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HomeMy WebLinkAboutAgenda_PAREB_12.09.2021Notice of Meeting for the P arks and Recreation Adv isory Board of the City of Georgetown December 9, 2021 at 6:00 P M at 119 W 7th Street, Georgetown, T X 78626 T he C ity of G eorgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require as s is tance in partic ipating at a public meeting due to a disability, as defined under the ADA, reas onable as s is tance, adaptations , or ac commodations will be provided upon request. P leas e c ontact the C ity S ec retary's O ffic e, at leas t three (3) days prior to the sc heduled meeting date, at (512) 930-3652 or C ity Hall at 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626 for additional information; T T Y users route through R elay Texas at 711. Regular Session (T his R egular S es s ion may, at any time, be rec es s ed to c onvene an Exec utive S es s ion for any purpose authorized by the O pen Meetings Act, Texas G overnment C ode 551.) A C all to O rder - Katherine Kainer, P arks and R ec reation Advisory Board C hair B R oll C all - Katherine Kainer, P arks and R ecreation Advis ory Board C hair C C ons ideration and possible action to approve minutes from the November 8, 2021 meeting - Jill Kellum, Adminis trative S upervis or D C apital P rojec t Updates - Eric Nuner, Assistant P arks and R ec reation Direc tor E Direc tor R eport - Kimberly G arrett, P arks and R ec reation Direc tor P ublic Wishing to Address the B oard O n a s ubjec t that is posted on this agenda: P lease fill out a speaker regis tration form whic h can be found at the Board meeting. C learly print your name, the letter of the item on which you wish to speak, and pres ent it to the S taff Liais on, preferably prior to the start of the meeting. You will be c alled forward to speak when the Board cons iders that item. O n a s ubjec t not posted on the agenda: P ersons may add an item to a future Board agenda by filing a written request with the S taff Liais on no later than one week prior to the Board meeting. T he reques t must include the s peaker's name and the spec ific topic to be addres s ed with sufficient information to inform the board and the public . F or Board Liaison c ontact information, pleas e logon to http://government.georgetown.org/c ategory/boards -commissions /. F At the time of this posting, no one had signed up to speak. L egislativ e Regular Agenda G C ons ideration and possible action to recommend award of a c ontract with Lones tar S itework of Wimberley, T X for cons truction of the S outh S an G abriel R iver Trail at Wolf C rossing in the amount of $1,161,583.50 -- Eric Nuner, Assistant P arks and R ec reation Direc tor H C ons ideration and possible action to recommend approval of a c ontract amendment for landsc aping services for C ity owned parks , cemeteries , and G eorgetown Village P I D with Heart of Texas Lands cape Page 1 of 60 and Irrigation C ompany for a period of 6 months with an amount not to exc eed $215,000.86 – Eric Nuner - Assistant P arks and R ec reation Direc tor I C ons ideration and possible action to recommend approval of the sec ond renewal of a F ac ility Use Agreement with G eorgetown Youth G irls S oftball Assoc iation – Eric Nuner, As s is tant Director of P arks and R ec reation Adjournment Ce rtificate of Posting I, R obyn Densmore, C ity S ecretary for the C ity of G eorgetown, Texas, do hereby c ertify that this Notic e of Meeting was posted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626, a plac e readily acc es s ible to the general public as required by law, on the _____ day of _________________, 2021, at __________, and remained s o posted for at leas t 72 c ontinuous hours prec eding the s cheduled time of said meeting. __________________________________ R obyn Dens more, C ity S ec retary Page 2 of 60 City of Georgetown, Texas Parks and Rec Advisory Board December 9, 2021 S UB J E C T: C onsideration and pos s ible ac tion to approve minutes from the November 8, 2021 meeting - Jill Kellum, Administrative S upervisor IT E M S UMMARY: F IN AN C IAL IMPAC T: N/A S UB MIT T E D B Y: Jill Kellum, Adminis trative S upervis or AT TAC H ME N T S: Description Type Minutes Backup Material Page 3 of 60 Minutes of the Meeting of the Parks and Recreation Advisory Board City of Georgetown, Texas November 8, 2021 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 - Katherine Kainer, Parks and Recreation Advisory Board Chair The meeting was called to order by Katherine Kainer at 6:00 pm. B Roll Call - Katherine Kainer, Parks and Recreation Advisory Board Chair Present: Katherine Kainer, Chad Holz, Jack Flatau, Jolene Melancon, Brazos Fielder, Peter Bahrs, Lindsay Cooper Staff present: Kimberly Garrett, Eric Nuner, Jill Kellum C Consideration and possible action to approve minutes from the October 14, 2021 meeting - Jill Kellum, Administrative Supervisor Motion made by Jolene Melancon, second by Chad Holz, to approve minutes from the October 14, 2021 meeting. Approved 7 – 0 D Update from the Playful Child - Julie Damian, Playful Child Foundation Julie Damian with Playful Child Kimberly Garrett introduced Julie Damian, Playful Child Foundation Founder. Julie Damian gave a brief description of the playground they are wanting to develop; a natural playground that will be open ended play. She started a nonprofit in 2018, presented to the parks board January 2019 and started fundraising the summer of 2019. They had a kids committee meet to tell what they saw in a park and playground; what they really want to have happen in that space. Then the adult committee met which included parks staff and some design consultants which produced the conceptual drawings. They showed some of the drawing images and she stated it will be done in phases. She stated they have done some park clean ups and they want to keep a natural area. She stated the construction costs will come in the end of November. Families would like to help sponsor some of the pieces. They would like to break ground the