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HomeMy WebLinkAboutAgenda_PAREB_03.12.2015Notice of Meeting for the Parks and Recreation Advisory Board of the City of Georgetown March 12, 2015 at 6:00 PM at Conference Room 1101 N. College Street, Georgetown, TX 78626 The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City at least four (4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. THIS MEETING HAS BEEN CANCELLED. 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 B Roll Call C Welcome and introduction of new board member. D Presentation, discussion and possible action on the operations and maintenance plan for Garey Park. E Review and discussion of board by-laws and attendance policy for board members. F Consideration and possible action to set date and time for 2015 Parks and Recreation board meetings. G Consideration and possible action to elect the Secretary of the Parks and Recreation Board H Consideration and possible action to elect the Vice-Chair of the Parks and Recreation Board I Project Updates for Garey Park, Westside Park, San Gabriel Park, VFW Park and Village Parks J Discussion on setting a date for the annual Park's Board park tour. K Update from the Friends of Georgetown Parks and Recreation L Consideration and possible action to appoint a liaison to the Friend of Georgetown Parks and Recreation. M Discussion and possible action to approve the minutes from the February 12th, 2015 Parks and Recreation Board meeting. N Adjourn CERTIFICATE OF POSTING I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the ______ day of __________________, 2015, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. ____________________________________ Jessica Brettle, City Secretary City of Georgetown, Texas Parks and Rec Advisory Board March 12, 2015 SUBJECT: Welcome and introduction of new board member. ITEM SUMMARY: FINANCIAL IMPACT: None SUBMITTED BY: Jill Kellum City of Georgetown, Texas Parks and Rec Advisory Board March 12, 2015 SUBJECT: Presentation, discussion and possible action on the operations and maintenance plan for Garey Park. ITEM SUMMARY: Parks and Recreation Staff has been working closely with Baker- Aicklen on developing a plan for the operations and maintenance of Garey Park. The plan includes potential opportunities for revenues as well as a maintenance plan for the entire park. This plan will be presented to the board at the meeting. The plan will be presented to City Council at a workshop on March 24th. FINANCIAL IMPACT: NA SUBMITTED BY: Kimberly Garrett, Parks and Recreation Director City of Georgetown, Texas Parks and Rec Advisory Board March 12, 2015 SUBJECT: Review and discussion of board by-laws and attendance policy for board members. ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: ATTACHMENTS: Description Type Parks and Recreation Advisory Board By-Laws Backup Material Parks and Recreation Board By-Laws Amended and Approved by the City Council on September 25, 2007 Page 1 of 4 CITY OF GEORGETOWN PARKS AND RECREATION BOARD BY-LAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. In accordance with Section 2.14 of the City Charter there is created The Georgetown Parks and Recreation Board hereinafter referred to as the Board. Section 1.2. Purpose. The duties of said Board are set forth in the City Code of Ordinances Section 2001–17. The purpose of the Board shall be recommend acquisition and uses of parkland and sports/recreational facilities and improvements in programs, activities, and facilities to meet current and future community needs for the City of Georgetown and its inhabitants. The Board is responsible to and shall act as an advisory body to the Council and shall perform such duties and exercise such additional powers as may be described by ordinances of the Council not inconsistent with the provisions of the Charter. ARTICLE II. MEMBERSHIP Section 2.1. Number of members. The Board shall be composed of seven (7) members. Section 2.2. Eligibility. All members shall reside in the corporate City limits or extraterritorial jurisdiction of the City of Georgetown. Section 2.3. Selection of Board Members. Members shall be appointed in accordance with the City Charter. Section 2.4 Term of Office. The term of office for members shall be two (2) years, with a maximum of two consecutive terms allowable, with exceptions as provided in Ordinance 2007-16. Section 2.5. Vacancies. If for any reason a Board Member’s position becomes vacant, then the position shall be filled in accordance with the City Charter. In the event the position is not filled immediately upon the expiration of the prior terms or when a vacancy occurs, the member serves in a holdover capacity until the position is filled. Section 2.6. Compensation and Expenditure of Funds. Members of the Board serve without compensation. The Board and its members have