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HomeMy WebLinkAboutMinutes_PAREB_03.09.2017Minutes of the Meeting of the Parks and Recreation Advisory Board City of Georgetown, Texas March 9, 2017 The Parks and Recreation Advisory Board met Thursday, March 9, 2017 at 6:00 pm at 1101 N. College Street, Georgetown, TX 78626. 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 James Hougnon 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 James Hougnon at 6:00 pm. B Roll Call Board members present: James Hougnon, Scott Macmurdo, Katherine Kainer, Danelle Houck, Wayne Beyers, Michael Simpson, Larry Gambone Staff present: Kimberly Garrett, Eric Nuner, Jill Kellum C Welcome and introduction of the new Parks and Recreation Advisory Board members Jim Hougnon welcomed the new Parks and Recreation Advisory Board members and each member introduced themselves. D Review and discussion of the Parks and Recreation Advisory Board by-laws and attendance policy for board members. Kimberly Garrett and Jill Kellum reviewed the by-laws and attendance policy for board members. E Recognition to the City of Georgetown Parks and Recreation Department for receiving recent awards at the Texas Recreation and Park Society Annual Institute and the Texas Public Pool Council Kimberly Garrett informed the Parks and Recreation Advisory Board that the Parks and Recreation Department won the TRAPS Gold Medal Award for a city our size at the Annual Texas Recreation and Park Society Annual Institute in Irving, Texas on March 2. This award is for excellence in Parks and Recreation over the last 3 year. She stated we are now Class 3 which is for cities 50 —100,000. She stated the City of Georgetown Parks and Recreation Department Page 43 of 48 has won 5 times. Also, Ty Greer, Parks Maintenance Worker, won the state parks maintenance worker award at the Annual Texas Recreation and Park Society Annual Institute. Gus Huerta also qualified in the mower obstacle at the annual maintenance rodeo. Kimberly Garrett stated the aquatics staff attended the Texas Public Pool Council conference in San Antonio and they submitted an application for agency of the year and won the award for Best Agency of the Year for a city our size. They won for the Williams Drive pool renovation, the dive in movie, swim with Santa and had given over 1,000 swim lesson and for the training that we offer. They were presented a large banner to hang at the recreation center. These awards will be presented to council. F Update from the Friends of Georgetown Parks and Recreation Danelle Houck stated the Friends of Georgetown Parks and Recreation have not met for a meeting. They will be meeting for the March meeting. Swim lessons are going well and they have offered a lot of assistance with the youth soccer league. They will have the daddy daughter dance, Boots and Bling, on June 23rd at the Georgetown Community Center. She stated there will be volunteer opportunities. G Project Update: Garey Park, San Gabriel Park, VFW Park, Village Park and Pool, McMasters Park, Parks Admin Building, and Founders Park Eric Nuner stated the VFW Park is wrapping up and there are several things that park staff will be working on the next 2 week to finish. The grand opening will be April 61h at 6 pm at VFW. Eric Nuner stated contract documents are almost complete to start construction on Garey Park and will begin in April. The ground breaking ceremony will be March 319t at 2 pm at Garey House. Eric Nuner stated there was a pre -construction meeting on Phase One of the San Gabriel Park renovations and the construction will start next week. The ground breaking will be on March 24f at 10 am. Eric Nuner stated that Village Park and Pool, McMasters Parks and Parks Admin building are being renovated for ADA accessibility and these will be finished in the next month or so. Scott Macmurdo updated the board on the Parkland Dedication Committee. Scott Macmurdo stated a subcommittee has been meeting to rewrite the parkland dedication code. They have met a couple of times as a group and there are other boards and staff members working on this project. The code has not been updated in a number of years. He stated they are looking at various changes including, the fee in lieu of dedication and increasing that to be in line with some of the other comparable cities in the region. There are a number of other proposed changes to the code. He stated they are now looking at a new draft and looking at different Page 44 of 48 recommendations they can do. Kimberly Garrett stated they are looking to adopt the new ordinance in August. Kimberly Garrett stated another city staff that has been working on this project will be out of the office for an extended period. This will put the draft back about 30 days. Kimberly Garrett stated the parkland dedication ordinance is part of the subdivision development code. There is a provision in this code that they have to build a park or make accommodations for a park so there is a place for kids to play. That code has not be changed since 2001. Kimberly Garrett stated this code will help get better land, money and better parks. There are guidelines they would like to see and they have benchmarked against 10 other cities in the area which show justification for the changes. Mike Simpson asked if the committee had considered tying the fee to a value of a block of land. Scott Macmurdo stated that is correct and elaborated on the suggestion. He stated that the fees would be if the Parks and Recreation Department had to build the park. But, if that fee they are paying is not enough to develop that parkland than it is not adequate. He stated they are looking at a land index of property prices for what has been paid for different parcels of land. The next meeting will be closer to the end of March or in April. Legislative Regular Agenda H Consideration and possible action to elect the Vice -Chair of the Parks and Recreation Advisory Board Motion made by Scott Macmurdo second by Danelle Houck to elect Scott Macmurdo as the Vice -Chair