end of 2022 or the beginning of 2023. Julie Damian showed the conceptual designs of the park. E Presentation and discussion on the Parks and Recreation Masterplan - Kimberly Garrett, Parks and Recreation Director and Dan Seder, GreenPlay LLC. Kimberly Garrett introduced Dan Seder, GreenPlay, LLC and Dave Peterson, GreenPlay, LLC and Covey Landscape representatives, Josh Donaldson and Travis Crow. Dan Seder went through the draft masterplan and stated the draft masterplan is for content only and is a layout of what the document will look like. There is a lot more information coming, and they are looking for feedback from the board and city council. The final presentation will go to city council on January 25, 2022. Kimberly Garrett stated it goes to Texas Parks and Wildlife Department (TPWD) for review, as the city can get grant funding from TPWD. Jolene Melancon Page 4 of 60 asked about it going to TPWD. Kimberly Garrett stated they look at it to make sure it meets their criteria. Peter Bahrs asked about the zones and if they were council districts. Kimberly Garrett stated they are parkland dedication zones and not city council districts. Jolene Melancon asked about how the partnerships work. Eric Nuner explained that the Kade Damian Park through the Playful Child Foundation, is an example. Chad Holz asked if the % of people for bond referendum was positive support, since the recent GISD bond was voted down. Dan Seder stated the survey showed 59% or higher range that there is strong support. Kimberly Garrett stated that the 2008 parks bond passed by 58% and there was the same level of support, as indicated from the survey, even though the community has grown since 2008. She stated that the school is different, they had a different partner, and they do things differently. Chad Holz asked how this % compares to other cities. Dan Seder stated it depends on the community and what role parks and recreation plays in that community. Jolene Melancon asked if they felt city council would see the comment about maintenance as the parks department not doing their job. Kimberly Garrett stated if they got complaints staff would know about it and it could have been for example a citizen that was in the park when mowing hadn’t been done yet and everyone has their own perspective of maintenance. Dan Seder stated this is the survey and it is just one tool of many tools they use, and they don’t just go with what is on the survey. Dave Peterson presented information on the parks inventory. He identified gaps in the system through the GRASP Walkable Access. He stated he worked with Covey on this information. He stated the information did not include the homeowner’s association (HOA) areas and did not include undeveloped areas. Lindsay Cooper asked about the Target Score of 67 on the graph. Dave Peterson stated it is an algorithm they use based on the amenities in the park. BRS did the indoor recreation findings and Dave Seder gave the summary for this information. Josh Donaldson with Covey Landscape Architects stated they will work with the city on updating the trails master plan. It is a 2-part approach, and the first part was to set them up for the future acquisition and development of an off-street trail system. The second part is to look at what was done previously; the existing plan as it relates to both trails and pedestrian infrastructure. He stated they worked with other city staff in the planning, engineering, and parks department to split it up so it can better set the parks system up to implement an off-street system. He stated they went to the federal standard to differentiate the two trail types: a side path and shared use path. He explained the trailheads and how that plays into safety which addresses the lighting and the possibility of emergency call boxes. Jack Flatau asked if trailheads are parks and recreation responsibility. Josh Donaldson explained that it is parks and recreation responsibility. He also explained the difference between trail heads and trail access points. Dan Seder went over the key issues for indoor recreation. He stated a feasibility study would be the next step to identify renovations for the existing facility and a new location for another recreation center. He then followed up with the key issues with programming. Peter Bahrs asked what programming could be taken out to a neighborhood. Kimberly Garrett stated it could be a mobile program. She stated parks and recreation would go to the parks and have scheduled activities available. Dan Seder stated this could be a partnership and get other entities involved. Dan Seder summarized the financial portion of the masterplan. He stated the cost recovery plan will also help with this. Chad Holz asked about the 10 employees and if that was just to maintain the current level of service. Dan Seder stated Teresa Jackson did the financial analysis and she looked at the budget and bench marking and looked at NRPA with data from other cities our size. Dan Seder stated a feasibility study would determine this. Jack Flatau asked if the city budget would give the money for the employees. Kimberly Garrett Page 5 of 60 stated that staff would ask for additional employees and the money needed in the budget. Kimberly Garrett stated when they ask for the CIP budget, they must include the operational aspect of it. Next, Dan Seder went over the cost recovery plan and explained that it is separate from the masterplan. It is a management tool to look at the benefit of service you provide and help make decisions as you look at the programming and setting fees. Jolene Melancon asked what the short term, mid-term and long term is. Dan Seder stated short term is 0 – 3 years and they will continue to reevaluate those. If it says ongoing, that is something you do on a regular basis. He stated there are some things that are already being worked on. Jolene Melancon asked about the recommendations to reclassify the parks. Eric Nuner gave an example that some parkland is classified as neighborhood parks, but they are