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HomeMy WebLinkAboutMinutes_PAREB_09.10.2020Minutes of the Meeting of the Parks and Recreation Advisory Board City of Georgetown, Texas September 10, 2020 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 - Danelle Houck, Parks and Recreation Advisory Board Chair The meeting was called to order by Danelle Houck at 6:05 pm. B Roll Call - Danelle Houck, Parks and Recreation Advisory Board Chair Members present: Danelle Houck, Katherine Kainer, Jolene Melancon, Wayne Beyer, Larry Gambone, Chad Holz, Jack Flatau Staff present: Kimberly Garrett, Jill Kellum, Robert Gaylor Guest: Katie Schmid, David Houck — for items F, G, H C Update from the Friends of Georgetown Parks and Recreation - Danelle Houck, Parks and Recreation Advisory Board Chair Danelle Houck stated there was not an update and they have not met. There was a fundraiser through Chipotle last Saturday, but she did not know the amount of funds that were received. Chad Holz did join as a member of the Park Pals. D Project Updates and Staff Report - Kimberly Garrett, Parks and Recreation Director Kimberly Garret went through the project update. She stated on the ADA trail reconstruction project it is in review by the legal department, after that it will be bid and move forward. Golden Bear Park is in Berry Creek, Section 5. She stated construction is going well. There were playground parts that were shipped and were incorrect, so staff is waiting for the correct parts for installation. The irrigation is complete and will start landscaping. For Grace Heritage Plaza, there is work to be done there and there is not a schedule on when that will be completed. Village PID Parks renovations are going well and are on schedule. There is new signage. There are 11 parklets and 2 large parks where renovation is ongoing. For the Tennis Center Pool Demo, the project will bid in October. Wolf Crossing Trail will restart in October and should be bid out in the spring. San Gabriel Park Phase III is on hold and will be taken off the project update. Staff will be requesting design funding in 2022 and construction in 2023. Heritage Community Gardens was another project that was put on hold and will start again in October. Staff will be doing most of the construction on that project to save money. On the Parks, Recreation and Open Space Master Plan, the RFP has been completed and sent to Purchasing and Legal for their review. Once staff has received the RFP back the proposal will be issued. The Parks Board will be heavily involved in this process. E Overview of the Parkland Dedication Ordinance - Kimberly Garrett, Parks and Recreation Director Kimberly Garrett presented an overview presentation on the parkland dedication ordinance. Jolene Melancon ask if the developers give a fee in lieu of land, does staff have to work with the developer on where the park is located and what it looks like or do they pay the fee and that is it? Kimberly Garrett stated they pay the fee and the city can utilize that money as they see fit if it is meeting the intention of the code. Legislative Regular Agenda Danelle Houck recused herself for conflict of interest for Item F, G and H. Item I was moved up on the agenda and discussed prior to Items F, G and H. Danelle Houck left the meeting at 6:44 pm. F Consideration and possible action to recommend the approval of a Facility Use Agreement with GTX Swim LLC— Kimberly Garrett, Parks and Recreation Director and Robert Gaylor, Parks and Recreation Superintendent NO ACTION WAS TAKEN ON THIS ITEM. Robert Gaylor explained the Facility Use Agreements with the Parks and Recreation Advisory Board. Any time there is a 3rd party facility use agreement that is going to be extended in nature, responsibilities of both parties need to be detailed out. There are 3 separate use agreements on this agenda, and all are swim teams. The agreements will take effect in October and will go to City Council on September 22"d Kimberly Garrett stated the agreements make it clear what the responsibilities of the City and the renter are and it is good business process. Larry Gambone asked if this is all in the same pool or different pools. Robert Gaylor stated this is at the Village Pool, Williams Drive Pool, and the Recreation Center Pool. There are times when each user group uses each pool. Larry Gambone asked about the scheduling. Robert Gaylor stated they are scheduled through parks and recreation staff and sometimes the different user groups share the pool and that is agreed upon by the user groups. Chad Holz asked about the usage of the pool and if it is exclusive. Robert Gaylor stated use of the Village Pool or the Williams Drive Pool would be more exclusive but the not at the Recreation Center. Katie Schmid, a guest from the Aquadillos, asked about the fees and them being due prior to the month being used. Robert Gaylor stated the fees could be considered as far as rain outs or if unable to use the pool. Katie Schmid asked about #17 and them passing over the financial information and why the city would need to see their financials. David Houck a guest from Texas Gold, stated he is not a non-profit and had a few questions and comments also about #17 on the agreement. Kimberly Garrett stated the legal department set up these agreements and used similar facility use agreements from other entities. She stated if there are many changes it would need to go back to legal. Katie Schmid stated the Aquadillos' board does not meet until September 131h. She stated she does not feel like it is appropriate for the city to see all funds received and all funds dispersed. Kimberly Garrett stated the documents would have to go back to the city attorney as staff does not have the authority to change the documents. David Houck asked about the pool improvements and what the definition is. Robert Gaylor stated that if any property of the city changes it would need to go through the city. David Houck stated with the master's and the rental rates, he would want language in the agreement saying he does not have to pay the whole rate if he can not use the whole pool. Robert Gaylor stated that is something that was discussed but not put in the agreement. David Houck stated on #3 that it does not say if he can run a swim clinic. Katie Schmid asked if they should email the proposed changes. Robert Gaylor stated they should send their comments or changes to staff and then if approved they can make changes to the document. Kimberly Garrett stated that legal would not be able to get all the changes done prior to the posting date next Tuesday with City Council. Staff would look at all the changes, take to legal and then bring this back to the parks board on October 8. The earliest it could go back to City Council is October 13tn Kimberly Garrett stated they just want to document how these groups are using the pools, that there are no problems, and parks and recreation have been booking with these groups for a long time using our parks and recreation software. These facility use agreements are being done since the city charter requires it. Kimberly Garrett explained that the Parks and Recreation Advisory Board is advisory and can recommend approval to City Council and City Council is the only one that can take action and approve. G Consideration and possible action to recommend the approval of a Facility Use Agreement with the Georgetown Aquadillos — Kimberly Garrett, Parks and Recreation Director and Robert Gaylor, Parks and Recreation Superintendent NO ACTION WAS TAKEN ON THIS ITEM. H Consideration and possible action to recommend the approval of a Facility Use Agreement with Texas Gold — Kimberly Garrett, Parks and Recreation Director and Robert Gaylor, Parks and Recreation Superintendent NO ACTION WAS TAKEN ON THIS ITEM. I Consideration and possible action to approve minutes from the August 13, 2020 meeting - Jill Kellum, Administrative Supervisor Motion made by Chad Holz, second by Larry Gambone to approve the minutes from the August 13, 2020 meeting. Approved: 7 — 0 Adjournment Adjourn - Danelle Houck, Parks and Recreation Advisory Board Chair Motion made by Jack Flatau, second by Wayne Beyer to adjourn the meeting. Approved: 6 — 0 —1 The meeting adjourned at 7:01 pm. Danelle Houck, Board Chair Katherine Kainer, Secretary Jill Kel()r i, Board Liaison These minutes were approved at the virtual meeting of January 14, 2021.