no authority to expend funds Parks and Recreation Board By-Laws Amended and Approved by the City Council on September 25, 2007 Page 2 of 4 or make an obligation on behalf of the City. Upon advance approval of the Council, Members may be reimbursed for authorized expenditures. Section 2.7. City Council Policy. Members will comply with the City Council Policy regarding Council. Responsibilities of Board Members, as approved by the City Council. Section 2.8. Removal from Office. Any member of the board may be removed from their position for any reason or for no reason by a majority vote of the City Council. ARTICLE III. OFFICERS Section 3.1. Title of Officers. One member of the Board shall serve as Chair, one member as Vice-Chair and one member as Secretary. Section 3.2. Election of Officers. The Chair of the Board is appointed by the City Council. All other officers of the Board are elected by a majority vote of the Board at its first meeting after the annual appointment process. Section 3.3. Term of Office. Officers serve for a term of one year. Vacancies in office shall be handled as follows: In the event of vacancy in the office of the Chair, the Vice- Chair shall serve as the Chair until the Council appoints a replacement. Vacancies in offices other than the Chair will be filled by election held at the next regularly scheduled meeting or as soon as practicable for the unexpired term. In the event an office is not filled immediately upon the expiration of the prior term. That officer serves in a holdover capacity until the position is filled. Section 3.4. Duties. The Chair presides at all meetings and performs all other duties pertaining to the office, including voting. The Vice-Chair in the absence of the Chair performs all duties of the Chair. The Secretary keeps records of proceeding of all meetings. Staff liaison will keep custody of all records and documents of the Board. ARTICLE IV. MEETINGS Section 4.1. Time and Date of Regular Meeting. The regular monthly meeting date is the second Thursday at 7 PM in the Conference Room of the Parks and Recreation Administration Building located at 1101 N. College. Parks and Recreation Board By-Laws Amended and Approved by the City Council on September 25, 2007 Page 3 of 4 Section 4.2. Special Meetings. Special meetings may be called by the Chair or by 3/7th (3 members) of the Board Members. Section 4.3. Quorum. A quorum shall consist of 4 members, and shall be required for the Board to convene a meeting as well as conduct business. No business meeting may be convened, nor business conducted without a quorum. Section 4.4. Attendance. Board Members are required to attend 75% of the Board meetings. Excessive absenteeism will be subject to action under Council policy. Section 4.5. Voting. Board Members shall vote on all items, except on matters involving direct personal interests or matters which would create an appearance of impropriety. In these instances, the Member shall abstain. Any Board Member excused from voting for these reasons shall announce at the commencement of consideration of the matter and shall refrain from any discussion or debate on such matter. Section 4.6. Open Meetings Act. All Board meetings and deliberations shall be open to the public and shall be conducted in accordance with the provisions of the Texas Open Meetings Act, the Texas Conflict of Interest Statutes, the City of Georgetown’s Ethics Ordinance and Council Policy. Section 4.7. Conduct of Meeting. Board meetings will be conducted in accordance with Council Policy, these by-laws and Robert’s Rules of Order. Section 4.8. Call to Order. Board meetings will be called to order by the Chair, or if absent, by the Vice-Chair. In the absence of both, the meeting shall be called to order by the Secretary, and a temporary Chair shall be elected to preside over the meeting. ARTICLE V. MEETING PROCEDURES AND POLICIES Section 5.1. Agenda Items. Items may be placed on the agenda by the Chair or at the request of any Board Member. The Board Member requesting the agenda item will be responsible for the preparation of an agenda item cover sheet and for the initial presentation at the meeting. Section 5.2. Agenda Deadline. Items to be included on the Regular agenda must be submitted to the staff liaison no later than 4 p.m. eight calendar days before the scheduled Board meeting. Parks and Recreation Board By-Laws Amended and Approved by the City Council on September 25, 2007 Page 4 of 4 Section 5.3. Agenda Packets. Agenda packets for all regular meetings will be provided to all the Board members five days in advance of the scheduled Board meeting. These packets will contain the posted agenda, agenda item cover sheets, and written minutes of the last meeting. Section 5.4. Citizen Participation. In accordance with City Council policy, citizens are encouraged to sign up at