HomeMy WebLinkAboutMinutes_PAREB_02.09.2017Minutes of the Meeting of the
Parks and Recreation Advisory Board
City of Georgetown, Texas
February 9, 2017
The Parks and Recreation Advisory Board met Thursday, February 9, 2017 at 6:00 pm at 1101
N. College Street, Georgetown, TX 75626.
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 Keith Fruge for any purpose authorized by the Open
Meetings Act, Texas Government Code Chapter 551.)
Regular Session
(This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose
authorized by the Open Meetings Act, Texas Government Code 551.)
A Call to Order
The meeting was called to order by Keith Fruge at 6:00 pm.
B Roll Call
Board Members Present: Keith Fruge, Katherine Kainer, Danelle Houck, James Hougnon, Robert Palko
Board Members Absent: Glenn Holzer, Scott Macmurdo
Staff Present: Kimberly Garrett, Eric Nuner, Jill Kellum
C Recognize and thank outgoing Parks and Recreation Board members
Kimberly Garrett thanked Keith Fruge and Robert Palko for serving on the board.
D Update from the Parkland Dedication Committee
The Parkland Dedication Committee met on Tuesday, January 31, 2017. The committee was briefed on
the background, process and schedule of updating the parkland dedication section of the Unified
Development Code. Staff presented a list of current and proposed items related to changes in the code.
There was good discussion.
Kimberly Garrett stated the committee met January 3151 to outline and start the process and explained
changes they wanted to see. Kimberly presented the information to the UDC committee on January
30th. The UDC committee understands why the parkland dedication was set and understand changes
that were made. Kimberly Garrett stated some of the things they are looking at are increasing the fee in
lieu of parkland dedication. Right now it is at $250 and the committee would like to up that so it is more
in line what the value of an acre of land is; their thought is, if you can't dedicate the land we should take
funds to buy land and right now at the current fee you can't buy the land. Kimberly Garrett stated in the
design standards there is a flood plain credit and how right now it doesn't state how much credit you
really get for the flood plain especially along the San Gabriel River. She stated the Parkland Dedication
Committee said they didn't want to see any credit for flood plain. Kimberly Garrett stated in the
improvements a developer can dedicate or give money and the land could sit there several years until
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the city has enough money built up to fund or in the CIP or parkland fund to develop it. Most cities have
an improvement fee or an option to build the park in addition to just getting the land. That puts the
burden on the developer coming in with those resident and not the rest of the city to develop that park.
Kimberly Garrett stated another thing that staff is getting requests for is private parks; previously there
was credit for private parks and then it was taken away and now they are looking at bringing the credit
back. Developers are wanting to bring in private parks and maintain them and we are not giving them
credit for them. The committee is looking at possibly giving them partial credit; 50 — 70% and have to
make sure there is a funding source that the parks are maintained in the long term and that there is a
covenant that runs with that property that is it always parkland. Kimberly Garrett stated another item is
the heritage tree credit. Kimberly Garrett stated this recently came up that is why it was added in the
heritage tree code in chapter 8. There is a credit for preserving heritage trees and there is not a max to
that. Kimberly Garrett stated we would need to cap that out in giving credit. We would want to make
reference to the heritage tree code in the parkland dedication code. Keith Fruge asked if there are any
other incentives. Sophia Nelson, Planning Director, stated we allow for adjustments In setbacks and
reduce parking in order to preserve a heritage tree. February 16th is the next scheduled meeting for the
parkland dedication committee. They are waiting on a draft from the planning department and will
have a joint committee meeting with both the UDC committee and the Parkland Dedication committee
in the future. The final will be presented to city council late summer. A comparison by cities on the
fees, land use, and the park improvements credit was given to the committee and they would also like
to see who gives credit for flood plain and some other items. The parkland dedication ordinance was
last updated in 2001. James Hougnon asked if the fee of $250.00 had not changed since 2001. Kimberly
Garrett stated that is correct. Kimberly Garrett stated staff had gone to council in a workshop in 2007 to
get the fee increased but at that time it wasn't a good time since development had decreased and it
wasn't well received.
