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HomeMy WebLinkAboutMinutes_PAREB_08.10.2017Minutes of the Meeting of the Parks and Recreation Advisory Board City of Georgetown, Texas August 10, 2017 The Parks and Recreation Advisory Board met Thursday, August 10, 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, Michael Simpson, Katherine Kainer, Larry Gambone, Danelle Houck, Wayne Beyer Absent: Scott Macmurdo Staff Present: Kimberly Garrett, Jill Kellum, Traci Stengle C Presentation of Summer Adventure Program Internship by Amelia Cluke, summer intern. Kimberly Garrett introduced Amelia Cluke the summer adventure program intern. Amelia Cluke gave a presentation on her internship. D Update from the Friends of Georgetown Parks and Recreation Danelle Houck gave an update on the Friends of Georgetown Parks and Recreation. The Friends of Georgetown Parks and Recreation's annual meeting will be held September 18th at 7 pm at the Parks and Recreation Administration Office. They are working to get more people involved and this year they will have a round panel discussion from 4 different speakers from different areas of parks and recreation. They just ended their last session of Georgetown Swims. They had a Boys and Girls Club session. In the month of July they did lessons at River Ridge with the Exceptional Georgetown Alliance, this group is for special needs children varying in age. They had 15 kids that participated. The Friends of Georgetown Parks and Recreation pay for these lessons. The parents were very grateful for this experience. The Daddy Daughter dance was in June and the numbers were down. Danelle Houck stated it will be an ongoing fund raising effort towards the rock wall. They did a survey after the event and discovered they wanted the dance on a Saturday. So for the 2018 dance they are moving the dance to a Saturday in October 2018 and will be the weekend before Halloween. It will be a costume ball. They are continuing assistance for low income families with memberships and soccer registrations. E Update on the Parkland Dedication process and schedule. Kimberly Garrett stated she has received a draft. The planning department staff do have questions and Kimberly Garrett will meet with them next week. Kimberly Garrett will work with the subcommittee on a date to meet in August prior to the next regular board meeting in September. Kimberly Garrett stated she will present to City Council no sooner than October 10f. F Update on design of San Gabriel Park Phase II and the hike and bike trail extension. Kimberly Garrett gave information on the design of the San Gabriel Park Phase II and the hike and bike trail extension. Kimberly Garrett stated they have received recent schematics from RVI on Phase II. Phase II design was approved by City Council in April and staff has been working with RVI on Phase II and the hike and bike trail extension that will go to Katy Crossing. Originally, Phase II included the area around the Community Center and due to all the construction and keeping it contained and the cost; it was decided to keep it from Morrow to the river. Kimberly Garrett stated they have learned some things from Phase I and will take these into consideration with Phase II. Kimberly Garrett showed the schematic for Phase II. G Presentation and discussion on proposed columbarium to be built in IOOF Cemetery. Kimberly Garrett gave a presentation on the columbarium. She gave some history on the 2007 addition that has areas for doubles, singles and urns to be buried. She stated the City Council in 2013, based on John Hesser's recommendation, wanted to start a fund to help pay for maintenance of the cemetery in perpetuity. A cemetery fund was established. Since 2012, there has been discussion between Parks Board, City Council and staff to build a columbarium at IOOF Cemetery. During the 2013/2014 budget there was an initial transfer of $100,000 from the general fund to establish a cemetery fund. Since that time, there was City Council direction to transfer $75,000 annually to the cemetery fund. This fund would be used to help offset maintenance costs in the future as the City is required to maintain the cemetery in perpetuity. Currently, lot sales help to offset the mowing and maintenance costs but at some point in the future lot sales will cease. Kimberly Garrett stated the city is out of land to expand the cemetery and the columbarium is a good option to extend future burials in the cemetery. In addition, this fund could be used to help pay for capital improvements such as the construction of a columbarium with niche sales helping to grow the fund. During the 2016/2017 budget, there was $150,000 from the cemetery fund budgeted to design and build a columbarium in IOOF Cemetery. This initial phase is proposed to have 150 niches with the ability to add on in the future. The area where urn lots have been sold can continue to be used giving residents options for burials. Kimberly Garrett presented the proposed schematic design of the columbarium at the Parks Board meeting. The conceptual design will be presented to City Council in September. H Project Update: Garey Park, San Gabriel Park, Founders Park, and Columbarium Kimberly Garrett stated Garey Park is moving along. There have been some issues with the house and they working on the fire suppression system design and making sure it meets code. There may be a delay for an additional design. The rest of the park is going good and there have not been construction delays. The San Gabriel Park renovation Phase I is moving along. They are building the pavilions and adding the tops of the pavilions. The drainage system is being built and will go all the way to the river. For Founders Park, the Parks and Recreation staff is working with the Transportation staff on the sidewalk improvements and the Grace Heritage Church will start in September. There is some ADA work being done at the Recreation Center and are mainly accessible walkways. There will be some pavilion renovations and are in the capital maintenance and replacement program. There is money set aside to do roof renovations and pavilion renovations at Chautauqua, San Jose and Katy Crossing. Kimberly Garrett also gave an update on the parks and recreation software and stated the department will be implementing the new software PerfectMind on Tuesday, August 15th. Legislative Regular Agenda I Consideration and possible action to recommend approval of a lease with the Georgetown Youth Baseball Association Kimberly Garrett presented information on the lease with GYBA. Kimberly Garrett stated that prior to 2011 there was not an agreement with the baseball association. The baseball association does all the capital maintenance on the fields and have always done this. They also pay half of all the utilities. The City of Georgetown entered into a lease with the Georgetown Youth Baseball Association (GYBA) in August of 2011. The initial term of the lease was one year. Upon renewal in August of 2012, the term was for five years. This agreement allows GYBA to lease the baseball fields in San Gabriel Park and operate a youth baseball program. Kimberly Garrett stated there were a few minor changes in the lease and one was a nondiscrimination clause. Also, requiring an independent audit was taken out of the lease. Staff is supportive of renewing the lease with GYBA. This item will be forwarded to the City Council for their consideration during the August 22nd meeting. Motion was made by Michael Simpson second by Larry Gambone to approve a lease with the Georgetown Youth Baseball Association. Approved 6-0 Consideration and possible action to approve minutes from the June 8, 2017 meeting Motion was made by Danelle Houck second by Wayne Beyer to approve minutes from the June 8, 2017 meeting. Approved 6-0 Adjournment Adjourn Motion was made by Katherine Kainer second by Larry Gambone to adjourn the meeting. Approved 6-0 The meeting adjourned at 7:51 pm. Jafiies Hou of �z o6rd Chair Katherine Kainer, Secretary J ellum, Board Liaison