Board meetings to speak on any item on the agenda. Sign-up sheets will be available and should be submitted to the Chair prior to the start of the meeting. If any written materials are to be provided to the Board, a copy shall also be provided to the staff liaison for inclusion in the minutes of the meeting. Speakers are limited to three minutes. If a citizen wishes to speak on an issue that is not posted on the agenda, they must file a written request with the Administrative Assistant at the Parks and Recreation Administration Building located at 1101 N. College no later than 4 PM, eight days before the scheduled meeting. To comply with the Open Meetings Act, the written request must state the specific topic to be addressed and include sufficient information to inform the Board and the public. Section 5.5. Reports to Council. At regular intervals (at least once a year), the City council shall meet with the Board for the purpose of establishing specific tasks for the Board to undertake, as per the language of the Charter which grants authority for the creation of this Board in its advisory role. The City Council shall, on a quarterly basis, hear reports from the Board at regularly scheduled Council meetings, to assure greatest possible success. ARTICLE VI. SUBCOMMITTEES Section 6.1. Formation. When deemed necessary by a majority of the Board, Subcommittees may be formed to handle specific projects related to Board matters. Subcommittees comprised of non-members may only be formed with the prior consent and confirmation of the Council. Recommendations of the subcommittee may be forwarded to the City Council upon action taken by the Board approving such request. Section 6.2 Expenditure of Funds. No subcommittee has the authority to expend funds or be reimbursed for expenses on behalf to the Board without prior authorization of the City Council. Parks and Recreation Board By-Laws Amended and Approved by the City Council on September 25, 2007 Page 5 of 4 Section 6.3. Open Meetings. Subcommittee meetings shall comply with the Open Meetings Act. ARTICLE VII. BY-LAW AMENDMENTS These by-laws may be amended by majority vote at any regular monthly meeting of the Board. After passage by the Board, all revisions to the By-laws must be sent to the City Council for final approval. By-law revisions are not in effect until approved by the City Council. Approved and adopted at a meeting of the City Council on the 25th day of September, 2007. ATTEST: THE CITY OF GEORGETOWN Sandra Lee Gary Nelon City Secretary Mayor Approved and adopted at a meeting of the Parks and Recreation Advisory Board Advisory Board on the ______ day of _________________, 20____. PARKS AND RECREATION ADVISORY BOARD Mark Ramsey, Board Chair City of Georgetown, Texas Parks and Rec Advisory Board March 12, 2015 SUBJECT: Consideration and possible action to set date and time for 2015 Parks and Recreation board meetings. ITEM SUMMARY: FINANCIAL IMPACT: None SUBMITTED BY: Jill Kellum City of Georgetown, Texas Parks and Rec Advisory Board March 12, 2015 SUBJECT: Consideration and possible action to elect the Secretary of the Parks and Recreation Board ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: City of Georgetown, Texas Parks and Rec Advisory Board March 12, 2015 SUBJECT: Consideration and possible action to elect the Vice-Chair of the Parks and Recreation Board ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: City of Georgetown, Texas Parks and Rec Advisory Board March 12, 2015 SUBJECT: Project Updates for Garey Park, Westside Park, San Gabriel Park, VFW Park and Village Parks ITEM SUMMARY: See attached summary FINANCIAL IMPACT: NA SUBMITTED BY: Kimberly Garrett, Parks and Recreation Director ATTACHMENTS: Description Type March Project Updates Backup Material Project Updates for Garey Park, Westside Park, San Gabriel Park, VFW Park, Village Parks Garey Park – Staff has been working with Baker-Aicklen on finalizing the operations and maintenance plan for Garey Park. This plan will be reviewed at Parks Board on March 12th and presented to City Council on at the workshop on March 24th. Westside Park – The next public input meeting is scheduled for March 31st at 6 pm in the Community Center. The public comment portal, Mind Mixer, is still up and running. Please log on and get involved at http://georgetownwestsidepark.mindmixer.com/. San Gabriel Park – An open house is planned for the public on March 18th at 7 pm at the Community Center. Public input and feedback from the meeting will assist the Parks and Recreation Department in creating a master plan for future San Gabriel Park improvements VFW Park – Construction plans are being finalized to redevelop the VFW Park. The plans are to redevelop the three softball fields, add parking, batting cages, and a new restroom/concession area. Improvements to 2nd street are