HomeMy WebLinkAboutAgenda_PAREB_04.13.2017Notice of Meeting for the
Parks and Recreation Adv isory Board
of the City of Georgetown
April 13, 2017 at 6:00 PM
at 1101 N. College Georgetown, TX 78626
The City o f G eo rgeto wn is committed to comp lianc e with the Americans with Dis abilities Ac t (ADA). If yo u
req uire as s is tanc e in participating at a p ublic meeting d ue to a disability, as d efined und er the ADA, reas onab le
as s is tance, ad ap tatio ns , or acc o mmo d ations will b e provid ed up o n req uest. P leas e c o ntact the City Sec retary's
Office, at leas t three (3) days prior to the sc hed uled meeting d ate, at (512) 930-3652 o r City Hall at 113 Eas t 8th
Street fo r add itional info rmation; TTY us ers ro ute through Relay Texas at 711.
Regular Session
(This Regular S es s io n may, at any time, b e rec es s ed to convene an Exec utive S es s io n fo r any p urpose
authorized b y the Op en Meetings Act, Texas Go vernment Co d e 551.)
A Call to Ord er
B Ro ll Call
C Up d ate from the F riends o f Georgetown P arks and Rec reation
D Pro ject Update: Garey P ark, S an Gab riel Park, VF W P ark, Village Park and P o o l, McMasters Park, Parks
Ad min Build ing, and Founders Park
E Up d ate on the Parkland Dedic ation proc es s and s ched ule.
Legislativ e Regular Agenda
F Dis cus s ion and pos s ible actio n o n the pro p o s ed P arks Capital Improvement Plan.
G Co nsideration and possible actio n to reco mmend ap p ro val o f a Task O rd er with RVi for p ro fes s io nal
design s ervic es fo r S an Gab riel Park Phas e II improvements and hike and bike trail extens io n in the
amount of $508,235.
H Dis cus s ion and pos s ible actio n to recommend ap p ro val o f the updated Community Center rental rates and
rental p o lic ies
I Co nsideration and possible actio n to approve minutes from the Marc h 09, 2017 meeting
Adjournment
Ad jo urn
CERTIFICATE OF POSTING
I, Shelley No wling, C ity S ecretary fo r the C ity of Geo rgeto wn, Texas , d o hereby c ertify that this Notice of
Meeting was p o s ted at City Hall, 113 E. 8th Street, a p lace read ily acc es s ible to the general p ublic at all times ,
on the ______ d ay o f __________________, 2017, at __________, and remained so p o s ted fo r at leas t 72
c o ntinuo us ho urs p receding the sc heduled time o f s aid meeting.
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____________________________________
S helley No wling, City Sec retary
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City of Georgetown, Texas
Parks and Rec Advisory Board
April 13, 2017
SUBJECT:
Update from the Friend s of Geo rgeto wn Parks and R ecreatio n
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Kimberly Garrett, Parks and Recreatio n Direc to r
Page 3 of 48
City of Georgetown, Texas
Parks and Rec Advisory Board
April 13, 2017
SUBJECT:
Projec t Update: Garey Park, San Gabriel Park, VFW Park, Village Park and Pool, Mc Mas ters Park, Parks
Admin Building, and F o und ers P ark
ITEM SUMMARY:
Projec t update attac hed .
FINANCIAL IMPACT:
NA
SUBMITTED BY:
Kimberly Garrett, Parks and Recreatio n Direc to r
ATTACHMENTS:
Description Type
April Project Update Backup Material
Page 4 of 48
Parks and Recreation
Capital Improvement Projects - April 2017
VFW Park –The Grand Opening Celebration for the park was held April 6th at 6PM. The project is now
complete.
Garey Park – The Garey Park ground breaking was held on Friday March 31st. The pre-construction
conference was held on Thursday April 6th. Prime Construction is currently working on mobilization and
getting prepared to move forward. Limited surveying has been completed in the active play area.
Construction offices have been set up. Demolition on the Garey House has started. The project is
expected to take one year to complete.
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San Gabriel Park –The San Gabriel Park Master Plan was completed in June 2015. The Master Plan
suggests phasing the project for several reasons; funding, spring restoration and keeping some of the
park open at all times. Phase 1 and 2 schematics were completed, with the funding for Phase 1 design
and construction drawings approved. A Ground Breaking Ceremony was held March 24th. Construction
has begun with most demolition of existing facilities completed. Pavilions pad construction has begun
with all pads being built and most formed for concrete. The west end parking lot has been surveyed and
excavated. The project will take one year to complete.