E Project Update: Garey Park, San Gabriel Park, VFW Park, Village Park and Pool, McMasters
Park, Parks Admin Building, Booty's Road Park and Founders Park
Eric Nuner stated the VFW Park is on schedule and should be finished by the end of the month. Fields
were seeded today and they began irrigating those fields. He stated there will be a grand opening on
April 6 at 6:00 pm. It will be coordinated with GYGSA with games that are scheduled. Most of the
fencing is done, they are finishing up some concession stand items and the parking lot will be done in
the next couple of weeks. Kimberly Garrett stated the board should go by and look at the 1.5 acres that
was purchased next to the park as it is all open and cleaned up. Eric Nuner stated construction to San
Gabriel Park should being in March and they are waiting on all the contract documents to be signed.
Eric Nuner stated Village Park is completed with the exception of some of the internal building that
needs to be renovated. He stated that at McMaster's all the flat work is being done and then they will
renovate the building. After the flat work is done at McMaster's they will start on the Parks and
Recreation Administration building which will be the front of the building. He stated this will be
completed in March. He stated that Booty's Road Park is complete. Eric Nuner stated on Founders Park
they had a bid opening this week and it was a part of a larger sidewalk project that public works is doing
and he does not have the information on that. The intent to begin construction is after the Red Poppy
Festival.
F Update from the Friends of Georgetown Parks and Recreation
Danelle Houck stated the Friends did not have a February meeting. They did work the Cupid's Chase
water stop. She stated they have a new theme for the daddy/daughter dance which is a western theme
and the dance is scheduled for June 23`d at the Community Center. The Friend's next meeting is March
6.
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Legislative Regular Agenda
G Consideration and possible action to approve the parkland dedication proposal for The
Homestead on Berry Creek.
The Homestead on Berry Creek development is a proposed development along Berry Creek between IH
35 and Airport Road. The site is approximately 340 acres and is envisioned for 985 residential units of
varying sizes and configurations (single family lots, cluster units and townhomes). The site is also
adjacent to Williamson County's Berry Springs Park and Preserve. The parkland requirement for the
development is approximately 20 acres ( 1 acre for every 50 units; 985 units/50). The Homestead on
Berry Creek is proposing to dedicated at least 20 acres of parkland along Berry Creek in the floodplain.
In addition, as a MUD, the developer should go above and beyond normal parkland dedication
requirements, so they are proposing to construct a 10' wide concrete trail from Airport Road along Berry
Creek connecting to the County's regional trail system in Berry Springs Park and Preserve. The
estimated trail length is over 1 mile. Once the trail is fully constructed, ownership and maintenance will
be by the City.
The trail may be constructed in up to 3 phases per the agreement and to coincide with homes being
built in adjacent phases.
In addition to the public trail, the developer is also responsible for installing 2 playgrounds ( one for ages
2-5 and one for ages 5-12) for the residents.
Parking will also be provided for trail users at the amenity center.
Staff is supportive of this request and it is consistent with parkland improvements provided by other
entities.