also being planned. Parks and Recreation and Transportation are working together to be able to coordinate the bidding and construction timeline to coincide. The anticipated start date is July 2015. Village Parks – Construction is underway at Rowan Park. Madrone Park will start soon. City of Georgetown, Texas Parks and Rec Advisory Board March 12, 2015 SUBJECT: Discussion on setting a date for the annual Park's Board park tour. ITEM SUMMARY: Discussion on setting a date and time to tour some of the Georgetown Parks. FINANCIAL IMPACT: N/A SUBMITTED BY: Kimberly Garrett, Parks and Recreation Director City of Georgetown, Texas Parks and Rec Advisory Board March 12, 2015 SUBJECT: Update from the Friends of Georgetown Parks and Recreation ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: City of Georgetown, Texas Parks and Rec Advisory Board March 12, 2015 SUBJECT: Consideration and possible action to appoint a liaison to the Friend of Georgetown Parks and Recreation. ITEM SUMMARY: The Friends of Georgetown Parks and Recreation is a 501c3 that supports the Parks and Recreation Department. A Parks and Recreation board member would serve as a liaison to the Friends group to relay information regarding projects between the two groups. Their meetings are the first Monday of each month at 7 pm at the Parks Admin Building. FINANCIAL IMPACT: N/A SUBMITTED BY: Kimberly Garrett, Parks and Recreation Director City of Georgetown, Texas Parks and Rec Advisory Board March 12, 2015 SUBJECT: Discussion and possible action to approve the minutes from the February 12th, 2015 Parks and Recreation Board meeting. ITEM SUMMARY: FINANCIAL IMPACT: None SUBMITTED BY: Jill Kellum ATTACHMENTS: Description Type February 12, 2015 meeting Backup Material Minutes of the Meeting of the Parks and Recreation Advisory Board City of Georgetown, Texas February 12, 2015 The Parks and Recreation Advisory Board met Thursday, February 12, 2015 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 Robert Johnson for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551.) A Call to Order The meeting was called to order at 6:00pm by Robert Johnson. B Roll Call Robert Johnson, Jason Shurley, Chuck Bridges, Katherine Kainer, Robert Palko, Keith Fruge C Introduction of staff member Glenn Moss, Recreation Superintendent. Erin Nuner introduced Glenn Moss, Recreation Superintendent. Glenn Moss described his job responsibilities and programs happening at the Recreation Center and updates on pools and hiring lifeguards. D Consideration and possible action to recommend approval of the parkland dedication for Woodhull. Eric Nuner introduced Mark Baker with SEC Planning, LLC. Mark Baker stated this project is planned as an in-city MUD. Staff has been working with the developers of Woodhull to develop a park plan that fits the needs of both the City and the development. The main entrance to this subdivision will be located off of County Road 110 also known as Rock Ride. The open space within Woodhull will create a network of trails and parkland that creates distinct neighborhoods and provides pedestrian walkways throughout the community. The PUD indicates that the maximum number of single family homes would be 1,100. Per the parkland dedication requirement of one acre for every 50 units, the requirement would be 22 acres of parkland. The Woodhull Concept Plan illustrates approximately 32 acres of parkland/open space; a mix of greenbelts, open space, trail corridors, parks and water quality amenity lakes. A portion of the 32 acres is in the floodplain so amenities are planned to offset the requirement. A combination of parkland and parkland improvements are proposed as credit toward the parkland requirements for the detached single family housing in Woodhull. Park elements that are proposed to be built on the parkland include: •Playgrounds •Parking lots to serve parkland •8’ Concrete hike and bike trails •Open recreation fields •Public picnic pavilions •Turf and irrigation associated with play fields •Amenity ponds The Townhouse, Cluster and Multi Family development parcels within Woodhull shall independently address parkland requirements or be allowed to pay a fee in lieu of parkland. Pedestrian trails and circulation are planned to be vital components of the Woodhull community. The following summary describes the location and approximate linear footage of trail proposed within Woodhull: •5,400 linear feet of 8’ wide, concrete trail will be incorporated into a centralized open space greenbelt and will connect parks, schools and neighborhoods. •1,800 linear feet of 8’ wide, concrete bike and walking trail will be located along the south side of Bell Gin Road which extends through the property. The Bell Gin trail will connect the central greenbelt trail with the City regional trail, which connects at Mitchell Elementary School. •2,400 