewed the by-laws with the Parks and Recreation Department. E Consideration and possible action to elect the Vice -Chair of the Parks and Recreation Board Motion made by Robert Johnson, seconded by Charles Brashear to elect Keith Fruge as the Vice -Chair of the Parks and Recreation Board. Approved 6-0 F Consideration and possible action to elect the Secretary of the Parks and Recreation Board Motion made by Keith Fruge, seconded by Robert Palko to elect Katherine Kainer as Secretary of the Parks and Recreation Board. Approved 6-0 G Consideration and possible action to set date and time for 2013 Parks and Recreation board meetings Motion made by Katherine Kainer, seconded by Keith Fruge to set the date and time for the Parks and Recreation Board meeting on the 2"d Thursday of the month at 6:00 pm. Approve 6-0 H Consideration and possible action to recommend approval of the parkland dedication for the Georgetown Village Center. The Georgetown Village Center is a Senior Living Center proposing 120 senior living units, 60 assisted living beds and 36 memory care beds. This development is across from the Georgetown Village Pool. This proposal provides for 3.4 acres of parkland. The required amount is 2.4 acres. Due to the nature of the development, a senior living center, the owner wishes to provide all the maintenance to ensure the area is well maintained. They are proposing to not dedicate the land to the City, but provide a public easement with restrictions to ensure the area is always open to the public as a park. The amenities chosen for this site fit in well with the intended use of the area. Staff is in support of the proposed parkland dedication for the Georgetown Village Center. The Georgetown Village Center group presented information concerning this project and answered questions. Lee Lyles with LCS Development stated this project is made up of 3 components: Independent Living, Assisted Living and Memory Care Assisted Living. He stated they are very sensitive to the concept of the project as to fit into the surrounding community they are developing. He stated that since we are in the Texas Hill County, the communities will have that look and feel. They feel senior housing is an important element of a master planned residential community. It is part of the continuum of housing. He also stated that in the other communities they have developed, the senior living facility is active in their community such as hosting Halloween parties. Part of the desire in the Georgetown Village was to create some retail that fronts Shell Road and to have a "town center". The senior living facility would be part of this "town center" concept. Kimberly Garrett interjected pointing out that directly across the street from the proposed site is the Village Pool and park that is a City of Georgetown facility. Lee Lyles showed the site plan which showed the roads that would come through the development and their proposed 3.4 acres of parkland. He showed the conceptual design of the building, explaining their strategy for the different levels and stories of the building and also the materials they will use to stay consistent with the Texas Hill County landscape. Steve Drenner with Winstead PC explained the city's requirement for parkland and their requirement is 2.4 acre and in the Georgetown Village another 1 acre of open parkland. They felt it made more sense to make this all parkland He explained they are adding some trail connectivity on this site from the pool and school side and therefore a reason for the parkland to be on the Village Commons side of the property, He stated they are not subject to the heritage tree ordinance but there are some nice trees on this site and they are able to preserve 13 of those. Lee Lyles stated they have manipulated the footprint of the building to work around the existing heritage trees which is an asset to the site. Steve Drenner showed the layout of the parkland area including possible plant materials. There will be a trail across the site and will tie into the development itself. He stated this will be developed all as one project except for the retail. The parkland and the trail will be done at the same time as the project is done. Ther request is that the ownership stay with the remainder of the project but they grant an easement to the city. The construction will begin in September or October. Keith Fruge and Robert Johnson suggested adding another pavilion. Motion made by Robert Johnson, seconded by Keith Fruge that the developers would provide a public easement of 3.4 acres to the city in lieu of a parkland dedication with a provision that this area always remain open to the public as a park. Approved 6-0 1 Consideration and possible action to recommend approval of the parkland dedication plan for Hillwood. Hillwood is a proposed MUD development that would be outside the City limits but inside the City's ETJ. They are proposing to build approximately 2,000 residences. Due to the size and scope of the project, it will have a development agreement which outlines many services with the City. This agreement proposed a combination of both land dedication and amenities to satisfy their parkland dedication requirement. They are proposing to dedicate 20 acres of parkland along the South San Gabriel River. In addition, they are proposing to build an 8' wide concrete hike and bike trail along the South San Gabriel River along the dedicated property and the adjacent property below Wolf Ranch ( Simon Mall). This parkland and trail are a vital connection in our regional trail plan to Garey Park. As far as parks and amenity centers for the neighborhood, they propose to have over 100 acres of HOA maintained parks for their residents. Chip Mills and Barbara Austin with RVI are representing Hillwood Communities. With this development the requirement is 40 acres of parkland. They would like to propose dedicating 20 acres of parkland