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HomeMy WebLinkAboutMinutes_PAREB_04.12.2018Minutes of the Meeting of the Parks and Recreation Advisory Board City of Georgetown, Texas April 12, 2018 The Parks and Recreation Advisory Board met Thursday, April 12, 2018 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.) A Call to Order - Jim Hougnon, Parks and Recreation Advisory Board Chair The meeting was called to order by Jim Hougnon at 6:03 pm. B Roll Call - Jim Hougnon, Parks and Recreation Advisory Board Chair Present members: Jim Hougnon, Scott Macmurdo, Katherine Kainer, Larry Gambone, Wayne Beyer, Danelle Houck, Michael Simpson Staff Present: Kimberly Garrett, Eric Nuner, Jill Kellum, Melissa Trahan-Pecorino, Amber Mims C Parks and Recreation staff member introduction and presentation - Kimberly Garrett, Parks and Recreation Director Kimberly Garrett introduced Melissa Trahan-Pecorino, Special Events and Marketing Coordinator. Melissa Trahan-Pecorino spoke about her past work history and how she came to parks and recreation. She described her current job responsibilities; managing and updating the website, social media, graphic design related materials, such as flyers, website, photography, brochures and updating the trail maps. She is also responsible for all the special events that Parks and Recreation does; which are about 15 a year that she is responsible for. She also manages the Sales Coordinator for Garey House. Melissa Trahan-Pecorino is working on marketing and the web content for Garey Park and grand opening event for the park. It was asked what drew her to Georgetown. She and her family love the weekend activities here and reminds her of her hometown. It was asked if there were counterparts in other departments and it was explained that other departments contract out their marketing. Kimberly Garrett explained that other cities have similar positions to market their events and departments. D Update from the Friends of Georgetown Parks and Recreation - Kimberly Garrett, Parks and Recreation Director Danelle Houck reported that the Heritage Gardens were represented at the Friends of the Georgetown Parks and Recreation meeting. She stated the Friends of Georgetown Parks and Recreation are open to making a subcommittee of the Heritage Gardens so the Heritage Gardens can use the nonprofit status or some beneficial programming with the Friends of Georgetown Parks and Recreation. The Heritage Gardens should be a mutually beneficial Page 35 of 41 relationship. It will allow more members for the Friends of Georgetown Parks and Recreation group and also help towards the Heritage Gardens. The Friends of Georgetown Parks and Recreation received the proceeds from the annual turkey trot through the Running Club and they split the proceeds between Meals on Wheels and the Friends of Georgetown Parks and Recreation and this year the Friends of Georgetown Parks and Recreation received $4,500. There has been an increase in requests for assistance for memberships and soccer registrations. The Daddy Daughter Dance will be October 27th with a Halloween theme. Danelle Houck stated they are going to work toward getting a rock wall for the River Ridge pool. Kimberly Garrett stated the Friends of Georgetown Parks and Recreation are raising money for this and also applying for a grant through HEB. They had to present a project and have matching funds. It was asked if Randall's has grant programs. They will look into that. E Project Updates and Staff Report - Eric Nuner, Assistant Director of Parks and Recreation Eric Nuner stated they had a project update on Garey Park this morning. Several items will be wrapping up late April to early May. The 2nd lift on pavement will happen the end of this month which will include paving, striping and curb stops. Playground equipment is complete and surfacing will be done the middle of May. Everything is moving on schedule. Around the equestrian playground and pavilion is where the karst feature was and that put that area about 4 weeks behind schedule. Grand opening is scheduled for June 911,. It was asked if there any rentals. Melissa Trahan-Pecorino stated there will be tours available in May and there are already many scheduled. There is one wedding booked already. Melissa Trahan-Pecorino stated September will be the first event. It was asked about the fee schedule. It was explained that the fee schedule varies depending on number of people and where the event will take place. There are many options and many fee structures. There are high season and low season; during the week vs. weekend events. Melissa Trahan-Pecorino stated there is a lot flexibility. Eric Nuner stated for San Gabriel Park the contractor is making progress. They are working on the restroom with plumbing and electrical. The surfacing on the playground will be completed within the week. They are looking at the end of May for completion. Staff is bidding Phase 2 and that will come to the Parks and Recreation Advisory Board on May 10th and go to City Council on May 22nd