reclassified as preserves because they may only have a tree on it, and it cannot be developed. Areas like that will be named a preserve and he stated there are not many like this. Kimberly Garrett stated the classifications are from the old masterplan and they were called differently. Dave Peterson stated that classifications have traditionally been structured around acreage only. Eric Nuner stated there is not a real consequence, but it will help when setting up the maintenance standard as it will help define those areas and there will be a set level of service based on classification. Lindsay Cooper asked if we build another recreation center will the old one be renovated first or done simultaneously. Kimberly Garrett stated that is where a feasibility study would come in. Lindsay Cooper asked when it would be. Kimberly Garrett stated the soonest time for a bond would be November 2022. Jack Flatau asked about page 67 on the draft, and it talks about acre of parkland per thousand residents, but it states it does not include 365 acres of undeveloped parkland currently in the system inventory. Dave Peterson stated that is what it is meant to say. You have banked this land and based on your population growth, to keep the same level of service, you will have to add acres and you will have to think about developing some of these acres. Kimberly Garrett stated it will take capital money to develop the land. Lindsay Cooper asked about the southeast side park and if that would be bond money. Kimberly Garrett stated the bond money from 2008 can be used for this. Chad Holz stated he felt like the indoor aquatics and tennis center were missing. Kimberly Garrett stated the tennis center is mentioned 3 times in the plan and aquatics was not a high priority. Dan Seder stated the masterplan calls it out and then you would do a feasibility study. Jolene Melancon asked about the after-school programming and if other city’s do this. Dan Seder stated you do see other cities offer this. F Update from the Friends of Georgetown Parks and Recreation - Peter Bahrs, Parks and Recreation Advisory Boardmember Liaison Peter Bahrs stated there has not been a meeting since the last time and they did have their dance on October 30, 2021. G Director Report - Kimberly Garrett, Parks and Recreation Director Kimberly Garrett went over the Director’s report. Parks staff will be recognized at city council tomorrow night for winning 1st place team overall, at the TRAPS Central Texas Maintenance Rodeo. H Capital Project Updates - Eric Nuner, Assistant Parks and Recreation Director Eric Nuner stated on the 18th the restroom will be installed at Heritage Gardens and the fencing will be going up in December and the project is on track. The ADA trail is complete and Page 6 of 60 planning for the next phase which will be the connection from 2nd street down to the trail and the project will begin in summer of 2022. For University Park, staff is planning to get back to the neighborhood later this month to show them the playground option from their previous meeting and get it installed early 2022. For Wolf Crossing, one of the easements was secured and the other one is waiting to get the metes and bounds; survey work is completed. They are bidding the project and plan the bid opening on December 1st. It will go to Council in January. Pinnacle, Raintree, LaConterra, Westhaven, Vista Verde and Crystal Knoll are in the planning phase now and will work with the design firm to package those together. There will be public input in the neighborhoods and work through the construction documents from there. For San Gabriel Park Phase 3 there has been a project kick off meeting. The design team is working and there will be a stakeholder input. On the regional trail development, they are moving through the process and working on the connection pieces. Those are throughout the system. They are designing now and look for construction in FY23. Chad Holz asked if one of these connections is at Rivery, connecting the parking garage. Eric Nuner stated they are not looking at that currently, but this is a continuous process. I Discussion on December 9, 2021 meeting. - Kimberly Garrett, Parks and Recreation Director Kimberly Garrett stated we may have one item for the December meeting, and we usually have a dinner for the December meeting. It was decided to have the regular meeting and a dinner. Public Wishing to Address the Board On a subject that is posted on this agenda: Please fill out a speaker registration form which can be found at the Board meeting. Clearly print your name, the letter of the item on which you wish to speak, and present it to the Staff Liaison, preferably prior to the start of the meeting. You will be called forward to speak when the Board considers that item. On a subject not posted on the agenda: Persons may add an item to a future Board agenda by filing a written request with the Staff Liaison no later than one week prior to the Board meeting. The request must include the speaker's name and the specific topic to be addressed with sufficient information to inform the board and the public. For Board Liaison contact information, please logon to http://government.georgetown.org/category/boards- commissions/. J At the time of this posting, no one had signed up to speak. Legislative Regular Agenda K Consideration and possible recommendation to approve a Parkland Maintenance Agreement with the Playful Child Foundation for park maintenance at the future Kade Damian Park located off Country Club Road. – Kimberly Garrett, Parks and Recreation Director Kimberly Garrett stated this is for the Playful Child Foundation to do park clean up and go on- site. The city needed to formalize this agreement, so the Playful Child Foundation could go onsite on a more regular basis. This agreement has been drafted by the legal department and Page 7 of 60 the Playful Child Foundation has provided all the required insurance. City Council is required to approve this park maintenance agreement. Motion made by Brazos Fielder, second