Kimberly Garrett stated Gary Newman the developer with Homestead and Sophia Nelson, City of
Georgetown Planning Director were present for this item. Kimberly Garrett showed where the
development was off of IH35 and Airport Road and it is a 340 acre development. Kimberly Garrett
stated they are working with the developer to work on a trail development that would connect to Berry
Springs Park. Then the longterm goal would be for the trail to connect back to Westside Park via
sidewalks and along Berry Creek. Kimberly Garrett stated they are looking at dedicating a little over 20
acres along Berry Creek and a 10 ft wide concrete trail could be built in sections in different phases
along Berry Creek. In the trails master plan there also shows a future connection between San Gabriel
Park and Berry Springs Park for a regional trail. Kimberly Garrett stated they will have some private
amenities on the property including an amenities center and one of the items requested is they include
playgrounds for ages 2 — 5 and 5 —12 and ensuring there is play equipment for children. Once the trail is
developed the city would be responsible for the maintenance and ownership of the trail. There is also
an agreement worked out that there will be parking at their amenity center at the trailhead so there will
not be people parking in the streets. There will be up to 10 spaces. They will not be dedicated but it will
be open to the public. There will be internal trails to the development, There is a document in the PUD
and the development agreement that outlines the timing of when these improvement would happen
and the connections that are made. James Hougnon asked if the public trail and the internal trails
would dead end into Airport Road and Kimberly Garrett state for now they would. There are
improvements planned along Airport Road and it is not very far into Berry Creek. Gary Newman stated
the trail would be on top of a wastewater line and the city has agreed with that. He stated that with the
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other trails there would not be signs stating that they are private trails. He stated they have dedicated
60 more feet to the widening of Airport Road and stated the city is bringing Airport Road up to 4 lanes
up to Halmar Cove as part of the Caterpillar deal. They will also build sidewalks along Airport Road.
Gary Newman stated the property is very historic and there is an old stone ruin that was built in 1847
and the northeastern section of the creek has Native American artifacts and they plan to wall that off.
On the southwest end, where the Berry Springs Park is, is a part of the Chisholm Trail and also the
original stagecoach line. He stated along those trail they will be doing some interruption of that. Gary
Newman stated the development construction will start the 2nd quarter of 2018. He stated they are
doing a water conservation effort with the City of Georgetown renewable energy. They will capture all
rainwater and will be creating two irrigation systems; there will be potable water to the house and non -
potable to the irrigation. They can cut all the water use to the homes in half. They will augment with
the wells and there will be a lot of water conservation. Kimberly Garrett stated this is consistent with
other MUD's and they are going over and above the UDC requirements; besides providing parkland they
are also providing improvements/amenities to the public and this is consistent with other applications.
This is an in city MUD.
Motion by Robert Palko second by James Hougnon to approve the parkland dedication proposal for
The Homestead on Berry Creek.
Approved 5-0
H Consideration and possible action to recommend the annual approval of the Ordinance
establishing standards of care that exempts the after-school and summer recreation programs from
state licensing requirements.
Chapter 42 of the Texas Human Resource Code is established to regulate certain facilities, homes, and
agencies that provide child care services. The purpose of this chapter is to protect children who are
cared for in child care facilities by establishing statewide minimum safety standards and by regulating
the facilities through a licensing program. The Department of Family and Protective Services (DFPS) is
the agency tasked with enforcement of this law.
Subchapter C. Sec 42.041, (b), (14) exempts:
"Elementary -age (ages 5-13) recreation programs operated by a municipality provided the governing
body of the municipality annually adopts standards of care by ordinance after a public hearing for such
programs, that such standards are provided to the parents of each program participant, and that the
ordinances shall include, at a minimum, staffing ratios, minimum staff qualifications, minimum facility,
health, and safety standards, and mechanisms for monitoring and enforcing the adopted local
standards; and further provided that parents be informed that the program is not licensed by the state
and the program may not be advertised as a child-care facility."
This ordinance establishes the standards of care requirements set forth by Chapter 42 of the Texas
Human Resource Code after a public hearing. The standards are intended to be minimum standards by
which the Georgetown Parks and Recreation Department will operate its youth recreation programs.
These programs are recreation in nature and are not child care programs.
The Georgetown Parks and Recreation Department previously developed similar department minimum
standards for recreation programs. Therefore, the minimum standards set forth in Exhibit A will create
no additional staffing or financial burden to the City. Additionally, it will not impact the effected
recreation program fees.
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This ordinance was first adopted in 2015. It expires one year after its effective date and must be
submitted to City Council for re -adoption no later than April 1st of each year.
Kimberly Garrett stated this was started 3 years ago and outlines the standard of care that will be
perform at all day camps. The details are in the ordinance and there are no changes from last year. It
coincides with all state regulations and guidelines. It has to be done annually and approved by council.