with an anticipated construction start mid — June. It will be a slow start due to July 4t" event. On the Columbarium, staff will have a notice to proceed later this month. Prime Construction is the contractor on this. The Meadows Park will start next week. This is a neighborhood park behind Churchhill Farms. The trail reconstruction is part of the ADA which will be included with Phase 2 of San Gabriel Park. This will be added to the Phase 2 contract. This will be a summer or fall project. Page 36 of 41 F Update on proposed changes to the Unified Development Code regarding Chapter 13.08 Parkland - Kimberly Garrett, Parks and Recreation Director Kimberly Garrett stated the Parkland Dedication Subcommittee met on March 21s1. Since then Kimberly Garrett has met with the city managers and director department heads. They were supportive of the changes. She stated she is going over the major changes and one of those are the fees. In the Parkland Dedication currently, per unit is $250.00 which we know is not enough money to go buy an acre of land. If someone pays a fee in lieu of land dedication that money is supposed to help pay for adjacent land. At one acre per 50 units we are looking at the 3 acre park, which is what we want for a typical neighborhood park; that wasn't enough money. What they are considering is increasing that to $500.00. That would give us about $25,000- $30,000 for a 3 acre park which is still too low when you look at WCAD (Williamson County Appraisal District). Kimberly Garrett stated the recommendation would be to go from $250 to $500 so that we could go out and buy land if the developer did not dedicate land. The next change to consider would be the development fee which the ordinance currently does not speak to developing the actual parkland. Developers have come in wanting to develop the 3 acre neighborhood park because they know the City does not have the funds or the means to do that. We have to budget for it right now in the capital improvement plan. They see that as a draw if it has a park and amenities. This is a trend in other communities as well. With the amenities that we want to see in these parks such a playgrounds, trails, picnic pavilions, open space, open unlighted sport courts, etc.; when we put together a budget for that, the cost of developing that park is about $250,000 from the beginning; from engineering, to design and all the way through construction. Kimberly Garrett explained that for 3 acres, that would be 150 units, you would look at $1,600 a unit if you don't develop the park. She said she would round that down to $1,500 and would recommend phasing that in in 2 - 3 years. She said that would be the fee recommendation and she explained that to the city managers and directors and they understand that it cost $250,000 to develop a park. She also stated for the MUD's or the developer is using another funding mechanism, the city is asking them to provide that to have an enhanced development. The City does not want a piece of land that is undeveloped. Kimberly Garrett stated they brushed on the flood plain credit and the city managers and directors didn't have anything to say about not giving credit for the flood plain. She stated she wanted to incorporate that in on the San Gabriel River and giving partial credit and setting an actual amount. Also for private parks, the city managers thought the private parks are beneficial. She stated also, changes to the benefits zone map; which currently there are 19 zones. They were supportive and saw the benefits of having 4 quadrants. Kimberly Garrett stated the next step is to take these proposed changes to the Development Alliance group, which meets through the Chamber of Commerce and get their feedback since they are the developers. The meeting is on April 2511, at 7 am. Then on May 81h she has a presentation to City Council to get their feedback. After that the subcommittee will met again to come up with the final details. G Discussion on available dates for a Parks and Recreation Advisory Board tour of the parks. - Kimberly Garrett, Parks and Recreation Director Page 37 of 41 The Park and Recreation Advisory Board will meet on Tuesday, April 261" at 4:00 pm for a parks and facilities tour. Legislative Regular Agenda H Consideration and possible action to recommend approval of the parkland dedication for the Wolf Ranch PUD Amendment including the Guy Tract - Kimberly Garrett, Parks and Recreation Director Kimberly Garret introduced, Duke Kerrigan with Hillwood and Chip Mills with RVI. They are looking at adding to their development and there is a required park component to that. Chip Mills with RVI presented information on this project. The Guy Tract is between the Wolf Ranch project and the South San Gabriel River. They reviewed the Phase 1A and PhaselB of Wolf Ranch. As part of the initial Wolf Ranch agreement and PUD, Hillwood agreed to construct a portion of regional trail along the South San Gabriel River. Hillwood and Wolf Ranch agreed to construct across what was their property and what was