HomeMy WebLinkAboutMinutes_PAREB_10.11.2018Minutes of the Meeting of the
Parks and Recreation Advisory Board
City of Georgetown, Texas
October 11, 2018
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 - Jim Hougnon, Parks and Recreation Advisory Board Chair
The meeting was called to order by Jim Hougnon at 6:00 pm.
B Roll Call - Jim Hougnon, Parks and Recreation Advisory Board Chair
Jim Hougnon, Katherine Kainer, Wayne Beyer, Danelle Houck, Michael Simpson, Larry
Gambone
Absent: Scott Macmurdo
Staff: Kimberly Garrett, Eric Nuner, Jill Kellum, Kerbie Dodd
C Parks and Recreation staff member introduction and presentation - Kimberly Garrett,
Parks and Recreation Director
Kimberly Garrett introduced Kerbie Dodd, Group Sales Coordinator for Garey House and she
started with the City prior to opening to start marketing and booking the Garey House. She
was working at an events venue prior to starting with the City that was similar as it was rural
and had similar guest counts. Kerbie Dodd started with the Garey House from the ground up
working on the website, social media and establishing pricing and contracts. She handles the
day to day for the house and the City has hired 3 temporary staff members that assist for
weddings as well. August 301h was the first event and we have now had 5 weddings and a
couple corporate and social events and up to a total of 40 booked weddings through May of
2020. 18 of those are this fall, through the end of 2018. It was asked if we are still offering the
discount. Kerbie Dodd stated the discount stopped the start of the fiscal year. There was an
open house on September 301h and the discounted pricing was offered there. It was a special
incentive if they signed on that day and new pricing started October 1St. There were 8 weddings
booked on the open house day. There were 200 that RSVP'd for that event. There were 72
brides out of the 200. There are scheduled, once a month open houses. There will be a vendor
open house every 3 - 4 months. In February, staff will be doing the Georgetown Bridal Show.
It was asked if there were any events booked other than weddings. She stated there was a team
building event and a couple of different board events. There have also been a few rehearsal
dinners and social parties. It was asked how the projections for revenue look. Kimberly Garrett
stated $144,000 was brought in and it was projected to bring in $225,000. She stated this was
good because we didn't start charging admission until July 1St and then the weddings.
Originally, the park was to open in April. Eric Nuner stated that the opening and the charging
were pushed back. He stated we are getting much more in line with the numbers. Kimberly
Garrett explained that the accounting system actually gives us the money when the event
actually happens. It holds the money in an accounts receivable fund then when the event
happens it goes into the Garey Park revenue account. Kimberly Garrett stated she was pleased
with the number and in next year's budget the revenue is set at $500,000. She stated the rentals
of the pavilions had done really well also. Kerbie Dodd stated that staff is starting to talk about
larger events where all the pavilions, the equestrian area and the meadow will book for events.
Staff with the gate house, Kerbie Dodd and Melissa Trahan-Pecorino will work jointly on these
events. It was asked about different programs being planned at Garey Park such as yoga.
Kerbie Dodd stated there are events scheduled and are starting with Yoga. Kimberly Garett
stated there will be a variety of programming for a variety of user. She stated the bird blind is
going in. Eric Nuner stated the Master Gardener's statewide convention is this year in October
and they have 700 members. The blind will be complete prior to October 26th. There is also a
stargazing event in October. It was asked what Kerbie's education background was. She went
to Tarleton State University and majored in public relations- event management and double
minored in business. Kerbie Dodd stated that part of her major was working events and they
had about 200 hours of working events. She stated they put on bridal shows. It was asked if it
is selling itself and Kerbie Dodd said some; but it does take a little of imagination because of the
style of the house and all the different spaces. She stated you have to paint the picture for them
more so than in other venues. It was asked about the photography at Garey House. Kerbie
Dodd explained there are 3 levels; professional photographer where they are charging someone
for their services or using the facility to promote their business they can do a free session in the
park areas, they can do a $50 session on the house grounds and a $75 session where they have a
site manager present where they can get inside and outside of the house. Entry fees are also
charged and it is recommended that they carpool. If they booked a wedding with Garey House
they get a one hour session free of charge. Kimberly Garrett stated a lot of parks have this and
it is becoming more common; it is private gain on a public space. Kerbie Dodd stated they have
to request the session so we know to expect them so there are no conflicts with other bookings.