Page 6 of 48
Village Park and Pool – Exterior ADA work is complete.
McMasters Park – Exterior ADA work is complete.
Pla yground installation has been completed at both McMasters and VFW by parks staff.
Parks Administration Building – KPA Engineering produced construction documents for ADA
modification to the accessible routes to the building. All accessible routes in the front of the building
have been completed with handrails. The parking lot is currently being readied for paving.
Founders Park –The renovations for Founders Park are part of a larger sidewalk project the City is
undertaking. The project was approved by City Council in March and construction start is scheduled
after Poppy Fest.
Page 7 of 48
City of Georgetown, Texas
Parks and Rec Advisory Board
April 13, 2017
SUBJECT:
Update on the P arkland Ded icatio n p ro cess and s c hedule.
ITEM SUMMARY:
Due to a s taffing s ho rtage in the p lanning dep artment, the d raft o f the changes to the parkland d ed icatio n
s ectio n o f the UDC has been delayed . A draft fo r s taff review s hould be ready by April 27th. The
Parkland Ded ic atio n Committee will meet following that date in preparatio n to report to the b o ard on May
10th.
FINANCIAL IMPACT:
NA
SUBMITTED BY:
Kimberly Garrett, Parks and Recreatio n Direc to r
Page 8 of 48
City of Georgetown, Texas
Parks and Rec Advisory Board
April 13, 2017
SUBJECT:
Disc ussion and p o s s ib le ac tion on the p ro pos ed Parks Cap ital Imp ro vement P lan.
ITEM SUMMARY:
The p ro p o s ed Parks C ap ital Imp ro vement P lan inc ludes majo r projec ts that us ually s pan over multiple
years and have a dedic ated fund ing source.
Proposed p rojec ts fo r 2018 inc lude continuation of the ADA improvements in the parks . T he City ad o p ted
an ADA trans itio n p lan which identified ADA improvements to parks and als o prioritized them. The City
has mad e great progres s on ADA improvements in b o th City fac ilities and parks . The main foc us fo r ADA
imp ro vements over the next two years are related to the hike and bike trail. There is $150,000 a year
s ched uled for 2018-2021. This funding is fro m C ertific ates o f Obligation Bo nds .
Also included in the CIP plan for 2018 is the continuation of improvements to San Gabriel P ark. T he $3.5
million is funding for the construction of P hase II of San Gabriel P ark and the design of P hase III. T here is
also $500,000 to construct the trail extension in San Gabriel park to Katy Crossing P ark. T his funding is
from the 2008 P ark Bonds.
The p ro jects p ro p o s ed for the out years, 2019 and beyo nd, are d ep endent on funding and timing o f other
p ro jects .
The p ro p o s ed CIP s ched ule will b e presented to C ity Co uncil d uring the Ap ril 25th works hop.
FINANCIAL IMPACT:
NA
SUBMITTED BY:
Kimberly Garrett, Parks and Recreatio n Direc to r
ATTACHMENTS:
Description Type
CIP s chedule Exhibit
Page 9 of 48
Row Labels FY2018 FY2019 FY2020 FY2021 FY2022 Beyond Five Years
Parks
ADA Transition Plan 150,000 150,000 150,000 150,000 -
Blue Hole - 1,000,000 - - -
Historic Park 500,000 - - -
New Park Development - 250,000 - 250,000 -
New Trail Development 500,000 500,000 1,000,000 1,000,000 1,000,000 -
Parks Master Plan - 150,000 - - -
San Gabriel Park 3,500,000 5,500,000 - 500,000 7,500,000 -
Westside Park - - 1,000,000 4,000,000 -
Parks Total 4,150,000 8,050,000 2,150,000 5,900,000 8,500,000 -
Grand Total 4,150,000 8,050,000 2,150,000 5,900,000 8,500,000 -
Category
2008 Road Bond ...2015 Road Bond Facilities FD
Finance Parks Sidewalk Transportation
Page 10 of 48
City of Georgetown, Texas
Parks and Rec Advisory Board
April 13, 2017
SUBJECT:
Cons id eration and p o s s ib le ac tion to rec o mmend approval of a Tas k Ord er with RVi fo r professional
d es ign services for San Gabriel Park Phase II imp ro vements and hike and b ike trail extension in the amo unt
o f $508,235.