by Lindsay Cooper to approve a Parkland Maintenance Agreement with the Playful Child Foundation for park maintenance at the future Kade Damian Park located off Country Club Road. Approved 7 – 0 L Consideration and possible recommendation to approve a Parkland Improvement Agreement with the Georgetown Trails Foundation to develop and maintain natural surface hiking and biking trails on City Parkland. – Kimberly Garrett, Parks and Recreation Director Kimberly Garrett stated this is a parkland improvement agreement with the Georgetown Trails Foundation. This is the document that will give them permission to go on city parkland and construct those hiking and biking natural surface trails. They have the required insurance, and this will also go to City Council. Motion made by Jack Flatau, second by Peter Bahrs to approve a Parkland Improvement Agreement with Georgetown Trails Foundation to develop and maintain natural surface hiking and biking trails on City Parkland. Approved 7 – 0 Adjournment Adjourn – Katherine Kainer, Parks and Recreation Advisory Board Chair Motion made by Katherine Kainer, second by Chad Holz to adjourn the meeting. The meeting adjourned at 8:29 pm. _____________________________________ Katherine Kainer, Board Chair ____________________________________ Lindsay Cooper, Secretary ______________________________________ Jill Kellum, Board Liaison Page 8 of 60 City of Georgetown, Texas Parks and Rec Advisory Board December 9, 2021 S UB J E C T: C apital P roject Updates - Eric Nuner, As s is tant P arks and R ecreation Director IT E M S UMMARY: F IN AN C IAL IMPAC T: N/A S UB MIT T E D B Y: Eric Nuner, As s is tant Director of P arks and R ecreation AT TAC H ME N T S: Description Type Project updates Backup Material Page 9 of 60 Parks and Recreation Capital Improvement Projects – December 2021 ADA Trail Reconstruction – Punch list work continues. One additional change order was added to the project for trail work at Chandler Park. The project will be complete by end of December. Heritage Gardens (Community Garden) The restroom has been installed and the concrete work has begun. Concrete work will be complete in early December. Fencing has been scheduled for the week of December 13th. Page 10 of 60 University Park – Staff has begun the planning process for redevelopment of University Park to include playground replacement, landscape improvements and additional site amenities. Play units have been ordered and will be installed in February 2022. Wolf Crossing Trail – Bids were opened on Wednesday, December 1st with six companies bidding. The project will go to the Parks Board on December 9th for recommendation and to Council on the 14th for final approval. Construction is scheduled to begin in January. Parks, Recreation and Open Space Master Update – The final draft plan is scheduled to be presented to Parks Board on January 13, 2022, and City Council on January 25, 2022. Pinnacle Park, Raintree Park – Both parks will see improvements to include ADA compliance and playground structure replacement. Neighborhoods will be involved in the planning process. Parks staff will complete installation and finish out both parks. Public input will begin in late 2021. No change. San Gabriel Park Phase 3 – Design of Phase 3 will include one large multi-use performance pavilion, splash pad plaza, entry monuments, roadway and parking improvements, three shade shelters, one new restroom building, one lighted skate park, directional and interpretive signage, open spaces and landscaping, and a low water crossing across the San Gabriel River. Planning is underway. Regional Trail Development – Staff is evaluating links to existing trail systems. Design will begin in early 2022. Southeast Community Park – Purchase of additional park property in the southeast area of Georgetown. LaContera Park, Westhaven Park, Vista Verde Park, Crystal Knoll Park – Four new parks to be provided by Parkland Dedication funding. Public input meetings will be held to establish need. No definitive schedule. La Conterra Park and Westhaven Parks Page 11 of 60 Vista Verde Park Crystal Knoll Page 12 of 60 City of Georgetown, Texas Parks and Rec Advisory Board December 9, 2021 S UB J E C T: Director R eport - Kimberly G arrett, P arks and R ecreation Director IT E M S UMMARY: Director R eport is attached. F IN AN C IAL IMPAC T: NA S UB MIT T E D B Y: Kimberly G arrett, P arks and R ec reation Direc tor AT TAC H ME N T S: Description Type Director Report Backup Material Statistics Backup Material Page 13 of 60 Director’s Monthly Report Parks and Recreation December 2021 Highlights • The draft Parks and Recreation Master Plan is scheduled to be presented to Parks Board on January 13, 2022. The draft plan will also be presented to the Planning and Zoning Commission on January 4th and January 18th as they will need to recommend the plan be adopted as part of the City’s overall comprehensive plan, the 2030 Plan. City Council will hear the final draft presentation on January 25, 2022 with the first reading for adoption scheduled for February 8th. • The cost recovery plan and policy continues to progress. GreenPlay will present a draft policy to the Parks Board on January 13, 2022 as well. • The Youth Fishing Derby is scheduled for January 15th at Blue Hole Park. • Our athletics staff has partnered with the National Alliance of Youth Sports (NAYS) to have the access to provide our volunteer coaches with a more diverse training coaching youth sports. The training will consist of sport specific lessons, conflict resolution with parents or other coaches, bullying prevention, game management, as well as principles of ethical coaching. This program would be for youth basketball, youth soccer and youth volleyball leagues. • Cupid’s Chase 5K will be February 12, 2022. The race will start and end in San Gabriel Park. • Garey Park staff are working with volunteers from the master naturalists who are going to help lead some of the New Year’s Hikes. • Georgetown Trails Foundation has started initial trail construction