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HomeMy WebLinkAboutMinutes_PAREB_04.13.2017Minutes of the Meeting of the Parks and Recreation Advisory Board City of Georgetown, Texas April 13, 2017 The Parks and Recreation Advisory Board met Thursday, April 13, 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 Jim 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 Jim Hougnon at 6:00 pm. B Roll Call Jim Hougnon, Katherine Kamer, Scott Macmurdo, Danelle Houck, Michael Simpson, Larry Gambone Absent: Wayne Beyer Staff Present: Eric Nuner, Jill Kellum C Update from the Friends of Georgetown Parks and Recreation Danelle Houck gave an update on the Friends of Georgetown Parks and Recreation. They had an April meeting. Their swim lessons are going well. They began another session the beginning of April with the Boys and Girls Club and they will be able to do the same swim lessons with Exceptional Georgetown Alliance in July at River Ridge. They are focusing their attention on recreation memberships, sports teams and swim lessons and getting away from summer camps. The Friends of Georgetown Parks and Recreation is a membership based organization that is not sustainable because they don't have very many members. That is not where their fund raising comes from so they are working toward a volunteer based for different activities and they will continue with the activities they are doing now. The Boots and Bling, Daddy Daughter Dance, is Friday June 23'd 7 pm — 9 pm at the Community Center. They are looking for volunteers. The Friends of Georgetown Parks and Recreation will be raising funds for a rock climbing wall in the River Ridge Pool. Scott Macmurdo asked if this was a new trend for pools. Eric Nuner stated yes and most of the ones are in a plexi glass and are see through and they are typically in 4 — 8 foot sections. Eric Nuner stated last year an arch swing was installed at McMaster's and was paid for and donated by the Friends and the year prior there Page 12 of 15 was an accessible sand table at the Creative Playscape that was installed by the Friends donations. D Project Update: Garey Park, San Gabriel Park, VFW Park, Village Park and Pool, McMasters Park, Parks Admin Building, and Founders Park Eric Nuner gave information on the project updates. He stated VFW Park project is complete and the park is open and the grand opening was a good event. The Garey Park construction has started and there is a lot of work being done on the house. Eric Nuner stated the San Gabriel construction has begun. The McMaster and Village playgrounds have been installed. The ADA projects are about 80% complete. There are some building renovations that need to be made at McMaster's and the Parks Admin Building. E Update on the Parkland Dedication process and schedule. Eric Nuner gave an update on the Parkland Dedication process. He explained that the planning department has undergone some staffing changes and the project is behind schedule and is currently at a standstill. Kimberly Garrett is planning to have another committee meeting and update by May 10�. Jim Hougnon asked if this will delay the overall schedule. Eric Nuner stated that it probably would. Eric Nuner stated they have hired a contractor to help with the writing of the UDC to try to keep things on track. Legislative Regular Agenda F Discussion and possible action on the proposed Parks Capital Improvement Plan. Eric Nuner presented information on the Parks Capital Improvement Plan. Eric Nuner stated staff met with the executive team i.e., city manager and assistant city manager to go over city wide general capital projects and made a few adjustments based on that meeting. There are a few modifications from the original handout. He stated the primary items are for San Gabriel Park, and the trail from San Gabriel Park to Katy Crossing. The 3.5 million for San Gabriel Park is for construction of phase 2 and construction documents for phase 3. In FY 19 for 5.5 million is the construction of phase 3. Motion made by Scott Macmurdo second by Michael Simpson to recommend approval of the proposed Parks Capital Improvement Plan. Approved: 6-0 G Consideration and possible action to recommend approval of a Task Order with RVi for professional design services for San Gabriel Park Phase II improvements and hike and bike trail extension in the amount of $508,235. Eric Nuner explained that RVi is our current consultant working on the master plan for San Gabriel phase 1. We are looking for them to go into phase 2. He stated they look to bring RVi back to do phase 2 because of their history with the current project. He stated part of that is the trail extension and many of the same kind of improvements in phase 1. Eric Nuner showed the different proposed phasings of the project. There are several shelters, playgrounds, infrastructure and road improvements, the trail head from San Gabriel to Katy Crossing, and Page 