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HomeMy WebLinkAboutMinutes_PAREB_10.12.2017Minutes of the Meeting of the Parks and Recreation Advisory Board City of Georgetown, Texas October 12, 2017 The Parks and Recreation Advisory Board met Thursday, October 12, 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.) The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. Regular Session A Call to Order The meeting was called to order by Jim Hougnon at 6:00 pm. B Roll Call Jim Hougnon, Scott Macmurdo, Wayne Beyer, Larry Gambone, Danelle Houck, Mike Simpson Absent: Katherine Kainer Staff: Kimberly Garrett, Eric Nuner, Jill Kellum C Update from the Friends of Georgetown Parks and Recreation Danelle Houck stated the Friends of Georgetown Parks and Recreation had their annual membership meeting in September. She stated there were 5 — 6 different areas of the parks and recreation department represented and they each talked about what they did and the group really enjoyed that because the constant theme and thread was that the staff was passionate about what they did. It was great to see what the full scale of each department does; from Tennis Pro, to Adventure, Aquatics, etc. Danelle Houck stated the Friends group will be helping with the Parks and Recreation Annual Halloween Carnival at the Community Center on October 2611,. Kimberly Garrett explained that the Parks and Recreation Department puts on this festival and hayride. They set up booths in the Community Center and kids come in costume and play games. It is a free event in the Community Center and the hayride has a fee. Groups and businesses set up booths and pass out candy and there are games inside that are a quarter and they can do cake walks and staff has made ring tosses and things like that to play. Page 21 of 28 Scott Macmurdo asked how many participants there were. Kimberly Garrett stated there are usually 800 -1,000 people. It is always the Thursday before Halloween. Kimberly Garrett stated the department is also working with Lights on After School and there will be an event with them on the side of the Community Center that is danced themed. D Update on the Parkland Dedication process and schedule. Kimberly Garrett stated that on Monday staff has a conference call scheduled with the consultant to go over the changes that staff is requesting so they can prepare a document for the committee to review. Scott Macmurdo asked if there was another meeting scheduled. Kimberly Garrett stated after the meeting on Monday she will see how fast they can get the changes back. There is not anything scheduled for City Council until January. She stated she will give a couple of weeks' notice before a meeting is scheduled. E Project Update: Garey Park, San Gabriel Park, Founders Park, Columbarium Eric Nuner stated that Garey Park is plugging along. Most of the exciting things that have started are laying out the equestrian trail. All the shelters are up now and can see them from the road and they are preparing to do the slabs for those. The roads have all been cut. There has been a lot of progress going on. The equestrian trail is about 6 miles and will be mostly natural trail. Eric Nuner stated at San Gabriel Park the pavilions are being worked on and the playground is being constructed. The roads will be redone later this month. Scott Macmurdo asked about the naming of the pavilions. Eric Nuner stated he will be discussing with staff in the near future. Eric Nuner stated that at Founder's Park the sidewalk is completed and the site furnishings are on order; the tables, the new park sign and the water fountain. The contractor is still moving and coordinating with the other projects they have there and are coordinating with additional work in the parking lot and the restroom as well as the sidewalk on 91h street. Eric Nuner stated there is not an update on the columbarium. Staff has met with the consultant and are moving forward with the construction documents. Legislative Regular Agenda F Consideration and possible action to approve the parkland dedication for Highland Village. Kimberly Garrett stated Mark Baker, SEC Planning and Joe Birdwell, the owner with Highland Village were here to present. Item F and Item G were discussed together and included below is the summary of the details for each project as SEC Planning is the consultant on both projects and Kimberly Garrett explained this makes for a good presentation to show the projects. Mark Baker explained that part of it was Pulte, Somerset Hills and Highland Village and he is representing all 3 parties to tie this together. There are 2 PUD zoning cases; Somerset which is the northern area of Ronald Reagan Boulevard and then the Highland Village portion. Page 22 of 28 Scott Macmurdo asked about the amenities in the 100 year floodplain if it would have to be a trail and what other amenities would be in the other track. Mark Baker stated it could be laid out where portions of that could be out of the flood plain where you could put a playground. You could not put much structural things in that area. You would be limited to trails, ballfields, that sort of thing. Wayne Beyer asked about the water run-off and Mark stated that is taken into consideration. Scott Macmurdo asked about PUD agreements. Mark Baker stated that a PUD gives you a little more