on a portion of property along the SG River near the Parks Admin office towards to old Katy Bridge. • McMaster’s Inaugural Pickleball Tournament will be held on December 18-19. • The City Council received a presentation on November 23rd from Northstar, the City’s consultant regarding a new logo for the City. Here is a snip it of what the new logo looks like. • Closures for the holidays include: o Parks Administration – Dec 24 & 27 o Recreation Center – Dec 24 & 25, Dec. 31 (close early), and Jan. 1, 2022 o Tennis Center – Dec 24 & 25, Dec. 31 (close early), and Jan. 1, 2022 o Garey Park – December 24 & 25 • The statistics report will be done quarterly instead of monthly due to the timing of certain numbers posting likes revenues. Page 14 of 60 FY22: Georgetown Parks and Recreation OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP Annual Memberhips sold (sum of members)1551 1660 3,211 Corporate Rec Center 0 0 - Corporate Rec Center/Tennis 0 0 Recreation Center - Resident 327 294 621 Recreation - Non Resident 129 136 265 Recreation/Tennis Center - Resident 19 13 32 Recreation/Tennis Center - Non Resident 6 8 14 Day Passes ( paid passes)980 1077 2,057 Recreation Center Patron Visits (door count)27,898 27,773 55,671 Department Revenues (Recreation, Tennis and Garey Park)$237,408 $187,336 $424,744 Cemetery Sale 5'X10' Plot - Single 1 2 3 Cemetery Sale 10'X10' Plot - Double 3 4 7 Cemetery Sale 2'X2' Plot - Urn burial 0 0 0 Columbarium Niche Sale 3 0 3 Lot Markings 16 11 27 Total Cemetery Revenue $18,100 $14,100 $32,200 Park Pavilion Rentals (not Garey Park) - Private 96 43 139 Park Pavilion Rentals (not Garey Park) - COG 0 11 11 Georgetown Community Center Rentals - Private 12 13 25 Georgetown Community Center Rentals - COG 7 3 10 Community Room Rentals - Private 13 12 25 Community Room - COG 11 9 20 Conference Room Rentals - Private 1 2 3 Conference Room Rentals - COG 16 17 33 Park Rentals Revenue 7,687$ 3,098$ 10,785$ Community Center Revenue 6,900$ 8,895$ 15,795$ Room Rentals Revenue $1,058 $648 $1,706Page 15 of 60 FY21 Georgetown Parks and Recreation OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG SEP Total Memberhips sold (sum of members)812 641 919 1193 652 779 954 1,367 2,571 2,428 2,146 1,863 16,325 Corporate Rec Center 1 0 0 4 0 0 0 7 0 2 0 0 14 Corporate Rec Center/Tennis 0 0 0 0 0 0 0 0 0 0 0 0 0 Recreation Center - Resident 300 222 224 316 216 296 370 451 765 611 452 557 4,780 Recreation - Non Resident 106 91 128 124 78 117 124 156 385 302 203 251 2,065 Recreation/Tennis Center - Resident 43 23 23 54 39 10 58 31 171 91 22 34 599 Recreation/Tennis Center - Non Resident 23 2 12 8 11 11 14 16 33 26 6 16 178 Day Passes ( paid passes)290 273 478 476 267 329 341 636 1,060 1,226 1,318 897 7,591 Recreation Center Patron Visits - door count 17,593 14,024 15,080 14,896 12,877 14,903 16,582 17,545 29,302 34,701 34,603 27,045 249,151 Department Revenues (Rec, Tennis, Garey)$132,485 $112,162 $77,138 $104,182 $86,679 $156,221 $172,284 $176,337 $325,427 $319,963 $228,117 $215,124 $2,106,118 Cemetery Sale 5'X10' Plot - Single 5 0 1 5 0 0 2 2 2 1 4 6 28 Cemetery Sale 10'X10' Plot - Double 0 3 2 1 1 2 1 1 7 1 4 10 33 Cemetery Sale 2'X2' Plot - Urn burial 0 0 0 0 0 0 0 0 0 0 0 0 0 Columbarium Niche Sale 1 0 0 1 1 1 1 0 0 0 1 0 6 Lot Markings 7 7 4 4 4 3 6 5 13 7 10 15 85 Total Cemetery Revenue $11,565 $8,400 $7,500 $13,400 $6,130 $8,230 $9,200 $6,200 $21,800 $4,800 $19,400 $37,500 $154,125 Park Pavilion Rentals (not Garey Park) - Private 0 0 0 0 0 0 32 101 71 61 36 53 354 Park Pavilion Rentals (not Garey Park) - COG 26 18 5 17 66 Georgetown Community Center Rentals - Private 1 0 0 0 0 0 1 6 12 18 15 13 66 Georgetown Community Center Rentals - COG 1 1 2 0 4 1 0 1 2 1 4 7 24 Community Room Rentals - Private 0 0 0 1 1 1 5 5 12 14 12 8 59 Community Room - COG 0 0 0 0 0 0 0 3 24 19 2 5 53 Conference Room Rentals - Private 0 0 0 0 0 0 0 0 1 1 1 0 3 Conference Room Rentals - COG 2 2 2 5 4 4 9 10 18 12 13 14 95 Park Rentals $2,446 $3,015 $620 $460 $655 $2,895 $6,158 $7,510 $5,985 $4,570 $3,103 $4,073 $41,489 Community Center $8,107 $2,053 ($921)($393)$1,136 $5,177 $5,597 $10,871 $8,505 $13,164 $10,622 $7,805 $71,724 Room Rentals ($100)$90 ($100)$1,300 $45 $445 $540 $510 $723 $1,395 $1,313 $420 $6,580 Page 16 of 60 City of Georgetown, Texas Parks and Rec Advisory Board December 9, 2021 S UB J E C T: C onsideration and pos s ible ac tion to rec ommend award of a contrac t with Lonestar S itework of Wimberley, T X for c onstruc tion of the S outh S an G abriel R iver Trail at Wolf C ros s ing in the amount of $1,161,583.50 -- Eric Nuner, As s is tant P arks and R ecreation Director IT E M S UMMARY: F unding is provided in the F Y2022 C apital Improvement Budget to continue trail development along the S outh S an G abriel R iver. T he portion identified is near Wolf C ros s ing and will provide a link to the current C ity trail sys tem on the S outh S an G abriel R iver at S c enic Drive to the new trail c onstruc ted at Wolf R anc h. Wolf C rossing has cons tructed a trail head within their development for trail ac cess and has provided the C ity with a pedestrian acc es s easement for trail c onstruc tion. T he trail is programmed to be a 10-foot-wide c onc rete trail approximately three-quarter mile in length. Trails were a high priority in the 2008 P arks Mas ter P lan and continue to be one of the most reques ted amenities from res idents . T he c ity's trail sys tem along the S an G abriel R iver provides a variety of benefits inc luding recreation, transportation, and a key alternative to get to the C ity's key tourist and shopping des tinations . S TAF F R E C O MME N D AT IO N: Both staff and the consulting landscape architect Halff Associates recommends that a contract be awarded to Lonestar Sitework in the total bid amount of $1,161,583.50. F IN AN C IAL IMPAC T: F unds for this projec t are budgeted in the P arks C I P from general obligation bonds that were part of the November 2008 Voter Approved P arks Bond. S UB MIT T E D B Y: Eric Nuner, As s is tant