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HomeMy WebLinkAboutMinutes_PAREB_09.12.2019Minutes of the Meeting of the Parks and Recreation Advisory Board City of Georgetown, Texas September 12, 2019 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 at 6:00 pm by Jim Hougnon. B Roll Call - Jim Hougnon, Parks and Recreation Advisory Board Chair Jim Hougnon, Danelle Houck, Katherine Kainer, Larry Gambone, Scott Macmurdo, Mike Simpson Absent: Wayne Beyer Staff: Kimberly Garrett, Eric Nuner, Jill Kellum C Parks and Recreation staff member introduction and presentation - Kimberly Garrett, Parks and Recreation Director There was not a staff member introduction and presentation. D Update from the Friends of Georgetown Parks and Recreation - Danelle Houck, Parks and Recreation Advisory Boardmember Danelle Houck stated on Monday, September 16th at 7 pm the Friends of Georgetown Parks and Recreation is having their annual meeting in the Community Room. They will talk about what they are doing and what they have done and will have their elections as well. E Project Updates and Staff Report - Kimberly Garrett, Parks and Recreation Director Eric Nuner stated the signage in San Gabriel Park is up and they are working on the rodeo arena. They are wrapping up punch list items in the park and re -vegetation and waste receptacles that have to be fabricated. The main focus is to finish around the springs and granite trail work. They will be working on the trail over the weekend. The ribbon cutting will be on Friday, October 41h at 10 am. Eric Nuner stated the Wolf Ranch trail is moving along. The concrete was tested for densities to ensure it meets certain PSI. They were tested and the test came back and they were not close. They will be removing the concrete and re -pouring due to the psi not being accurate. Eric Nuner and Kimberly Garrett speculated that it was due to the high temperatures and it dried too fast. On the recreation center, Eric Nuner stated contractors and staff got a lot of work done. There is a new gym floor, new plaster in the indoor pool, redoing the indoor pool deck, staff is painting, and deep cleaning. He stated they expect to do this annually. There were 3 different floor contractors, facilities staff, recreation staff and parks staff along with the janitorial and HVAC contractors working together. Eric Nuner stated it was a big undertaking and they did a good job. Kimberly Garrett stated there was staff training that took place as well. Kimberly Garrett stated the racquetball courts were to be sanded down and refinished but when they started sanding they noticed concrete. Only one court was started so there is the other court that can be used. Eric Nuner stated they already have a quote for a new wood floor and it is approved and both courts will be replaced in October. Kimberly Garrett stated that was the original wood floor from when the original Recreation Center was built and they have been sanded and re - polished several times over 25 years. For Golden Bear Park we have received the play equipment and plans are at TCEQ for regulatory review. After that is complete they can start construction. VFW Park will be complete; they are doing small finish up items such as installing the concrete curb around the playground and landscape and irrigation in the medians. The 2020 capital improvement projects will be presented soon. Planning, scheduling and task orders are being prepared. Legislative Regular Agenda F Consideration and possible action to recommend approval of an Interlocal Agreement between the City of Georgetown and the West Williamson County Municipal Utility District No. 1 for a Public Parkland Maintenance agreement for the Oaks at San Gabriel Hike and Bike Trail. - Kimberly Garrett, Parks and Recreation Director Item Summary: There is an 18.429 acre tract of public parkland in the Oaks of San Gabriel Subdivision out Highway 29 west. The land is currently not improved and is outside of the City Limits. The subdivision would like to maintain a hiking trail along this parkland. This public parkland maintenance agreement will allow the Oaks at San Gabriel to provide general routine maintenance for the portion of the hike and bike trail located within the Parkland, including, but not limited to, mowing, weeding, tree trimming, regular trash collection and removal of vegetation. Kimberly Garrett stated this is land outside the city limits and is inside the ETJ and is along the San Gabriel River. She stated when we accepted this land the rules about annexation were different. There are new annexation laws. She stated this may never come into the city limits. This is close to Cimarron Hills. The Oaks of San Gabriel would like to provide a nature trail to their residents and maintain it and have access. It is still open to the public and it is at the back of their subdivision. This is something that allows them to do it. They have to provide the city insurance. It allows them to utilize this land that the city is not utilizing. We have similar agreements on is at Lakeside Park. There has to be documentation with their rights and approvals. Scott Macmurdo asked if the city is responsible for maintaining it. Kimberly Garrett stated we don't take care of anything outside the city limits. Jim Hougnon asked if this parkland has been accepted and Kimberly Garrett stated yes, a long time ago. It was part of a development agreement with a MUD. Mike Simpson asked if this was on track to Garey Park. Kimberly Garrett stated it is not. This is on the Middle San Gabriel River. Motion made by Mike Simpson, second by Larry Gambone to recommend approval of an Interlocal Agreement between the City of Georgetown and the West Williamson County MUD No.1 for a Public Parkland Maintenance agreement for the Oaks at San Gabriel Hike and Bike Trail. Approved 6-0-1(absent) G Consideration and possible action to recommend approval of poured in place playground safety surfacing at the Creative Playscape, San Jose Park and Garey Park to Robertson Industries (Buy Board Contract # 512-16) in the amount of $162,483.15. - Eric Nuner, Parks and Recreation Assistant Director Item Summary: The playground safety surfacing, at the Creative Playscape, San Jose Park and Garey Park (spring rider location), is currently engineered wood fiber (EWF). The Parks Department is proposing the removal of EWF and replacing with poured in place (PIP) surfacing. EWF requires a considerable amount of maintenance through raking and replacement to ensure that the proper depths are maintained for fall safety. EWF is a loose fill material which tends to displace easily due to heavy playground use. Staff has seen a negative impact at San Jose Park and Garey Park