flexibility, where if you wanted to do straight zoning you would have to do meets and bounds and declare one district where as a PUD there is flexibility where that area could be single family and/or townhome, depending on the market demands and you don't have to go in and rezone it later. There is also some flexibility on land use and then in turn the city gets a higher quality product as more design standards get added in than what the base zoning code requires. Scott Macmurdo asked if being a PUD, does it affect parkland dedication requirement and fee in lieu of. Mark Baker stated not unless it is written in to do that. He stated sometimes they will meet with the director and see what the city wants and this is the intent but typically they start with the baseline and what is required and typically will have the HOA's doing the maintenance on it. Each one is a little unique as there is some flexibility that can be done as you can negotiate in a PUD where as a straight single family development there is not. James Hougnon asked about working with HOA's and Kimberly Garrett stated we will enter into an agreement soon with another development. Scott Macmurdo asked if the parkland was going to be 3 acres contiguous. Mark Baker stated the agreement states the remaining 8.3 acres shall be delineated in parcels of at least one (1) acre in size with three (3) acre parcels preferred. Kimberly Garrett stated staff will work with the developer as they may not want smaller parcels throughout the development. Kimberly Garrett also stated you have to look at the overall lay out and if it makes sense with the current development and possible adjacent developments and the lay of the land and trees. Without seeing the roads or the lots laid out and knowing what is going to be adjacent, there may by opportunity to add on to another park on the back side. Scott Macmurdo asked if Kimberly Garrett was comfortable with 1 acre small parks with 3 acres being the minimum per the parkland dedication ordinance. Kimberly Garrett stated that is correct and also with the PUD that gives flexibility and she has allowed them to have that range of 1- 3 acres based on this situation. Scott Macmurdo stated that in reading the ordinance is that if you are going to get 50% credit for dedication of land in the 50 year floodplain you also have to dedicate adjacent land in the 25 year floodplain. He asked if this proposal satisfied this requirement. Mark Baker stated the 25 year floodplain would be within that 100 year floodplain. Scott Macmurdo than asked if there was parkland in the 25 year floodplain area and it was shown that it would be. Scott Macmurdo asked, if going by the ordinance, how many total acres of parkland are there. Kimberly Garrett and Mark Baker stated it depends on the use of the land. Mark Baker said that in the agreement that if there was a shortage of land they would then pay a fee in lieu of and then also committing within that 3 acre park to do a pavilion and a playground and trails. Joe Birdwell stated he has been behind the scene for many years and stated the Somerset land, the Young property and a large part of Sun City properties have a good deal of history. He Page 23 of 28 asked if anyone had heard of the outlaw Cole Junger. He stated he rode with Jesse James in Missouri. He stated he moved to Georgetown and bought several thousand acres of land and he changed his name to Clay Young. He stated they are buying their 188 acres and Somerset bought a portion of their land from Myra Young who was the great great great granddaughter of Clay Young. Joe Birdwell said there was another developer that bought the property that they are contracting to buy and Mrs. Young, who is deceased now, had written into the contract, that her grandfather to the 3rd power had buried some of the loot on the ranch, and that if the developer found it she got it. Joe Birdwell stated that the agreement was not written into the current contract. The summary of the details .for the Highland Village project: Highland Village is a proposed development that will be in western Georgetown near Ronald Reagan and Williams Dive. Their development will be guided by a Planned Unit Development (PUD) Development Plan. Planned unit developments are housing developments that are not subject to the standard zoning requirements, but instead work with the local government to develop criteria that will determine common areas, private areas and building guidelines. The proposed project is 120.53 acres and is planned as a mixed use development with a variety of residential types, commercial and office uses and preserved open space of which 75 acres is proposed residential. Single family residential is proposed to be 200-300 units depending on the type of housing built. Highland Village is proposing to dedicate a minimum of three (3) acres of public parkland for the single family detached units. Within the dedicated parkland, the following amenities will be included but not limited to: Playground, Picnic pavilion, trails, and an open play area. Internal trails as illustrated on Exhibit D will be provided within the community greenbelt and park. Internal trails shall be a minimum of 6 feet in width and will be constructed of concrete. Details for the park amenities will be worked out with the Parks and Recreation Director when