ITEM SUMMARY:
A master plan fo r S an Gab riel P ark was comp leted in June 2015. The master p lan p ro p o s ed the
renovations to the park be completed in phas es . Phas e I cons tructio n s tarted in March 2017 and is
p ro jected to b e c o mp leted in early 2018. This tas k o rd er with RVi will des ign the next p hase o f San
Gab riel Park and the trail extension to wards Katy C ro s s ing S ubdivis io n. Des ign of p hase II will includ e
entry mo numents , roadway and p arking improvements , fo ur med ium s ize p ic nic and b arb eq ue p avilions , a
large multi-use pavilio n, 10 s mall pic nic pavilions , trails and trailhead s , two c hild ren’s p lay areas ,
res toratio n of two exis ting s p rings , o ne new s mall res tro o m build ing, lighting for two exis ting volleyb all
courts, one lighted b as ketb all c o urt, d irectional and interpretive s ignage, op en s p aces and landsc ap ing. In
ad d ition, the trail extens ion from San Gabriel P ark to the park at Katy Cros s ing will als o be d es igned .
Phas e II o f San Gabriel Park originally included the area near the Co mmunity Center. Staff is
recommend ing that the area aro und the community c enter be d es igned with Phas e III s inc e there has b een
changes in the leas e o f the Sho w Barn which c ould affec t how that whole area is des igned. Williamson
County announc ed in December 2016 that they will no lo nger rent the sho wb arn to the pub lic after
Dec emb er 31, 2017 due to the new Expo Center in Taylor. In additio n, the R o d eo Arena lease will b e
ending in Dec ember 2017 as well, with the final rodeo event b eing the 75th Rodeo in June 2018. With thes e
two areas b ec o ming availab le to program into P has e III, s taff feels programming the entire area on the wes t
s id e of Mo rrow wo uld b e best.
Cons tructio n of Phas e II would be b egin after Phas e I is c o mp leted in early 2018.
This item will be fo rwarded to City Counc il o n Ap ril 25th fo r their ap p ro val.
FINANCIAL IMPACT:
Funds are budgeted in acc o unt 120-9-0280-90-045 and 120-9-0280-90-022 fro m previo usly issued general
o b ligatio n b ond s in 2016 that were ap p ro ved in No vember 2008.
SUBMITTED BY:
Kimberly Garrett, Parks and Recreatio n Direc to r
ATTACHMENTS:
Description Type
Scope of Services Backup Material
Phas ing Plan Backup Material
Trail extens ion plan Backup Material
Page 11 of 48
RVi Planning + Landscape Architecture
AUSTIN • HOUSTON • DALLAS • SCOTTSDALE • ATLANTA
712 Congress Avenue
Suite 300
Austin, TX 78701
(512) 480-0032 • P
(512) 480-0617 • F
www.rviplanning.com
PROPOSED SCOPE OF WORK AND FEES
FOR SAN GABRIEL PARK IMPROVEMENTS—Phase 2
1. SCOPE OF SERVICES
1.1 RVi proposes to provide professional design services for San Gabriel Park Improvements,
Phase 2 and San Gabriel Trail Extension. RVi prepared the San Gabriel Park Master Plan in
July 2015, which included a phased implementation plan showing park improvemen ts
divided into four phases. Schematic Design Plans for Phase 1 & 2, completed in April 2016,
will serve as a basis for this project. The scope for this proposal will include full design
services (Schematic design for structures and scope items not included in Phase 1, design
development, construction documents, regulatory, bidding and construction
observation) for Phase 2 improvements.
The park improvements will include entry monuments, roadway and parking
improvements, four medium size picnic and barbeque pavilions, a large multi-use pavilion,
10 small picnic pavilions, trails and trailheads, two children’s play areas, restoration of two
existing springs, one new small restroom building, lighting for two existing volleyball
courts, one lighted basketball court, directional and interpretive signage, open spaces and
landscaping.
Phase 2 schematic design plans completed in 2016 will be reviewed and updated where
necessary. Structures such as the small restroom at the trailhead will require full schematic
design services. All the structures will require adjustments for new locations, design
development and construction document phase services.