It was asked about the usage of the facility outdoor vs. indoor events. Kerbie Dodd stated that 9
out of 10 want their ceremony at the terrace space under the pergola and as far as cocktails,
reception and dancing it is split depending on the guest count. It was asked how much
competition is in the area and if we see it growing. Kerbie Dodd stated she definitely sees it
growing. She stated that one thing that is unique about Garey Park is that currently in
Georgetown there are only a few venues like the Community Center and Chamber building
where it is not quite on the same level as the view and outdoor location. Most of the venues
that are established accommodate 200 - 300. She stated we are in our own ballgame in the
smaller venue and because we are smaller our prices are smaller too. That has been an
attraction and we are not competing with the other venues in Georgetown as they are in the
$6,000 - $8,000 range for the 300 - 400 people. It was asked if we advertise. Kerbie Dodd stated
we advertise online with Wedding Wire and the other is The Knot. We advertise in The Knot
magazine and Austin Wedding Day. The plan to advertise is to do a little print and a little
online. We also participate in the bridal show. It was asked if we set the hours for when the
event ends. Kerbie Dodd stated we let the renter choose the 10 hours between 8 am - midnight.
D Update from the Friends of Georgetown Parks and Recreation - Danelle Houck, Parks
and Recreation Advisory Boardmember
Danelle Houck stated there are ongoing plans for the Daddy Daughter Dance on Saturday,
October 27t', from 7 pm - 9 pm. They are looking for volunteers. It was asked if the Friends of
Georgetown Parks and Recreation could attend a meeting so they can meet the board.
Kimberly Garrett stated that was a good idea and we will work to get the two boards together.
E Project Updates and Staff Report - Eric Nuner, Assistant Director of Parks and
Recreation
Eric Nuner reviewed the project update with the board. He stated the San Gabriel Park
Renovation is going well even with the recent flood. The columbarium is moving along.
Kimberly Garrett presented the fees to City Council and all went well with that. They wanted
to see a target finance balance as far as the fund to generate enough money for maintenance.
We will look into applying the new fees January 1, 2019. Eric Nuner stated they are still
evaluating the trail reconstruction. The parking lot at VFW is something that has been added to
the CIP budget and hope to do a change order with the existing San Gabriel construction
contract. Berry Creek Park, Kelly Park and 84 Lumber Park will either be renovated or
constructed this year. There will be public input on those 3 parks; there will be meetings with
these neighborhoods to get an idea what they are interested in.
Legislative Regular Agenda
F Consideration and possible action to recommend approval of a BuyBoard purchase of
playground equipment from GameTime of Fort Payne, Alabama, in the amount of
$161,298.93 for phase two of San Gabriel Park renovations. - Eric Nuner, Assistant Director of
Parks and Recreation
Eric Nuner stated this is the same vendor as the Phase 1 playground. He presented one of the
renderings of a playground. The purchase is through a purchasing cooperative. This has been
presented to legal to review the quotes and bids; they have given it approval. This is through
the capital improvement project budget. Eric Nuner showed some of the design features of the
playground.
Motion made by Wayne Beyer second by Katherine Kainer to recommend approval of a
BuyBoard purchase of playground equipment from GameTime of Fort Payne, Alabama, in
the amount of $161,298.93 for phase two of San Gabriel Park renovations.
Approved 6 - 0 -1 (absent)
G Consideration and possible action to recommend amending Chapter 12.20 of the City
of Georgetown Code of Ordinances, entitled Parks and Recreational Facilities. - Eric Nuner,
Assistant Director of Parks and Recreation
Eric Nuner stated the last ordinance was updated in 2012 and since that time there have been
quite a few changes such as the Garey Park opening. As of Tuesday, Garey Park was annexed
into the city limits. Now there is a current ordinance that is enforceable and Georgetown PD
can now patrol. Staff has been working with the legal department, animal control, and police.
Eric Nuner stated the primary thing was updating park hours. Currently, the park hours are
dawn to dusk with certain areas different hours. Legal stated it is best to set specific hours. As
there is no definition of dawn to dusk and PD could not enforce. Staff has set hours 5 am - 10
pm. If it is an authorized activity, permit or lease if you go beyond that is fine. We also have
the flexibility to set more stringent hours if they are posted. He stated as long as the hours are
posted a certain time then PD can enforce. There was a question about alcohol. Eric Nuner
stated we don't restrict alcohol in the parks but we do restrict glass beverage bottles with the
exception of Garey House. There was also discussion about smoking. Eric Nuner stated there
is a city ordinance that states you can restrict smoking in a city park if it is posted. Eric Nuner
stated some of the restrictions are park rules and are not by ordinance. Kimberly Garrett stated
that in this ordinance it gives the department the authority to set administrative rules. Eric
Nuner stated we are not going to come up with every rule nor do we want to come up with
every rule. We try to minimize it and we don't want to see signs everywhere either.
Motion made by Michael Simpson second by Larry Gambone to recommend amending
Chapter 12.20 of the City of Georgetown Code of Ordinances, entitled Parks and Recreational
Facilities.
Approved 6 - 0 -1 (absent)
H Consideration and possible action to approve minutes from the September 13, 2018
meeting - Jill Kellum, Administrative Supervisor
Motion made by Wayne Beyer second by Danelle Houck to approve minutes from the
September 13, 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 October 10, 2018
meeting.
Meeting adjourned at 7:17 pm.
JatHes oug . , oard Chair
Katherine Kainer, Secretary
Jill ,urn, Board Liaison