Eric Nuner states it sets minimum standards and that we are not a childcare facility. Keith Fruge asked if
there has been any issues or questions. Eric Nuner stated there has not. Kimberly Garrett stated it is an
ordinance and has to be presented 2 times at city council. James Hougnon had a question on page 2 of
the ordinance Section B on minimum qualifications. Kimberly Garrett stated it was both, they have to
possess CPR and First Aid. Kimberly Garrett stated they will ask legal on the wording to verify it is
correct.
Motion by Robert Palko second by Katherine Kainer to recommend the annual approval of the
Ordinance establishing standards of care that exempts the after-school and summer recreation
programs from state licensing requirements.
Approved 5-0
Kimberly Garrett stated she will be presenting the next 6 items a little differently. There are 6 items
related to Garey Park and she had a presentation going over everything that is on the agenda. Brian
Binkowski, project manager with Halff and Brian and Chris, representatives from Prime Construction
were introduced. Kimberly Garrett stated they will go over the presentation and then approve each
item separately. The project was originally bid in October of last year and with the scope that staff had
there was not enough budget available so they had to look at refining that scope. Staff went to City
Council to get approval to repackage the project into 3 different projects; the house, the site and civil
with remaining vertical and looking at doing a job order contract for the active area installation. In the
end the preliminary numbers that they got for the job order contract did not show any savings, so they
took those items and put them in the in general contract which proved to be successful because they
got a better bid by doing that. The improvements that will be included in this contract will be
renovations to the Garey House and the event venue around the house, playground, splash pad, dog
park, several rentable pavilions, restrooms, the entry way, the gate house, the equestrian arena and
hiking and equestrian trails. They rebid the contract for the house before Christmas with 3 bidders
responding and site and civil was done after the first of the year in February with 5 bidders. The low bic
for both of the contracts was Prime Construction out of Pflugerville which is advantageous to work with
the one contractor for both projects. Time line for completion is 12 months after they start
construction.
To recap on where the funding came from; in 2013 the first bonds were issued for the 1.5 million which
coincides with the original contract that they had with Baker Aicklen to do the design work and that was
before we knew we were going to move forward with construction; we thought we were going to just
move forward with design. Then Mr. Garey came to staff in 2015 and said he wanted to go ahead and
see the construction of the park. Staff then looked at bonding and funding capacity so the other 8.5
million that was left of the 10 million dollar bond approved for Garey Park; 3 million was issued in 2016
and the other 5.5 million will be issued in 2017. The city also has the donation from Mr. Garey of 5
million dollars so the total project funding is 15 million dollars. To date the city has issued 1.5 million for
design that leaves a balance of 13.5 million.
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On the agenda were 6 items listed for approval. The construction bid for site and civil work for $10,
062,811.77. The house was close to $600,000.00 and the other 4 items on cooperative purchasing
agreements. Keith Fruge asked if Prime Construction does all the installs. Kimberly Garrett said the
Gametime bid includes installation. Eric Nuner stated the ICON shelters will be installed by Prime
Construction, for Vortex the concrete will be done by Prime Construction and the equipment piece will
be done by Vortex in coordination and construction oversite from the Vortex side for the concrete
installation from the general contractor. Convergint is installation from the general contractor. James
Hougnon asked if this is included in the bid. Kimberly Garrett stated it is.
Kimberly Garrett stated the items on the agenda were almost 12.5 million dollars on 6 different items.
There are other expenses related to the project that do not require council approval because they are
going to be less than $50,000.00 amount. These will be separate items for cabling and electrical. This
area is served by PEC and they will have to bring some power to the site. Site furnishings and FF&E;
trash receptacles and benches and furniture, fixtures and equipment we might need for the house.
There will be some materials testing. 2 things that have come up are looking at a decel lane along RR
2243 when you come into the park, so that you can get off Leander Road and turn into the park; that is
something being considered in this project and they are working with Halff on this task order to get this
started. The other item is contract administration and contract oversight; since it is such a large project
the city manager feels it is important that we have someone that can help us manage that. That leaves
a contingency of $328,00.00. Keith Fruge asked what the cost of the project manager was and Kimberly
Garrett stated is was out for bid right now and would be for the duration of the project; 12 months.