The City plans to extend the trail along the San Gabriel River north eastward to Katy
Crossing on parkland dedication parcel adjacent to San Gabriel Park. Design services for
the San Gabriel Trail Extension (referred to herein as Trail Extension) will include schematic
design, design development, and construction documents. The two projects will be
combined for design, permitting, bidding and construction as a single project. The Trail
Extension will be a separate line item in the bid documents.
1.2 The City has a project budget for San Gabriel Park Phase 2 planning, design and
construction of $3,200,000. The City has a project budget for the Trail Extension of
$591,000.
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San Gabriel Park P2
April 3, 2017
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1.3 The Consultant will hire the services of the following sub consultants in the performance
of this contract:
Kasberg, Patrick & Associates – Civil Engineers
Clayton & Little Architects
Cambrian Environmental
Jaster – Quintanilla & Associates – Structural Engineers
Structures - Structural Engineers
AYS Engineering, LLC - MEP Engineers
Inland Geodetics – Surveying
Terracon – Geotech
1.4 The limits for the Phase 2 improvements are attached in Exhibit A. The limits of the Trail
Extension are attached in Exhibit B. Phase 2 improvements and the Trail Extension will be
designed, permitted and constructed as a single phase.
1.5 No public meetings or presentations to Parks Board, City Council or the Adaptive
Management Working Group by Consultant are included.
2. BASIC SERVICES
The Consultant shall provide, for the Basic Fee plus reimbursable expenses, services described in
the following phases.
2.1 SCHEMATIC DESIGN SERVICES
1. Attend kick off meeting with stakeholders and consultants to verify programming
and project requirements.
2. Based on the project parameters, discussions with and direction of the Client, the
consultant shall review schematic design and confirm the following site and
landscape improvements that are to be considered:
Small Picnic Pavilions (10);
Medium Picnic Pavilions (4);
Large Multi-Use Pavilion (1);
Restroom Building at trailhead (1);
Children’s play areas (2);
Restoration of springs (2);
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San Gabriel Park P2
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Lighting for existing volleyball courts (2) and Lighted Basketball courts (1);
Roads, parking and service areas;
Pedestrian circulation and trail connections;
Special paving materials for vehicles and pedestrians;
Grading and drainage;
Storm water convergence alignments;
Preservation of existing trees, drainage ways and other features to be left
undisturbed;
Site directional and interpretive signage and graphics;
Exterior planting: trees, native planting & revegetation of springs.
Irrigation;
Site furnishings
3. Based on the project parameters, discussions with and direction of the Client from
the 1-20-2017 site visit and grant funding scope, the Trail Extension site &
landscape improvements that are to be considered may include:
10’ wide concrete trail.
Two drainage way crossings which may include:
Culvert crossings
Prefabricated bridges and abutments
Overlook area, including seating options
Fencing or railing
Trail connections to San Gabriel Park & Katy Crossing
Parking connection
4. Coordinate with other City Departments concerning mechanical equipment and
utilities in relation to the project and verify permitting requirements.
5. Prepare sketch plan illustrations of Schematic Design Phase 2 refinements and the
Trail Extension illustrating alignment and design features. Review with the Client.
6. Meetings are limited to three (3).
2.2 DESIGN DEVELOPMENT SERVICES
1. Based on the Schematic Design approved by the Client, Consultant will p repare
Design Development Drawings for Phase 2 of the Project and Trail Extension .
a. The Design Development Drawings shall include plans, sections, elevations
and typical details to fix and describe the size and character of the
components approved by the Client for further design.
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b. Where required, the Design Development Drawings will establish major
materials and finishes, coordination with mechanical, plumbing and
electrical systems.
c. The Design Development Drawings and all subsequent phases shall be
limited to those components approved by the Client in the Schematic
Design phase.
2. Prepare refined studies of all items, detailing the architectural design (where
required) in terms of size, appearance and materials.
3. Prepare an opinion of probable cost for the construction based on the Design
Development Drawings. Consultant may include escalation factors and
contingencies.
4. Preliminary review of site plan and structures with regulatory agency: may include
presentation or meeting to review design development documents with city
development and fire building code review authorities. Provide response to
comments.
5. Review design development drawings and opinion of probable cost with the Client
for approval and authorization to proceed.