the subdivision is being developed. In addition to the park improvements the developer will provide a dedicated 20 foot wide open space lot, located along the south side of Ronald Reagan Boulevard. An 8 foot wide, concrete hike and bike trail will be constructed within the 20 foot open space lot. This will help connect pedestrians to retail/commercial located along Ronald Reagan. Parkland improvements for development within MF -1, MF -2 and TH will pay park land fees in lieu and/or provide common area improvements, which will be defined with the individual project as it occurs during the site plan process. The developer proposes that the public park be maintained by the Homeowners Association. Motion made by, Mike Simpson, second by, Wayne Beyer to approve the parkland dedication for Highland Village. Approved: 6 — 0; 1 absent Page 24 of 28 G Consideration and possible action to approve the parkland dedication for Somerset Hills. The summary of the details for the Somerset Hills project: Somerset Hills is a proposed development that will be in western Georgetown near Ronald Regan and Williams Drive. Their development will be guided by a Planned Unit Development (PUD) Development Plan. Planned unit developments are housing developments that are not subject to the standard zoning requirements, but instead work with the local government to develop criteria that will determine common areas, private areas and building guidelines. The proposed project has a residential unit cap of 830 units, the Single Family Residential district within the PUD is required to dedicate 16.6 acres of public parkland. As illustrated on Exhibit C, Land Use Plan, a 35.8 acre Regional Park tract is proposed to be dedicated to the City. Since this land is located in the 100 year flood plain and not adjacent to one of the forks of the San Gabriel River only 50% credit can be given for the required 16.6 acres. The Regional Park shall meet 8.3 acres of the parkland dedication requirement. The remaining 8.3 acres of parkland required should be identified during the platting process for Single Family Residential tracts and meet the current design guidelines for parkland. The remaining 8.3 acres shall be delineated in parcels of at least one (1) acre in size with three (3) acre parcels preferred. The dedicated parkland within each phase of a preliminary plat may meet or exceed the parkland requirement for the subject tract and be credited towards future phases. All facilities constructed by the developer on the parkland shall be open to the public. All developer installed facilities as well as public dedicated open space areas shall be maintained by a HOA (including landscape maintenance) to the same or better standards as the City's standards for similar improvements and areas. The approval of all public parkland dedications and improvements on public parkland shall be coordinated with the City Director of Parks and Recreation. For any multifamily developed in Somerset Hills - Planned Unit Development, fee payment in - lieu of parkland dedication shall be used to meet parkland dedication requirements. Motion made by, Scott Macmurdo, second by, Danelle Houck to approve the parkland dedication for Somerset Hills. Approved: 6 - 0; 1 absent H Consideration and possible action to recommend approval of a contract with Convergint Technologies of Austin, TX in the amount of $152,116.72 for fire suppression systems at Garey Park. Eric Nuner stated this has been mentioned over the last several months. Eric Nuner stated that staff received an update quote from Convergint to include the updated fire suppression system. Page 25 of 28 Previously there was money in the original contract to do fire suppression but it was inadequate once staff got in and determined exactly what it was going to take to put the fire suppression in and requirements from the fire marshal and the system needed to be in the home and on the outside. Based on the structure of the building itself it was going to be significantly more than what was originally planned. Eric Nuner stated that staff has been working with Prime Construction and others to insure we have the system that is required and is sufficient for a public facility. With that they were able to take the plan and utilize Convergint to provide a quote which is on the previously bid contract that allows the city to work with them. With this as well as the other item on the agenda there is approximately $530,000 in contingency for any other unforeseen items to get through the construction process. Staff realized the incorrect attachment was presented and the correct information was then available for the board to see. Eric Nuner addressed that this job is labor intensive and that the equipment cost is not as much. Mike Simpson stated he understands there are 2 parts to fire suppression; one is the detection and the other is the actuation that requires the pipe, spray nozzles, etc. He stated he was looking for the suppression portion itself. He states he is asking as a question of completeness. He stated everything he sees on the quote is monitoring and detection. Eric Nuner and Kimberly Garrett stated staff will verify with the project manager on the contract and Eric Nuner stated this is a complete fire suppression system. Mike Simpson stated that all the plumbing may already