already City of Georgetown parkland. They agreed to build a regional trail on both properties connecting IH35 to the edge of Wolf Ranch. That will stay as it was and now they are talking about continuing that. For the Guy Tract there is about 365 acres they look at what is developable. This property has floodplain and sloped areas. They leverage these areas as open space and nature trails. They presented a conceptual level open space plan for the Guy Tract and Wolf Ranch south of Hwy 29. They are proposing which is the big ticket item, is the continuation of the South San Gabriel River Trail from the eastern edge of the Guy Tract crossing the river onto Lyndoch Park and move west on the south side of the river and cross back over the river to the Guy Tract to the western edge. When you put the 2 trails together, it will go from IH35 to about 3.5 miles and about 40% of the way to Garey Park. In addition to that they have agreed to dedicate 3 acres for a neighborhood park out of the flood plain on the west side of the bypass and dedicate 20 acres of flood plain land. He showed some of the open areas that are flat and the might be used for open space or fields. There will also be 4 HOA pocket parks that will be maintained by the HOA. There will also be an HOA amenity center. In the public neighborhood park they have agreed to $250,000 worth of improvement in addition to dedicating the land; in that will include a playground, covered shade pavilion and active play areas, picnic areas, benches and bar-b-que pits. They showed how the trail system would look. They showed a drone video of a portion of the proposed trail area. Kimberly Garrett stated this part of the trail has been a huge need for a long time in the River Ridge subdivision. It was asked what the crossings would be and it was stated it would be a low water crossing not a bridge. It was asked about a trailhead with 10 —12 parking places. It was stated that will be determined but likely on the west side of the property west of the southwest bypass. They may build a road under the southwest bypass. It was asked about restrooms and Kimberly Garrett stated we don't typically have restrooms in community parks. It was explained also we cannot put those structures in the floodplain. It was asked what the parkland dedication would be based on units and it would be 14 acres. Kimberly Garrett stated staff and the City Manager's office worked on a combination that they felt would meet that 14 acres, and the trail itself is a huge piece. They are making a development that is outstanding. In the MUD and PUD we have the ability to negotiate land. It Page 38 of 41 was asked what the timeline would be for the trail. For the Wolf Ranch portion they have initiated a design for that and it will be constructed by the end of 2019. The Guy Tract is not owned by the developer yet so that would be based on phasing as part of the development. It was asked about Lyndoch Park and if any of it could be developed. Kimberly Garrett clarified that it is in the flood plain and was given as parkland and it would be used for trail access. It was asked who would develop the 3 acre park. Kimberly Garrett stated that the developer would develop the 3 acre park and it would then be the City's responsibility for maintenance and capital replacement unless there was some agreement worked out that they would want to do maintenance. It would be a public neighborhood park. They would have to meet the standard for equipment and 200' of street frontage. They are bound by the current ordinance and guidelines. Kimberly Garrett stated there is a proposed elementary school going in and this park would also be bonus as there are not parks on that side of town in this area. Motion made by Michael Simpson second by Wayne Beyer to recommend approval of the parkland dedication for the Wolf Ranch PUD Amendment including the Guy Tract. Approved: 6 - 0-1(absent) I Discussion and possible action to recommend approval of a cardio lease for the Recreation Center. - Kimberly Garrett, Parks and Recreation Director Kimberly Garrett explained this is the 3rd lease. The City has entered into 2, 3year leases. When the Recreation Center expansion in 2009 happened, it was decided that leasing the cardio equipment would be better because of the high use and turn over and trying to keep up with the latest and greatest. This would be our 3rd, 3 year lease. It was bid out with certain specifications and standards. There were 3 bids that were received the middle of March. A purchasing agent, for the City of Georgetown, has made a recommendation on the bid. Kimberly Garrett stated pricing and specifications are taken into consideration. They also look for uniformity in variety and brand of equipment. The equipment includes treadmills, ellipticals, ANT's, recumbent bikes and espresso bikes. There are also 6 pieces of equipment that we currently own, that have come to the end of their useful life and these have been incorporated into this lease. We have the budget to do this. City Council and