6. Meetings for this phase are limited to four (4).
2.3 CONSTRUCTION DOCUMENT SERVICES
1. Based on the Design Development Drawings approved by the Client, prepare
Construction Documents for Phase 2 and the Trail Extension. The Construction
Documents shall include:
a. Plan, section, elevation, and typical detail drawings, that set forth in
reasonable detail the requirements for construction of the landscape
components, including depiction of their size, shape, dimensions, and
locations; and
b. Specifications that identify the materials, equipment, workmanship and
quality standards (or performance criteria), for components.
c. Prepare overall demolition plan identifying the existing elements located
in the park that will be removed.
d. Prepare erosion control layout plan detailing location of erosion control
elements and types of erosion controls to be utilized.
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e. Prepare plan and profile for proposed street improvements horizontally
and vertically.
f. Prepare performance spec and diagramed irrigation plan for establishment
of proposed plantings. Development of alternative water source for
irrigation system will be an additional service.
g. Engineering Construction Documents will include design of power, lighting,
waste, water and vent to accommodate architectural layout. No HVAC
design is anticipated for this project.
2. Prepare an opinion of probable cost based on the Construction Documents.
Consultant may include escalation factors and contingencies. Opinions of cost are
based on the experience and judgment of Consultant and are merely opinions.
Consultant does not warrant that actual costs will not vary from those opinions
because, among other things, Consultant has no control over market conditions.
3. Review the construction documents and opinion of probable cost with the Client
for approval and authorization to proceed.
4. Meetings for this phase are limited to four (4).
2.4 REGULATORY SERVICES
1. As requested by the Client, and upon approval and authorization to proceed,
prepare documents for San Gabriel Park Phase 2 and the San Gabriel Trail
Extension, including drawings and calculations related to project components,
reasonably required for review by applicable governmental authorities to comply
with permitting requirements that are in effect on the date of this Agreement,
including:
a. WPAP Plan – Prepare WPAP/SCS plan for the Edwards Aquifer Recharge
Zone and submit proposed plan to TCEQ for approval.
b. City of Georgetown Permitting – Prepare required documentation to
obtain permits from the City of Georgetown including pre-submittal
meeting. It is anticipated that permitting will be through the City of
Georgetown process. USFW or USACE permitting or presentations to the
Adaptive Management Working group will be considered additional
services.
c. Submit to TDLR Registered Accessibility reviewer for review and respond
to comments.
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2. As requested by Client, and as is reasonably necessary to assist Client in
responding to permitting issues, participate in the permitting process with respect
to the project design, including:
a. Evaluate and respond to governmental staff review and comments;
b. Confer with governmental authorities with regard to project components
to verify interpretation of ordinances, statutes and regula tions;
c. Attend public hearings to address issues;
d. Review with the Client design modifications requested by applicable
governmental authorities as they apply to project components, and at
Client’s direction, modify the design accordingly for re-submission;
e. Meet with City government authorities following permitting, and review
construction procedures for landscape components.
3. Anything in this Agreement to the contrary notwithstanding, Client agrees that
Consultant’s services in relation to any and all accessibility standards, guidelines
and requirements set forth by local, state and/or federal authority are strictly
limited to: 1) submitting the construction documents to the appropriate
governmental authority (or its authorized agent) as required for review and
approval prior to construction; and 2) modifying those portions of the
construction documents that are specifically identified by such governmental
authority (or its agent) during the pre -construction review as being in need of
correction.
2.5 BIDDING
1. If requested, the Consultant, following the Client’s approval of the Construction
Documents, will assist the Client in obtaining bids and in awarding contracts for
construction for the San Gabriel Park Phase 2 and the San Gabriel Trail Extension .
2. The services that may be provided in this phase include:
a. Attending pre-bid conference;
b. Assisting the Client in qualifying bidders;
c. Assist with preparing & issuing bidding documents;
d. Preparing addenda to the Construction Documents;
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e. Attending bid opening;
f. Evaluating bids and preparing bid tabulation;
g. Assist with preparing a Construction Contract Agreement between the Client
and contractor;
h. Distributing required sets of Contract Documents.
2.6 CONSTRUCTION OBSERVATION PHASE SERVICES
1. Consultant shall, as part of the Basic Services, visit the site at Client’s request to
observe particular portions of the work identified by the Client and to answer
questions from the Client as to whether those identified portions are, in general
being performed in accordance with the Construction Documents. Consultant
may also visit the site periodically to determine whether the completed
construction portions of the work is in general conformance with the aest hetic
intent of the Construction Documents. The Consultant will not be required to
make exhaustive or continuous on-site observations to check the quality or
quantity of the work. The total number of all such Client -requested, and periodic,
visits included in the basic services is twenty (20).