linear feet of 8’ wide, concrete bike and walking trail will be located on the south side of the primary community entry road that connects to Rockride Lane (Street “B”). No sidewalk will be required along the north side of Street B. Water quality ponds are proposed to be located along the central greenbelt of Woodhull and will be designed as an amenity feature that enhances the adjoining residential neighborhoods. All facilities utilized as credit toward parkland requirements shall be open to the public and will be maintained by the Woodhull MUD and/or homeowner’s association. Staff supports this proposal. The potential developer built trails and park amenities will be a huge asset to the south east area of Georgetown. This partnership will allow public park amenities to be built and maintained by a private source. The park is proposed to be built in the first phase. Parks Board members discussed the possibility of incorporating a public restroom into the amenity center. Motion made by Keith Fruge, second by Katherine Kainer to recommend approval of the parkland dedication for Woodhull. Approved 6-0 E Consideration and possible action to recommend approval of a three year lease for cardio equipment to be used in the Recreation Center. Eric Nuner stated this would be a piece for piece replacement. The current cardio equipment in use at the recreation center has reached the three year use period planned by Parks and Recreation. Outfitting the recreation center with equipment via an operational lease provides the ability to replace equipment more frequently to ensure state of the art equipment is available members. The difference in cost between a straight purchase versus a lease is minimal. In a commercial facility such as the recreation center, with a large number of users, cardio equipment begins to wear and require frequent repairs after three to four years. To avoid down time, equipment must be replaced on a regular schedule. The current bid will be the third three year contract. The previous two were successful therefore staff recommends continuing to lease the recreation center cardio equipment. Bid opening was Tuesday, February 10th at 2 pm. The selected bid was in the amount of $119,712.54 with Municipal Asset Management, Golden, CO on behalf of Marathon Fitness, Sugar Land, Texas. The item will be forwarded to the February 24, 2015 City Council meeting. Motion made by Robert Palko, second by Chuck Bridges to recommend approval of a three year lease for cardio equipment to be used in the Recreation Center. Approved 6-0 F Project Updates for Garey Park, Westside Park, San Gabriel Park, VFW Park, Village Parks, Williams Drive Pool and San Jose Splash Pad Garey Park – Design is underway to refine the elements in the master plan. Staff has also been working with consultants from Baker Aicklen on an operations and maintenance plan. There will be a presentation and update at the City Council Workshop on March 24th. Westside Park – The public input process is underway for the Westside Park Master Plan. The first public meeting was held on January 22nd. The next public meeting is scheduled for March 31st. Please log on to http://georgetownwestsidepark.mindmixer.com/ to participate in the process. San Gabriel Park Master Plan – The Parks and Recreation Staff is working with RVi on the San Gabriel Park Master Plan. A public meeting will be planned in late February to gather ideas from the citizens. VFW Park – Construction plans are in process to redevelop VFW Park. The renovated park will have three lighted softball fields, parking, and a playground. The construction is scheduled to start midsummer in coordination with improvements to 2nd Street. Village Parks – Two new parks in the Georgetown Village; Madrone Park and Rowan Park are scheduled to begin in February. The contractor has begun to prepare the sites for construction. Williams Drive Pool - City Council approved a task order with BWM for the design of the Williams Drive Pool renovations. Construction is scheduled to being after the 2015 pool season to be open for the 2016 pool season. San Jose Splash Pad – Progressive Commercial Aquatics has begun work on the design of the Splash Pad at San Jose Park. The projected completion is summer 2015. G Discussion and possible action to approve the minutes from the January 8, 2015 Parks and Recreation Board meeting. Motion made by Keith Fruge, seconded by Robert Palko to approve the minutes from the January 8, 2015 Parks and Recreation Board meeting. Approved 6-0 H Adjourn Robert Johnson made a motion to adjourn the meeting at 7:00 pm. Adjournment The meeting adjourned at 7:00 pm. ______________________________________ Robert Johnson, Board Chair _____________________________________ Katherine Kainer, Secretary ______________________________________ Jill Kellum, Board Liaison