splash pads as a result of this displacement. Drains and spray features become clogged creating system failure which results in splash pad closures. Replacing the EWF at these two areas will decrease the amount of maintenance needed at these splash pads, increase splash pad equipment life, and reduce closures. Displaced EWF also affects the accessibility of a playscape by creating uneven areas and reducing mobility within playground areas. Installation of PIP provides a consistent unitary surface that meets all safety standards and accessibility requirements. It is fully accessible surfacing for children and caregivers that may utilize mobility devices. Additionally, routine maintenance on PIP is lower than EWF providing a savings of staff time. Robertson Recreational Surfaces installed the original PIP at Garey Park as well as for communities across the state. Robertson Industries warrants their workmanship and materials for a period of five years, from completion date, against unreasonable rubber deterioration and surface brittleness resulting in cracking. Staff recommends the approval of this cooperative Buy Board contract for the installation of poured in place safety surfacing at Garey Park, San Jose Park and Creative Playscape in the amount of $162,483.15 to Robertson Industries. Eric Nuner explained this is a hard rubber surfacing and with good cushion. This was used on the playground at San Gabriel Park Phase 1. It is not something that we have used a lot in the past but it is something we did have originally planned when we did the Creative Playscape several years ago, but budget number did not allow for it. One of the really good advantages is wheelchair accessibility. There is less maintenance associate with it. It has a 10 —15 year life and will last 15 years with good maintenance. This will be built into the SRF which allows for capital repair replacement. The maintenance will be done yearly. The Creative Playscape is primarily the ADA piece is a big component as that structure itself was designed to be fully accessible and the engineered wood fiber is accessible but takes one person to kick some out and it becomes inaccessible and becomes a maintenance issue. Because of the use that the Creative Playscape receives, staff puts a lot of wood fiber there. Eric Nuner estimated $8,000 - $10,000 a year is spent on wood fiber to replenish that. He stated that San Jose and Garey Park have the same advantages, but the other advantages are that the wood fiber finds its way into the filtration systems and gums things up at both locations. It creates a significant maintenance issue for aquatics staff. Mike Simpson asked about the discrepancy in the dollar amount in the handwritten and the typed portion of the report. Eric Nuner stated he noticed that. Eric Nuner explained that staff had talked about removing the maintenance roll coat from the approval but that did not get switched on the quote. The maintenance piece was just for Garey Park; he stated staff was doing it separately and not including in this approval. Eric Nuner stated it will be less than the $178,697.82. It stated he will get that amount corrected for the Council item. Eric Nuner stated there is some pour in place at the Recreation Center in the Tot Lot. It is protected and does not get near the use and it is also used at San Gabriel Park and Garey Park. Eric Nuner stated that in other municipalities and his experience is that it holds up and is not maintenance free. He stated with heavy wear it does wear out. He stated it can be repaired; if a piece breaks you cut it out and re -patch it. The advantages for the selected sites are significant. We would not want to do this at every park. The Creative Playscape, Garey Park and San Jose Park are all the most popular parks. Larry Gambone stated he doesn't know if he would approve the higher amount because in the confusion of all that it could be said that the board recommended approval of the higher amount. He ask if there something we can do that says we recognize there is a difference between the quote and the actual proposal? Eric Nuner stated we do have the funding to do the full amount. Larry Gambone stated we could end up approving an amount higher than what was really proposed. Jim Hougnon stated the actual number will be in the packet to council. Larry Gambone stated he understood that, but they were seeing the number presented. Kimberly Garrett stated that is the highest it would be. Kimberly Garrett stated it could be a typo from what they put in from $178 to $162. Eric Nuner stated if they approve the amount not to exceed. Jim Hougnon stated a lot is timing and Mike Simpson stated the amount is less than 5% of the total. Kimberly Garrett stated that Larry Gambone is welcome to vote against it. Mike Simpson stated that is why there is usually a contingency in any contract. Kimberly Garrett stated staff made an error somewhere and there is a $16,000 difference. Scott Macmurdo asked how the material does with heat absorption. Does it get really hot or does it dissipate? Eric Nuner stated it doesn't dissipate and it does absorb heat and it depends on what type of asphalt there is and the heat impact to it. He stated it is no different than the plastic slides and those will absorb heat and that it is the reason they try to use lighter materials to help absorb that reflect some of that. It is warmer than a natural material. Scott Macmurdo stated his recommendation would be if there is a way to choose colors that reflect the heat. Eric Nuner stated that is what is done on the plastic slides; they try to choose lighter colors, tans and like that as the blues are hotter. Motion made by Jim Hougnon, second by Danelle Houck to recommend approval of poured in place playground safety surfacing at the Creative Playscape, San Jose Park, and Garey Park to Robertson Industries (Buy Board Contract #512-16) no more than $178,697.82 realizing that the item for maintenance roll coat be will deducted and that amount be adjusted before it goes to Council. Approved 6-0-1(absent) H Consideration and possible action to approve minutes from the July 11, 2019 meeting - Jill Kellum, Administrative Supervisor Danelle Houck stated the staff person attending should have read Robert Gaylor instead of Leland Hill. Minutes for July 11, 2019 are amended to reflect, Under Item B - Roll Call; Staff Present should read Robert Gaylor and not Leland Hill. Motion made by Katherine Kainer, second by Scott Macmurdo to approve minutes from the July 11, 2019 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 6:52 pm. i r 1 James Hougnon, Board Chair &' M[p mlAS Av ViU- CAA" r Katherine Kainer, Secretary 4.Kellu�m, Board Liaison J4-r it-,rvt gxjJ4- '