P arks and R ecreation Director AT TAC H ME N T S: Description Type Bid Backup Material Page 17 of 60 9500 Amberglen Blvd., Bldg. F, Suite 125 Austin, Texas 78729 (512) 777-4600 Friday, December 3, 2021 Eric Nuner, Assistant Parks & Recreation Director City of Georgetown 1101 N. College St. Georgetown, Texas 78626 Letter of Recommendation: South San Gabriel River Trail at Wolf Crossing Project No. PRJ000126 Bid. No. 202207 Contract No. 22-0030-CIP Dear Mr. Nuner, As you are aware the bid process for the above referenced project is complete with six contracting companies successfully submitting bids for this project. Based upon contractor qualifications and evaluation of bid unit pricing, Halff Associates recommends Lone Star Sitework, LLC - Wimberley, Texas, be awarded the contract for this project for the base bid amount of $1,160,583.50. Respectfully submitted, Brian Binkowski, PLA Senior Landscape Architect | Project Manager Halff Associates, Inc. - Austin Attachment: Bid Tab – December 1, 2021 Page 18 of 60 Project: South San Gabriel River Trail at Wolf Crossing Bid Date: Wednesday, December 1, 2021 (2 p.m.) Order Received/ Opened Bidder / Company Name Bid Bond/Security 5% (00410) Statement of Bidders Experience (00400) Addendum Received No. 01 & No. 02 (Bid Form 00300) Bid Form (00300) Signed/Dated Total Base Bid Rank 1 Chasco Constructors $2,024,242.00 6 2 Choice Builders $1,183,377.05 2 3 Lone Star Sitework $1,160,583.50 1 4 Patin Construction $1,339,495.00 4 5 SB Contractors $1,252,513.93 3 6 Joe Bland Construction $1,347,710.00 5 BID TAB Page 19 of 60 City of Georgetown, Texas Parks and Rec Advisory Board December 9, 2021 S UB J E C T: C onsideration and pos s ible ac tion to rec ommend approval of a contrac t amendment for lands caping s ervic es for C ity owned parks, c emeteries, and G eorgetown Village P I D with Heart of Texas Landsc ape and Irrigation C ompany for a period of 6 months with an amount not to exceed $215,000.86 – Eric Nuner - As s is tant P arks and R ecreation Director IT E M S UMMARY: S taff is rec ommending approval of a contrac t extension for a lands caping s ervic es c ontract with Heart of Texas Lands cape and Irrigation C ompany. Landsc aping services provided are mowing, edge trimming, bed maintenanc e, fertilizing, mulching, irrigation inspec tion, and insec t treatment. F IN AN C IAL IMPAC T: F unds for landsc aping services are budgeted annually. S UB MIT T E D B Y: Eric Nuner, P arks and R ec reation As s is tant Director AT TAC H ME N T S: Description Type Bid Backup Material Page 20 of 60 Page 21 of 60 Page 22 of 60 Page 23 of 60 Page 24 of 60 Page 25 of 60 Page 26 of 60 Page 27 of 60 Page 28 of 60 Page 29 of 60 Page 30 of 60 Page 31 of 60 Page 32 of 60 Page 33 of 60 Page 34 of 60 Page 35 of 60 Page 36 of 60 Page 37 of 60 Page 38 of 60 Page 39 of 60 Page 40 of 60 Page 41 of 60 Page 42 of 60 Page 43 of 60 Page 44 of 60 Page 45 of 60 Page 46 of 60 Page 47 of 60 Page 48 of 60 City of Georgetown, Texas Parks and Rec Advisory Board December 9, 2021 S UB J E C T: C onsideration and pos s ible ac tion to rec ommend approval of the s econd renewal of a F acility Us e Agreement with G eorgetown Youth G irls S oftball As s ociation – Eric Nuner, Assistant Direc tor of P arks and R ecreation IT E M S UMMARY: T he G eorgetown Youth G irls S oftball Assoc iation (G YG S A) is a youth rec reational softball league that uses the VF W fields annually to conduc t their league practices and games. S tate C ons titution and C ity C harter require a use agreement for extended us e of C ity property by an outs ide group. T his use agreement outlines use of the facility inc luding any improvements to the area, fees to be charged and required insuranc e. T he original term of the agreement was for one year beginning January 1, 2020. Upon expiration of the Initial Term, the Us e Agreement may be renewed for up to four (4) additional one (1) year terms on the s ame terms and c onditions. T his is the s econd renewal of the agreement and will expire December 31, 2022. T he agreement mus t be approved annually by C ity C ounc il. F IN AN C IAL IMPAC T: N/A S UB MIT T E D B Y: Eric Nuner, As s is tant P arks and R ecreation Director AT TAC H ME N T S: Description Type Original Agreement Backup Material Facility Us e Agreement - GYGSA Backup Material Page 49 of 60 STATE OF TEXAS § COUNTY OF WILLIAMSON § FACILITY USE AGREEMENT THIS FACILITY USE AGREEMENT is made the It -day of ZPZP__j by and between the CITY OF GEORGETOWN, a Texas home-rule'municipal corporation ("City") and the Georgetown Youth Girls Softball Association, a non-profit corporation, herein called ("Association"). For and in consideration of the mutual covenants and agreements herein contained, it is mutually agreed as follows: 1. Use Area. City hereby agrees to allow the use of the VFW Softball Fields, as shown in Exhibit "A" (the "Use Area"). 2. Use Term. The initial term of this Use Agreement shall be for one year, beginning January 1, 2020 ending on December 31, 2020 (the "Initial Term"). Upon expiration of the Initial Term, the Use Agreement may be renewed, if the parties agree, for up to four 4) additional one (1) year terms on the same terms and conditions. Either party has the right to terminate this Use Agreement prior to the end of the Use Term, provided written notice is given at least ninety (90) days prior to the termination. 3. Use of Property. The Association will utilize the Use Area to operate a youth softball program to benefit the City of Georgetown area. No other designated activity of the Use Area shall be permitted by the Association without expressed written permission of the City. The City shall maintain rights of approval of activities allowed in the Use Area at all times. The Association's occupation and utilization of the Use Area is nonexclusive. 4. Prohibited Use. The Association may not use or permit any part of the Use Area to be used for: a) Any activity that is a nuisance or is offensive, noisy, or dangerous; or b) Any activity that violates any applicable law, regulation, ordinance, governmental order, or this Use Agreement. 