James Hougnon asked if there was a contingency built into the contract and Kimberly Garrett and Eric
Nuner said no.
Kimberly Garrett stated that now they know the items that are going to be included in the construction
they will bring back a revised operation and maintenance plan. Keith Fruge asked if equipment would
be kept at Garey Park and Eric Nuner stated yes. Keith Fruge asked if there was a facility for that and
Eric Nuner stated there is a maintenance facility in the civil bid. It will be similar to the facility the Parks
department currently has.
Kimberly Garrett stated there will be a ground breaking will be the end of March 2017 and construction
will be complete early 2018. Keith Fruge asked the contractor if they had built a park this size. Brian
with Prime stated this will be the largest but they have worked with parks on a large scale; finishing up
one of FM 1431. Brian Binkowski stated this is a rare park and with Prime being the contractor for both
the house and the site and civil work it will help streamline construction with coordination. Katherine
Kainer asked about the pool and Kimberly Garrett stated it will be filled in and turned into a dance floor.
Katherine Kainer asked about the house being modified for ADA. Eric Nuner stated it would be modifiec
for ADA and there would be some ramping and the garage is being turned into a conference room. The
wall between the master bedroom and the living room will be opened up so there is more common
space there. The master bath area will be turned into a public restroom and bridal suite. Kimberly
Garrett stated the kitchen will be renovated as a warming/catering kitchen. The offices/living room
space will not be modified. Katherine Kainer asked about the steps and Eric Nuner explained the
modifications. Keith Fruge asked about the upstairs area and Kimberly Garrett stated it would be used
for storage.
I Consideration and possible action to approve a construction contract with Ritter-Botkin Prime
Construction Company Inc. of Pflugerville, Texas, in the amount of $10,081,000.00 for construction of
Garey Park.
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Bids were opened on October 12, 2016 for the construction of Garey Park but were well outside the
available funding to the project and were subsequently rejected at the November 8, 2016 Council
meeting. Since that time bids for renovations to the Garey House and reduced park construction were
completed.
Five (5) competitive bids for construction were received on February 1, 2017. Items included in the park
construction bid are entry gate house, maintenance facility, equine facilities, play area, splash pad, dog
park, event space, hiking/equine trails, roadways, parking, utilities and other miscellaneous items. In
addition to the base bid, there were two (2) alternate bids for consideration:
• Alternate 1—Equine Day Pens
o Recommended for approval
• Alternate 2 —Small Restroom at Event Area
o Recommended for approval
The low bidder responding was Prime Construction located in Pflugerville. Prime Construction has
successfully completed multiple projects for both public and private entities. Construction is estimated
to take 12 months starting in April with completion in April 2018.
The project budget is $13.5M and the total forthe construction bid, house bid and all supplementary
items including contingency are within budget.
Motion by Robert Palko second by Katherine Kanier to approve a construction contract with Ritter-
Botkin Prime Construction Company Inc. of Pflugerville, Texas, in the amount of $10,062,811.77 for
construction of Garey Park.
Approved 5-0
J Consideration and possible action to approve a construction contract with Ritter-Botkin Prime
Construction Company Inc. of Pflugerville, Texas, in the amount of $589,350.00 for renovation to
Garey House
Bids were opened on October 12, 2016 for the Garey Park but were well outside the available funding to
the project and were subsequently rejected at the November 8, 2016 Council meeting. Since that time
bids for renovations to the Garey House and reduced park construction were completed.
Three (3) competitive bids for construction were received on December 15, 2016. The low bidder
responding was Prime Construction located in Pflugerville. Prime Construction has successfully
completed multiple projects for both public and private entities. Construction is estimated to take 12
months starting in April with completion in April 2018.
The project budget is $13.5M and the total for the construction bid, house bid and all supplementary
items including contingency are within budget.