13 of 15 lighted volleyball courts and basketball court. The schematic designs will come back as they make progress and those will focus on the vertical construction piece; the restrooms and structures like that. Jim Hougnon asked if the shift was in funding or phasing. Eric Nuner stated in phase 1 there were 7 alternates and those were in pieces of the way phase 2 worked and those were picked up in phase 1. It did shift a little more into phase 3 which is shown in the CIP. Timing works out well based on the Showbarn and Rodeo Arena being taken out of the park. Eric Nuner stated they moved the Showbam and Rodeo Arena area to phase 3 due to the lease and agreements on the property and to reduce the interference. Eric Nuner stated they are working with RVi to reduce the scope. They found a survey they are able to use to reduce the scope on some of the surveying that they had originally planned for. Scott Macmurdo asked if we are required to put out a competitive process for this. Eric Nuner explained that with professional services and task orders; there is an approved list of companies that can be utilized. He stated those are not based off of price, it is based off their ability and expertise. Motion made by Jim Hougnon second by Larry Gambone to recommend approval of a Task Order with RVi for professional design services for San Gabriel Park Phase II improvements and hike and bike trail extension in the amount of $505,235. Approved: 6-0 H Discussion and possible action to recommend approval of the updated Community Center rental rates and rental policies. Jill Kellum reviewed the current and proposed policies and rental rates for the Community Center. Michael Simpson asked if we were losing money on the building. Eric Nuner stated we are. Michael Simpson asked what costs are not being covered. Eric Nuner stated this is a rentable facility and we liken it to private facilities that we are competing against to provide a service. He states it is a different service than comparing to utility rates or a membership fee. Jill Kellum showed comparisons to other facilities in the area; showing capacity, kitchen, and size of the building. Danelle Houck asked if there is a requirement besides the damage deposit for insurance if you are using the full kitchen. Jill Kellum stated there is not. Eric Nuner stated the rental rates do not cover the costs for utilities, janitorial, and general maintenance. Katherine Kainer stated the rental rates have not gone up with the costs of utilities and maintenance. Eric Nuner stated Parks and Recreation does have a cost recovery requirement. We are required by City Council to have a 50 — 60% cost recovery. Eric Nuner stated it is a pyramid; there are general base services with parks at the bottom and those are free, and as you start specializing you move up the pyramid to the top. If you were to compare a rentable community center, that is not something that everybody needs. That is a highly specialized facility that you don't have to have for quality of life. Scott Macmurdo asked what percent of hard costs would be covered by the increased. Staff stated they did not have the percentage. Scott Macmurdo would like to see the costs involved to run the facility. Eric Nuner stated we can bring those numbers back and that is not the primary factor in the decision. He stated we have comparisons from other organizations that we need to get more in line with. We do need to ensure that we are recovering those costs with renting it. Scott Macmurdo stated we are competing with privately run facilities and they are businesses to turn profits looking for cost Page 14 of 15 recovery and a margin. Since this is a public facility he feels it should be treated differently. Scott Macmurdo would like to see the data at a later time but feels they can vote on it. Michael Simpson would like to see the additional information as well. Eric Nuner stated for the ISF for the Community Center facility maintenance for FY18 there is $104,000 going into the facility. He stated $45,000 of that is going to re -staining the floor. So if you take that out, since it is only done approximately every 8 years, $60,000 is spent yearly in Community Center facility maintenance. This does not include utilities or staff costs. Eric Nuner stated he will come back with the costs associated with the Community Center. Motion made by Katherine Kainer second by Danelle Houck to recommend approval of the updated Community Center rental rates and rental policies. Approved: 6-0 I Consideration and possible action to approve minutes from the March 09, 2017 meeting. Motion made by Larry Gambone second by Scott Macmurdo to approve minutes from the March 09, 2017 meeting. Approved: 6-0 Adjournment Motion made by Mike Simpson second by Scott Macmurdo to adjourn the meeting. Approved: 6-0 The meeting was adjourned at 7:20. Adiourn Katherine Kainer, Secretary Jill "lum, oard Liaison