00009498 / v3 / / PARKS / / 7/24/20171 Page 50 of 60 5. Non -Discrimination. The Association will operate the youth softball program without discriminating against any person or class of persons and will seek participation by all interested members of the public. 6. Improvements. If the Association desires improvements for the Use Area, the Association must submit a written request to the City with a detailed description of proposed improvements along with detailed costs associated with the project. If approved, the City, will select a contractor to complete the work. The Association will not be allowed to pursue the improvements on their own. Additionally, the Association shall make full payment to the City to pay all costs of any improvements prior to the start of the project. Any improvements to the Use Area made on be -half of the Association shall immediately become property of the City. 7. Maintenance. The City shall maintain the fields as presented in Exhibit "B" Maintenance Schedule. The Association shall share the responsibilities with the City as outlined in Exhibit "B". 8. Fees. The Association will pay a flat rate for the fall and spring season. The flat rate will be calculated using the following rates, $5 per hour field use fees and $10 per hour light fees. Lights are to be scheduled to turn on 30 minutes prior to sunset. The City will provide the Association Vice President and Commissionaire with a user name and password to schedule lights for practices and games. The Association is responsible for keeping the user name and password confidential. If field use is cancelled due to weather or any other circumstance, it is the responsibility of the Association to cancel the lights and notify Georgetown PARD of the cancelation by the next business day. The city will provide the Association with a summary of monthly light usage. Fall fees are due by July 1 and spring fees are due by January 1. If fees are not collected by the due dates the field space will be released. 9. Concessions. The City will provide the association an opportunity to sell concessions while the Association is occupying the fields at no charge. It is the responsibility of the association to secure their concession items while the fields are unoccupied by GYGSA. It is the responsibility of the association to clean the concession stand after each use as outlined in Exhibit B. 00009498 / v3 / / PARKS / / 7/24/2017) Page 51 of 60 10. Insurance. The Association will provide insurance written by companies licensed to conduct business in the State of Texas. The Association shall keep this policy in full force and effect during the term of this Use Agreement. Insurance in the amounts and types included on the attached as Exhibit "C" and incorporated by reference. The insurance policies will name the City, its officers, officials and employees as additional insureds. All insurance policies shall be subject to the examination and approval of the City for sufficiency as to content, form of protection, coverage and the insurance company providing coverage. The Association shall furnish a Certificate of Insurance to the City evidencing compliance with the required insurance requirements at the time the Association delivers the executed Use Agreement to the City. The Association agrees to provide a copy of any insurance policy on the City's request. All insurance policies shall provide that the insurance coverage shall not be canceled or materially changed without a minimum of thirty (30) days' advance notice in writing to the City. The Association's failure to timely comply with the insurance requirements shall be cause for termination of the Use Agreement. 11. Indemnity. The City, its officers, officials and employees, shall not be liable to the Association, its directors, officers, officials, employees, members, customers, volunteers, agents or representatives, for any damage caused by negligence of the Association, its directors, officers, officials, employees, members, customers, volunteers, agents or representatives. The Association assumes all liability and responsibility for loss, damages, claims, injuries, lawsuits, judgments or causes of action of any type, including but not limited to any action taken as a result of the sale of food and beverages at the concession stands, arising out of the Use Agreement, the Association's operations or activities, and/or the youth softball program. The Association releases, fully indemnifies, holds harmless and agrees to defend the City, its officers, officials and employees, from any and all liability, loss damages, claims, injuries, lawsuits, judgments or causes of action of any type, including but not limited to any action taken as a result of the sale of food and beverages at the concession stands, arising out of the Use Agreement, the Association's operations or activities, and/or the youth softball program. 12. Default. The Association's violation of any provision of this Use Agreement shall constitute a default. The Association shall have thirty (30) days from the receipt of a notice of default to cure the default. If the Association fails to cure the default the City may immediately terminate this Use Agreement. 00009498 / v3 / / PARKS / / 7/24/20171 Page 52 of 60 13. Notices. Notices or other correspondence concerning this Use Agreement shall be in writing and are effective when mailed, hand -delivered, or transmitted by facsimile or electronic transmission as follows: To City: To User: City Manager 4 SA fires de.n Sh,1 ny ri(r i- 808 MLK St 1 Cl `) C,,cl -j> y ' ) Georgetown, Texas 78626 A I a f Vr lk, , 71 Phone: 512.930.3723 Phone: l DL - SCE • 7 Fax: 512.930.3622 Fax: Email: davidjuorganCtogeorgetow ii. yg E-mail: C\l c (Y NJ, 14. Access by City. The City may enter the User Area at any time for any purpose. 