2. Perform the following services as they relate to project components:
a. Attend pre-construction conference;
b. Respond to Requests for Information;
c. Review and process shop drawings, product data and samples (submittals);
d. Assist Client in preparing work descriptions for Change Orders;
e. Assist Client in reviewing applications for payment from contractor;
f. Assist Client in preparing progress memoranda.
3. Assist Client in conducting a Final Observation of the Project to determine, in
general, whether the items contained on the punch list have been completed or
corrected and are in general conformance with the aesthetic intent of the
Construction Documents.
4. The Construction Observation Phase will terminate when final payment to the
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contractor is due, or in the absence of a final Certificate for Payment, sixty days
after the Date of Substantial Completion of the Work, whichever occurs first.
3. SURVEYS
1. Geotechnical – This element shall consist of performing boring and testing on the
material to develop a pavement design for East Morrow Street and the proposed
parking lots. Bores will also be performed near the restrooms, bridge abutments,
and other park amenities that may require development of foundation design.
Selective clearing with a hydro axe for drill rig to access boring locations along the
Trail Extension route will be provided by the City.
2. Topographic – This element shall consist of approximately .53-acre topographic
survey of the San Gabriel Trail Extension site and tie into the current survey used
for Phase 2. The survey will include existing tree identification, spring locations if
encountered, drainage channels/ways, and other elements located within project
boundaries. The survey will identify existing utilities and identify the existing
contours in order to perform the engineering design.
3. Geological Assessment – This task shall include a geological investigation and
subsequent report for inclusion into the project WPAP for the San Gabriel Trail
Extension. This report will be designed to meet City of Georgetown UDC,
identifying any applicable spring, stream, or geological feature disturbance zones,
and satisfy requirements of documentation required for participation and
enrollment in the Williamson County Regional Habitat Conservation Plan.
4. ADDITIONAL SERVICES
All services requested by the Client that are not listed in Article 2 of this Agreement are
considered Additional Services. Additional Services are not included in the Basic Fee, and shall
be paid for by the Client as set forth in Article 6 of this Agreement.
4.1 Additional Services include, without limitation, the following:
1. Revisions to drawings previously provided by Consultant due to: changes in the
Project’s scope, budget or schedule; instructions that are inconsistent with written
approvals or instructions previously given; or enactment or revision of codes, laws,
or regulations subsequent to the preparation of such documents;
2. Preparation of as-built drawings;
3. Public or other presentations beyond those described in Basic Services;
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4. Site visits in excess of the quantity of visits stipulated in Construction Phase
Services and/or providing prolonged administration of construction contract
should the construction contract time be exceeded by more than sixty (60) days
through no fault of the Consultant;
5. Additional site visits following the Final Observation;
6. Consultation and other services, including site visits and construction warranty
matters, following issuance of the final Certificate for Payment to the contractor,
or in the absence of such certificate, more than sixty (60) days after the Date of
Substantial Completion of the work;
7. Review and processing of permits, approvals and ordinances with agencies or
municipalities having regulatory controls over the development not described in
Basic Services;
8. Preparation of information required by this Agreement to be provided by the
Client;
9. Providing services to investigate existing conditions and to make measured
drawings hereof, or to verify the accuracy of drawings or other information,
including survey information, furnished by the Client;
10. Preparing drawings, specifications, supporting data and providing other services
in connection with change orders to the extent that the adjustment in the basic
compensation resulting from the adjusted construction costs is not
commensurate with the services required of the Consultant, providing such
change orders are required by causes not solely within the control of the
Consultant;
11. Providing consultation concerning replacement of any work damaged by
vandalism or other cause during construction and furnishing services as may be
required in connection with the replacement of such work;
12. Providing services made necessary by the default of the contractor, or by major
defects or deficiencies in the work of the contractor;
13. LEED or Sustainable SITES application, research, documentation, and certification
services;
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14. In an effort to maximize economy of scale for professional fees, it is the intent to
have Phase 2 Improvements and the Trail Extension phases executed in
conjunction with each other. Should the projects have separate bid, construction
observation or regulatory phases, additional services may be incurred.
15. Design iterations beyond three (3) in Schematic Design and two (2) in Design
Development.