and in lieu of the remainder 20 acres provide some trail access on the property and off the property that would be critical links to the overall City of Georgetown Trail masterplan. There will be 3private amenity facilities that will be 3 — 5 acres each and small pocket parks that are not included in the overall open space. They are proposing 4-5 miles of internal trails that will be concrete and granite and they will be constructed and maintained by the HOA. Another trail is proposed along Wolf Ranch Parkway. It will be an 8 ft. wide concrete trail, at least on one side of that parkway. It will be in a landscape easement and they consider it a linear park that will be 2 miles long. Within the property there is a %4 of a mile stretch of trail which is part of the Parks and Recreation Trail Masterplan and this would be constructed and maintained by the development group. The Hillwood Community will construct additional trail to the east to IH 35 which would be 4/10 of a mile. This is beyond their property. They would construct this portion of the trail in lieu of the additional 20 acres of the parkland dedication requirement. There would be 37 acres and approximately 3/4 of a mile for trail use. Chip Mills explained that the development group would construct the section off of their property from IH 35 to the edge of Wolf Ranch Towncenter and then construct the portion that is on the City's property for future extension. Kimberly Garrett stated they are in a development agreement and there are variations to the code and this is one important piece. They are in the early stages of this proposal. They are looking to start construction in early 2015. Motion made by Robert Palko, seconded by Keith Fruge to recommend approval of the parkland dedication plan for Hillwood. Approved 6 -0 J Consideration and possible action to approve a construction contract with Smith Contracting Company for site work at the Creative Playscape. Bid were received on Tuesday, March 4, 2014, for site work related to the Creative Playscape. There were three bids received. Staff is currently evaluating the bids and information will be presented at the meeting. FINANCIAL IMPACT: Funds for this project will be paid from the 2008 park bonds. Total amount approved for this project is $500,000. To date the funds that have been spent include engineering and design of $49,750 and the playscape purchase of $292,331 leaving a balance of $157,919. Eric Nuner stated the city has been working with Smith Contracting Company. There has been some negotiating on the pricing by reducing the scope. There were several items they were not able to award on the project. Some of this was demolition and the city will use city employees to perform the work. The retaining walls will be earth and berm instead of the rock wall. The drainage improvement will remain but the parking lot improvements that were previously proposed will be removed. There will be improvements with the ADA parking spaces. There will not be additional landscaping as previously proposed. The entry as originally proposed will be the same. The columns will be used in the entry/gateway into the playscape. There was a parkland donation made to the city by a private party. There are also playscape donations monies from the sale of newspapers donated by the Williamson County Sun, On March 25t' at 6 pm this will be presented to city council. Staff will present to council the construction contract with Smith Contracting Company for $149,521.00. Motion made by Robert Johnson, seconded by Robert Palko to recommend approval of a construction contract with Smith Contracting Company for site work at the Creative Playscape for $149,521.00. Approve 6-0 K Consideration and possible action to approve an award of a bid in the amount of $75,998.33 for parkland maintenance services to Heart of Texas in Belton, Texas. Bids were received on Friday, February 7, 2014, to perform landscape maintenance services for a period of thirty (30) months with an option to renew for three (3) additional one (1) year periods starting in March 2014. Maintenance will be completed at 28 park sites. The invitation to bid was forwarded to bidders on the City's bid list as well as bidders on the City's web site. Eight (8) responses were received and evaluated using the advertised best value criteria. After staff evaluation, Heart of Texas is vendor of choice due to their evaluation through the best value criteria. In addition, they were the only bidder that all three references replied and all had very favorable reviews. Heart of Texas does landscape maintenance for WILCO Parks, UMHB, and Scott and White. This will be a new vendor for the City. Staff is recommending approval. Eric Nuner stated the $75,998.33 is the annual amount. Some parks have been added since the previous bid. The previous contract was with Sunterra. The start date will be the middle of April. Sunterra's contract expired in December of 2013. The 30 month contract date is to get this contract in line with other department's contracts so that in the future this type of bid can be bid out as a city wide contract. Motion made by Robert Palko, seconded by Keith Fruge to recommend approval of a bid in the amount of $75,998.33 for parkland maintenance services to Heart of Texas in Belton, Texas. Approved 6-0 L Update from the Friends of Georgetown Parks and Recreation Kimberly Garrett stated the Friends of the Georgetown Parks and Recreation did not have a quorum for their last meeting. They are still planning the Daddy Daughter dance June 14`". M Approve minutes from the February 13, 2014 meeting Motion made by Katherine Kainer seconded by Robert Palko to approve the minutes from the February 13, 2014 meeting. Approved 6-0 N Adjourn Motion made by Katherine Kainer to adjourn the meeting. The meeting adjourned at 8:04 pm. Adjournment -;a6waw�j - Ro rt Johnson, Boa air Katherine Kamer, Secretary MAWS'