Motion made by Katherine Kainer second by Robert Palko to approve a construction contract with
Ritter-Botkin Prime Construction Company Inc. of Pflugerville, Texas, in the amount of $589,350.00 for
renovation to Garey House.
Approved 5-0
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K Consideration and possible action to approve a BuyBoard purchase of playground equipment
and surfacing from GameTime of Fort Payne, Alabama, for Garay Park.
Garey Park includes a destination play space within the active recreation area. Parks and Recreation
staff and Halff Associates worked closely with GameTime to design this space to incorporate unique
natural themed play equipment that will be inviting to park visitors.
The Parks and Recreation Department purchases play equipment directly from GameTime through a
cooperative purchase agreement to take advantage of reduced pricing. The City will purchase the
equipment and surfacing with both being installed by GameTime.
Pricing is based on BuyBoard cooperative pricing which has been competitively b
Motion made by James Hougnon second by Danelle Houck to approve a US Communities purchase of
playground equipment and surfacing from GameTime of Fort Payne, Alabama in the amount of
$778,581.54 for Garey Park.
L Consideration and possible action to approve a BuyBoard purchase of 13 pavilions from The
Playwell Group, Inc of Dallas, Texas, in the amount of $489,500.00 for Garey Park
Garey Park includes 13 pavilion shelters within the active recreation area. These pavilions will be placed
within the playground/splash pad, dog park, and equestrian areas. Additionally, eight of the pavilions will
be rentable. The Parks and Recreation Department purchases pavilions directly from Playwell through a
cooperative purchase agreement to take advantage of reduced pricing. The City will purchase the
equipment to be installed by the general contractor.
Pricing is based on BuyBoard cooperative pricing which has been competitively bid.
Motion made by Danelle Houck second by James Hougnon to approve a BuyBoard purchase of 13
pavilions from The Playwell Group, Inc of Dallas, Texas, in the amount of $489,500.00 for Garay Park
Approved 5-0
M Consideration and possible action to approve a National Purchasing Partner (NPP) cooperative
purchase contract for splash pad equipment and installation with Vortex USA, Inc. of Carrolton, Texas,
in the amount of $304,009.45 for Garey Park.
Garay Park includes a destination splashpad within the active recreation area. Parks and Recreation staff
and Halff Associates worked closely with Vortex to design this space to incorporative unique natural
themed aquatic features that will be inviting to park visitors.
The Parks and Recreation Department purchases splashpad equipment directly from Vortex through
NPP to take advantage of reduced pricing. This also ensures quality and familiarization of equipment
throughout the installation process. Vortex will provide the equipment and installation.
Pricing is based on NPP cooperative pricing which has been competitively bid
Motion made by Robert Palko second by Katherine Kainer to approve a National Purchasing Partner
(NPP) cooperative purchase contract for splash pad equipment and installation with Vortex USA, Inc.
of Carrolton, Texas, in the amount of $304,009.45 for Garey Park.
Approved 5-0
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N Consideration and possible action to recommend approval of a contract with Convergint
Technologies of Austin, TX in the amount of $181,850.22 for security systems for Garey Park.
Convergint Technologies will provide security systems for Garey Park including, video surveillance,
access control, intrusion system, intrusion monitoring, and fire alarm coverage. Convergint currently
manages and maintains the security systems for city facilities. Pricing is based on cooperative pricing
which has been competitively bid.
Motion made Katherine Kainer by second by Robert Palko to recommend approval of a contract with
Convergint Technologies of Austin, TX in the amount of $181,850.22 for security systems for Garey
Park.
Approved 5-0
0 Approve minutes from the January 12, 2017 meeting.
Motion made by Keith Fruge second by Katherine Kainer to approve the minutes from the January 12,
2017 meeting.
Approved 5-0
Adjournment
Adjourn
Motion made by Robert Palko second by Keith Fruge to adjourn the February 9, 2017 meeting.
Approved 5-0
�Y
Scott Macmurdo, Secretary
` �i
ll K 1um, Board Liaison
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