5. INFORMATION TO BE PROVIDED BY CLIENT
5.1 Client shall provide, in a timely manner, all criteria and full information regarding Client’s
requirements for, and limitations on, the Project, including without limitation:
1. Legal description and to-scale boundary survey of the property;
2. All deed restrictions and covenants;
3. Environmental analysis and surveys, including endangered species presence
and/or habitat and known City of Georgetown environmental features;
4. CAD files, as appropriate and available, in an AutoCAD format to be mutually
determined;
5. Existing or pending municipal, county, state and federal permits or approvals, and
other pertinent information as required during the process;
6. Financial/economic information setting forth the budget limitations for the
Project.
6. COMPENSATION
6.1 BASIC SERVICES
The Client shall compensate the Consultant as follows:
Consultant’s compensation shall include the lump sum of $446,895.00 dollars for Basic
Services (the “Basic Fee”), plus the total for surveys for a lump sum of $39,840.00 and the
total for Additional Services performed on an hourly basis at the rates set forth in Section
6.4, plus reimbursable expenses as set forth in Section 6.5. Consultant’s total compensation
for Basic Services shall be allocated among the various phases of the Project as set forth
below, and will be billed monthly based on percent of work complete for each phase of the
Project, along with Additional Services and reimbursable expenses incurred during the
Page 21 of 48
San Gabriel Park P2
April 3, 2017
Page 11 of 15
K:\2014\144288 San Gabriel Park Master Plan\Agreement\Phase 2 Agreement
billing period. The amounts indicated do not include amounts resulting from substantial
change in scope of the Project or services. The Client agrees to pay the Consultant the
following fees for the Basic Services:
Basic Services – Phase 2 Improvements:
Schematic Design Phase Services $29,930.00
Design Development Phase Services $85,640.00
Construction Document Phase Services $147,455.00
Regulatory Services (includes Trail Extension) $17,950.00
Bidding Phase Services (includes Trail Extension) $16,310.00
Construction Observation Phase Services (includes Trail Extension) $93,260.00
Total for Phase 2 Improvements: $390,545.00
Basic Services – San Gabriel Trail Extension
Schematic Design Phase Services $8,100.00
Design Development Phase Services $12,910.00
Construction Document Phase Services $35,340.00
Regulatory Services included in P2
Bidding Phase Services included in P2
Construction Observation Phase Services included in P2
Total for San Gabriel Trail Extension: $56,350.00
Surveys – Phase 2 Improvements and Trail Extension
Geotechnical Investigation – Phase 2 $13,870.00
Geotechnical Investigation – Trail Extension $8,000.00
Topographic Survey – Trail Extension $13,970.00
Geological Assessment – Trail Extension $4,000.00
Total for Surveys $39,840.00
Reimbursable Expense
Reimbursable expense not to exceed $21,500.00 without further authorization.
Reimbursable expenses will include:
TCEQ WPAP Assessment Fee (estimated to be $10,000.00);
TCEQ SCS Assessment Fee (estimated to be $1,250.00);
TAS review and registration fees (estimated to be $2,750.00);
Mileage and reprographics (estimated to be $7,500.00)
Page 22 of 48
San Gabriel Park P2
April 3, 2017
Page 12 of 15
K:\2014\144288 San Gabriel Park Master Plan\Agreement\Phase 2 Agreement
6.2 ADDITIONAL SERVICES
The Client shall pay the Consultant for authorized Additional Services performed, including
fees and reimbursable expenses. Fees for Additional Services will be included as a separate
item on the monthly billing statement.
6.3 INVOICING AND PAYMENT
Consultant will invoice Client monthly for Basic Services and Additional Services
performed, and for reimbursable expenses incurred in accordance with the Terms and
Conditions of this Agreement. Amounts invoiced are due and payable thirty days
following the date of the invoice, at the office of RVi, 712 Congress Avenue, Suite 300,
Austin, Texas 78701. Amounts remaining unpaid sixty days following the date of the
invoice shall bear interest at the rate of 12.0% per annum, or at the maximum legal rate
allowable, which shall be calculated from the date of the invoice. In no event, shall
Consultant’s failure to bill monthly constitute default under the Terms and Conditions of
this Agreement. Consultant retains the right to halt work pending receipt of any overdue
payments, and the right to withhold delivery of final work product if Client does not comply
with the payment terms above. Client shall pay all costs and expenses, including without
limitation, reasonable attorney’s fees and expenses incurred by RVi in connection with the
collection of overdue accounts of Client.