be there and in the quote itself, it is not obvious. Eric Nuner stated that as it is quoted, if this is the scope, staff can verify the information. Eric Nuner suggested approving this amount as this work has to be done regardless and staff will get clarification on anything that is missing on the quote and staff will come back for that amount or will have an explanation as why the quote is not specific. He clarified that this portion of the work has to be completed. Kimberly Garrett stated this item is scheduled to go to City Council on October 241h but it would not be taken if it is not accurate or correct. Eric Nuner stated if it doesn't go to council it will delay the project 1.5 months. Kimberly Garrett stated the house is already 2 — 3 months behind schedule. Remodeling the Garey house has presented many challenges. Changing a residential property to commercial use requires modifications to the structure to meet building, fire and ADA codes. Minimal access to the property during the design process limited the design team to develop a complete scope, including the fire suppression system. Prime Construction worked with the Fire Marshal's office to develop a design to meet current codes and the system was much more extensive than originally planned. This part of the project has been removed from the original contract and will be completed by the City in cooperation with Prime Construction and Convergint Technologies. Convergint Technologies will provide fire suppression systems for Garey Park including voice - evacuation fire alarm system, outdoor speakers and strobes, pull station boxes at each exit, smoke detectors and labor and installation of full sprinkler system both inside and outside of the house. Convergint currently manages and maintains the security and fire systems for city facilities. Pricing is based on cooperative pricing which has been competitively bid. Page 26 of 28 Motion made by, Mike Simpson, second by, Scott Macmurdo to recommend approval of a contract with Convergint Technologies of Austin, TX in the amount of $152,116.72 for fire suppression systems at Garey Park. Approved: 6- 0; 1 absent I Consideration and possible action to approve a change order for additional work to Prime Construction, LLC. for additional grading work and deceleration lane at Garey Park in the amount of $125,663.66. Kimberly Garrett stated that any change order over $50,000 must be approved by City Council. Eric Nuner stated this has been discussed in the past. Primarily a big portion of this was the declaration lane, westbound, off of Leander Road that was previously requested. He stated staff has worked with Prime and Halff to develop that scope based off the existing contracted prices and there is some added for some additional work that is on the roadway that they typically didn't have to do for traffic control and things of that nature. The deceleration lane is just shy of $77,000 and there is some savings for the onsite sewage facility system, about a $50,000 savings associated with that as there were some design tweaks. That piece is shown in this change order. There is also significant savings in the regrading. When the project first bid there was additional stone work with the equestrian center and additional around the dog park and when that was pulled out it pulled the pieces of the grading associated with that out too. There was additional grading based on where the retaining walls and things were and that is what is presented in the document on page 31. The topography required additional earthwork to get to the proper grade between the parking and the arena and the pavilion area. So with that, the savings, it brought the grand total to the $125,663.66. Kimberly Garrett stated they had originally set aside $400,000 for the decel lane because that was the original estimate. There is a considerable savings that goes back into the contingency. 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. Through the re-engineering process, changes were made to the design to meet budget. The items that were removed from the contract required additional grading work that was not included in the original bid package. Those areas are reflected in the change proposal. Grading around the active recreation area and equine facility were needed to provide more gradual and usable space around the areas. Additionally, a westbound deceleration lane at the entry to the parks was requested. This addition was not in the original project scope or design. The deceleration lane is $76,987.88 with the grading and credits equaling $48,675.78 for a total change order of $125,663.66. Page 27 of 28 Motion made by, Wayne Beyer, second by Danelle Houck to approve a change order for additional work to Prime Construction, LLC. for additional grading work and deceleration lane at Garey Park in the amount of $125,663.66. Approved: 6 - 0;1 absent J Consideration and possible action to approve minutes from the September 14, 2017 meeting Motion made by, Scott Macmurdo, second by Larry Gambone to approve minutes from the September 14, 2017 meeting Adjournment Motion made by, Larry Gambone, second by Wayne Beyer to adjourn the meeting. Approved: 6 - 0; 1 absent Adjourn The meeting adjourned at 7:44 pm. ' S Katherine Kainer, Secretary �' �Z' K�� , zz- I P", eltiini, Board Liaison Page 28 of 28