of the Parks and Recreation Advisory Board. Approved: 7 — 0 I Consideration and possible action to elect the Secretary of the Parks and Recreation Advisory Board Motion made by Katherine Kainer second by Larry Gambone to elect Katherine Kainer as the Secretary of the Parks and Recreation Advisory Board. Approved: 7 — 0 J Consideration and possible action to set date and time for 2017 Parks and Recreation Advisory Board meetings Motion made by Michael Simpson second by Scott Macmurdo to set date and time for 2017 Parks and Recreation Advisory Board meetings for the second Thursday of the month at 6:00 pm. Approved: 7 — 0 K Consideration and possible action to set date and time for the Parks and Recreation Advisory Board Annual Parks Tour There was discussion to set date and time for the Parks and Recreation Advisory Board Annual Parks Tour for April Wh, 2017 at 3:30 pm. Page 45 of 48 L Consideration and possible action to approve the selection of Freese and Nichols, Inc of Austin, TX for project construction oversite of Garey Park in the estimated amount of $76,440 The City solicited a request for proposal for construction oversite be completed due to the size and complexity of the Garey Park construction project. Services to be included in the construction oversite are acting as the City's representative for the project with regards to communication, coordination, and correspondence with the City, contractor, design consultant, and other individuals. The firm will also act as liaison between the City, design consultant, contractors and subcontractors. A formal solicitation was posted on the City's Ion Wave bid system and 383 vendors were invited to bid. There were 120 HUB vendors invited and 19 Local vendors. Three (3) proposals were received. The proposals were evaluated for compliance with the specifications and reference checks were performed. A selection committee individually reviewed scored each proposal. Based on the evaluations, specifications and reference checks the Purchasing Department recommends Freese and Nichols, Inc of Austin, TX as they were the most qualified firm to provide project construction oversite for Garey Park. Larry Gambone asked if the board reviews the bids. Kimberly Garrett stated there is a team of city staff that review the proposals. Kimberly Garrett stated this is contract oversite because of the large scale and scope of the project. This is to help coordinate the multiple contractors that will be onsite. Kimberly Garrett stated this was at the request of the city manager to bring this person on to help manage the project. Michael Simpson asked about the construction oversite person and what they would be oversite of. Eric Nuner stated this person would be assisting the city staff and verifying that all the documentation from the contractors to the other consultants and that everyone is on the same page and communicating. Eric Nuner stated they are helping with capacity to push things and keep things moving. Jim Hougnon asked the duration of the construction project. Eric Nuner stated it is a 12 month contract. Kimberly Garrett stated this was included in the overall budget that was presented to the parks board in February Motion made by Michael Simpson second by Wayne Beyer to approve the selection of Freese and Nichols, Inc of Austin, TX for project construction oversite of Garey Park in the estimated amount of $76,440. Approved: 7 — 0 M Consideration and possible action to award a contract for construction of Founders Park to Smith Contracting Company, Inc. of Austin, Texas in the amount of $43,682.09 Renovations to Founders Park were identified through the 2015 capital improvement plan. Additionally, funds were allocated in 2016 through parkland dedication fees. An initial public Page 46 of 48 open house was held on May 4, 2016, and input from that meeting was used to develop a design for the park. As a result of that meeting an online survey was also developed for additional public input. The revised design was presented at a second public meeting on July 28, 2016 requesting input and approval of the final design. The design was created in house by Parks staff and construction documents were completed by Steger Bizzell. Bids were opened for the project February 21, 2017 with six contractors submitting bids. Construction is scheduled to begin after Poppy Fest, 2017. The Founders Park project is being completed in cooperation with Public Works and is part of a larger CIF Downtown Sidewalk project. The current budget is $67,011.00. The balance of the funding will be used for landscaping, irrigation, site amenities and signage. Eric Nuner stated this project is in conjunction with the public works department on a sidewalk project in this area and piggybacked with them to put this piece in a large contract. He stated the project construction start date has not be determined but will not be before early May. Kimberly Garrett stated there were several public meetings and Eric Nuner stated a project under $50,000 does not normally come to the Parks and Recreation Advisory Board. Wayne Beyer asked about plant vegetation and Eric Nuner stated they will use what is use currently in the landscaping around the square. Wayne Beyer asked about who owned the land historically. Danelle Houck explained the George W. Glasscock owned the property and that was the first county courthouse under that tree. Motion made by James Hougnon second by Larry Gambone to award a contract for construction of Founders Park to Smith Contracting Company, Inc. of Austin, Texas in the amount of $ 43,682.09. Approved 7 - 0 N Consideration and possible action to approve minutes from the February 09, 2017 meeting Motion made by Wayne Beyer second by Danelle Houck to approve minutes from the February 09, 2017 meeting. Approved: 7 -0 Adjournment Motion made by Wayne Beyer second by Scott Macmurdo to adjourn the meeting. Approved: 7 — 0 The meeting adjourned at 7:00 pm. Adjourn Page 47 of 48 4a, Katherine Kainer, Secretary Ji� llum, Board Liaison Page 48 of 48