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
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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.
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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.
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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
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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
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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.
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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.
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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.
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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.
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Katherine Kainer, Secretary
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P", eltiini, Board Liaison
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