Finance has been in support of the lease. It keeps the members happy and the aesthetics also. Marathon Fitness met all the specifications; the other vendors were cheaper but did not meet the quality standards. Kimberly Garrett stated that we own our weight equipment and those are in the special revenue fund for replace in the future. Motion made by Larry Gambone second by Danelle Houck to recommend approval to enter into a lease agreement for 3 years for $181,608 with Municipal Asset Management for cardio equipment for the Recreation Center. Approved: 6 - 0-1(absent) Page 39 of 41 J Consideration and possible action to recommend approval of the Parks 5 Year Capital Improvement Plan. - Eric Nuner, Assistant Director of Parks and Recreation Kimberly Garrett reviewed the timeline on the CIP plan and the plan itself. Each year the Parks and Recreation Department prepares a 5 year Capital Improvement Plan. City Council approves the final plan based on the funds available and the final debt schedule. In FY 2019, capital projects proposed include: • Completing the Park ADA improvements needed to complete the ADA Transition Plan — Kimberly Garrett stated originally this was divided out over the next 3 years. The Finance office recommended asking for it all next year. • Develop a neighborhood park in Berry Creek Section 5 — The $250,000 is listed to develop a neighborhood park. There is 2.7 acres of undeveloped parkland that was received in 2014. We would develop that park with a playground, picnic pavilions, bar- b-que pits, and possibly an open sports field. There is a $250,000 placeholder for the following years as we have received other pieces of parkland that are vacant because we don't have the funding to develop them. Therefore, the need for changing the parkland dedication ordinance so we have the funding. • Update the Parks Master Plan — This is the document that guides where and what we develop. That plan was last updated in 2009; they usually have about a 10 year life. We have completed a lot of the priorities in that master plan. It was directly tied to the 2008 bonds that passed. The goal would be to do this next master plan; which would take about 18 months and they would help tie to the next bond proposition which would go for to fund the projects that are identified in the master plan. It was asked how we came up with the $200,000 figure. Kimberly Garrett stated that a consultant gave us some estimated costs. The last master plan was $150,000. 2 different consultants gave Kimberly Garrett feedback on what that would cost. • Design and construct a regional trail expansion — Kimberly Garrett stated there is opportunity to pick up on the trail on the South San Gabriel; building from IH35 west, starting east of IH35 and HWY 29. • Design Phase 3 of San Gabriel Park improvements and demo the rodeo arena — Kimberly Garrett stated the lease is up for the rodeo arena and the City if allowing them to have their 75th rodeo there the end of June. In the agreement, it states they have 120 days to remove any personal items they would like. The City Manager is in support of this as he doesn't want it to sit there and be an eyesore. • Construct additional parking at VFW Park — Kimberly Garrett stated this area can also be used for bringing in out of town guests for tournaments. It is designed and permitted and it would be adding 53 spaces. This would be for straight construction. Kimberly Garrett stated this is what staffs feels we have capacity of staff to do this next year; once Garey Park is finished. On the out years, this is a best guess depending on the tax rate and where the city council feels comfortable. Kimberly Garrett stated there is no development around Westside Park. This is an out year project. Eric Nuner stated the masterplan was completed in 2015. There will be a passive area with walking trails, picnic tables and pavilions. Page 40 of 41 The active area will have athletic fields; softball, baseball and soccer fields. There is also a possibility for a splash pad and playground and associated parking. Also, in the out years it was identified in the parks masterplan to put as a place holder to purchase land in the southeast part of Georgetown for a community park and also a west side Recreation Center. The Parks CIP will be presented to City Council at the April 24th City Council Workshop. Motion made by Katherine Kainer second by Larry Gambone to recommend approval of the Parks 5 Year Capital Improvement Plan. Approved: 6 - 0-1(absent) K Consideration and possible action to approve minutes from the March 08, 2018 meeting - Jill Kellum, Administrative Supervisor Motion made by Danelle Houck second by Michael Simpson to approve minutes from the March 8, 2018 meeting. Approved: 6 - 0-1(absent) Adjournment Adjourn - Jim Hougnon, Parks and Recreation Advisory Board Chair Motion made by Katherine Kainer, second by Larry Gambone to adjourn the meeting. The meeting adjourned at 8:04 pm. James Hougno 4gAd Chair 1 ` Katherine Kainer, Secretary Jill l0lum, Board Liaison Page 41 of 41