15. Condition of Property. The Association has inspected the Use Area and accepts the Use Area in its present condition "AS IS" unless expressly provided otherwise in this Use Agreement. The City has made no express or implied warranties as to the condition or permitted use of the Use Area. At the time this Use Agreement ends, the Association will surrender the Use Area in the same condition as when received, normal wear and tear excepted. The Association will not cause damage to the Use Area and will not cause or allow hazardous materials or environmental contaminants on the Use Area. If the Association leaves any personal property in the Use Area after expiration of a Use Term, the City may, at its sole option: (1) require the Association, at the Association' s expense, to remove the personal property within ten (10) after written notice to the Association; or (2) retain such personal property as forfeited property. 16. Records. The Association shall provide a complete copy of its Articles of Incorporation, Bylaws and/or other governing documents, and its rules and regulations for the youth softball program, with the executed Use Agreement. The Association shall provide an annual independent audit, including a complete accounting of all funds received and all funds disbursed, no later than the first day of September during any Use Term. The City shall be entitled to inspect and copy Association's records concerning or related to the youth softball program upon request with reasonable notice. This will include fees related to the number of softball players registered in the programs operated by the Association. 0000949B / v3 / / PARKS / / 7/24/2017) Page 53 of 60 17. Entire Agreement. This Use Agreement constitutes the sole and only agreement of the parties, and supersedes any prior understandings or written or oral agreements between the Parties, concerning the subject matter of this Use Agreement. There are no verbal or written representations, understandings, stipulations, agreements or promises pertaining to this Use Agreement that are not incorporated in this Use Agreement. If a provision of this Use Agreement shall be held to be invalid, illegal or unenforceable, such invalidity, illegality or unenforceability shall not affect any other provision of this Use Agreement and this Use Agreement shall be construed and interpreted as if such invalid, illegal or unenforceable provisions had not been included. All exhibits referenced in this Use Agreement are attached and incorporated by reference for all purposes. 18. Amendment. This Use Agreement may not be modified or amended except in writing signed by the City and the Association. 19. Applicable Law. This Use Agreement shall be construed and interpreted in accordance with Texas law. The parties agree that this Use Agreement is performable in Williamson County, Texas. 20. Non -Assignment, The Association shall not assign or transfer any right or interest in the Use Agreement, in whole or in part, without prior written approval of the City. The Association shall not sublease or rent out any part of the fields or concession facilities without prior written consent of the City. This Use Agreement shall bind the parties, and their respective legal representative, successors, and permitted assigns. 21. No Third-farty Beneficiaries. This Use Agreement shall not be construed as affording any rights or benefits to anyone other than City and the Association. 00009498 / v3 / / PARKS / / 7/24/2017) Page 54 of 60 EXECUTED this day of 2020. Georgetown Youth Girls Softball Association STATE OF 'r1s7C S § COUNTY OF ) - § ACKNOWLEDGMENT This instrument was acknowledged before me on this the S `' day of 1Ahr 20201 by yjC' w-NV , a person known to me in his capci ty as of the Georgetown Youth Girls Softball Association, on behalf of the Georgetown Youth Girls Softball Association. P a" AMBER MIMS1RU S Notary Public, State of Toxas Comm. Expires 04-09-2022 Notary ID 131621192 City of Geor etown, Texa By: Dale Ross, Mayor ATTEST: obyn ensmore, City Secretary 00009498 / v3 / / PARKS / / 7/24/2017) Notary Public in and for the State of Texas APPROVED TO FORM: Charlie McNabb, City Attorney Page 55 of 60 EXHIBIT "A" Page 56 of 60 EXHIBIT "B" MAINTENANCE SCHEDULE The City will provide a small space on location for the Association to provide their own enclosed and secure storage. The City will provide the Association facility space at the Community Room or other City facility for league business meetings. The Association shall be responsible for reporting necessary maintenance repairs to the City no later than the following workday. The Association must notify and obtain prior approval from the City on any planned improvements to the facilities. The following chart outlines maintenance responsibilities. Maintenance Responsibilities: TASK GYGSA PARD COMMENT Stripe/DragStripe/Drag infield X Seed/ Fertilize X Seasonal Mow/ Edge/Trim X Chemical Treatments/Ants X X Irrigation X Field/ Parking lot lights X Association report problems to PARD Fill Low Spots X Coordinate with PARD Paint foul lines X Don't chalk over painted lines Top Dress X Seasonal Litter Pick -Up X X Prior to leaving complex- DAILY Dump Trash Cans in Dum ster X X Prior to leaving complex- DAILY Plumbing Repair X Association report problems to PARD Parking Lot Maintenance X Winterize facili X PARD Coordinate Stock Janitorial Supplies X Building Light Bulbs Replacement X X PARD exterior only Clean Restrooms X X Prior to leaving complex- DAILY Clean Concession Stand X Prior to leaving complex- DAILY Maintain Storage Area X Pest Control (Building) X PARD exterior only Backstop nets X Association report problems to PARD Electrical X Association report problems to PARD Scoreboards X Association report problems to PARD Water infields X X Ice Machine X Facility Signs X Batting Cages X GPARD responsible for Capital Replacement Page 57 of 60 EXHIBIT "C" TYPE Comprehensive General Liability Including contractual liability, premises/operations and personal injury liability. AMOUNT 3(jchl.y 111ju1_y 250,000 per person 500,000 aggregate Property Damage 100,000 per occurrence 100,000 aggregate Page 58 of 60 Page 59 of 60 Page 60 of 60