6.4 HOURLY RATES
The following hourly rates shall apply to the fees described herein and any additional
services requested of the Consultant. The rates set forth below shall be adju sted in
accordance with the normal salary review practices of the Consultant.
Principal $175.00 - $250.00
Project Director $125.00 - $200.00
Project Manager $100.00 - $175.00
Landscape Architect, Planner, Designer $80.00 - $150.00
Production, Technical, Administrative $70.00 - $100.00
6.5 REIMBURSABLE EXPENSES
Reimbursable expenses are in addition to compensation for Basic Services and Additional
Services and include expenses incurred by the Consultant in the interest of the Project.
Reimbursable expenses include such items as telecommunications, reprographics,
computer plots/mapping, deliveries, photography, reproductions; postage; automobile
transportation; expenses in connection with out-of-town travel; special consultants; cost
of maps, surveys, drawings and reports necessary to conduct the work and not otherwise
furnished by the Client; fees paid for securing approval of authorities having jurisdiction
Page 23 of 48
San Gabriel Park P2
April 3, 2017
Page 13 of 15
K:\2014\144288 San Gabriel Park Master Plan\Agreement\Phase 2 Agreement
over the project; expense of any additional insurance coverage or limits including
professional liability insurance requested by the Client in excess of that normally carried
by the Consultant and the Consultant’s sub-consultants and third-party consultant
charges. Reimbursable expenses will be billed at 1.15 times direct cost to the Consultant.
Page 24 of 48
San Gabriel Park P2
April 3, 2017
Page 14 of 15
K:\2014\144288 San Gabriel Park Master Plan\Agreement\Phase 2 Agreement
Exhibit A
Limit of Work, Phase 2
Page 25 of 48
San Gabriel Park P2
April 3, 2017
Page 15 of 15
K:\2014\144288 San Gabriel Park Master Plan\Agreement\Phase 2 Agreement
Exhibit B
Limit of Work, Trail Extension
Page 26 of 48
2
3
1
4
REVISED PHASING PLAN- SAN GABRIEL PARK 1/17/17
REVISED
PHASING
ORIGINAL
PHASING
Page 27 of 48
Page 28 of 48
TRAIL EXTENSION CONCEPT ALIGNMENT
SAN GABRIEL PARK TO KATY CROSSING
SAN
GABRIEL
PARK
SAN GABRIEL
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700710
POTENTIAL
DRAINAGE
CROSSINGS
KATY CROSSING
PARK LAND
100 YR FLOODPLAIN
PLAT BOUNDARY
100'200'0'
OVER
L
O
O
K
Page 29 of 48
City of Georgetown, Texas
Parks and Rec Advisory Board
April 13, 2017
SUBJECT:
Disc ussion and p o s s ib le ac tion to rec o mmend approval of the up d ated Community Center rental rates and
rental polic ies
ITEM SUMMARY:
The Parks and Rec reation Dep artment is resp o ns ible fo r renting the Georgeto wn C o mmunity Center.
Rental rates have no t b een updated since the fac ility was renovated in 2008. Due to fac ility demand ,
es p ecially for weekend dates , s taff is propos ing c hanges to the rate s tructure. In additio n, there are items
in the payment and res ervatio n p o licy that need to b e addressed. These inc lud e
$500 damage deposit for all rentals;
Damage deposit paid by check due one month prior to event
Damage deposit paid by credit card or cash due 2 weeks prior to event
$100 nonrefund ab le ho ld ing deposit d ue at time o f booking the facility; which will go to wards the
rental fee.
Rental fee is due 90 d ays p rio r to the rental. If rental is c anc eled within 90 d ays o f the rental date
then the rental fee is no nrefundable.
Only full b uilding rentals on Frid ay or Saturday; no ½ build ing rentals on F rid ay o r S aturd ay
T he fees proposed are in comparison with similar type facilities rented by other Cities as well as the proposed
25% discount for non-profits. T he fee structure encourages weekday rentals over weekend rentals, especially
for non-profits. Currently there are at least three or four requests for every weekend rental.
The current fees we c harge do not bring in eno ugh revenue to s upport the exp ens e to o p erate the build ing.
The p ro p o s ed fees wo uld take affec t Octo ber 1, 2017 and would be p hased in over two years.
FINANCIAL IMPACT:
NA
SUBMITTED BY:
Kimberly Garrett, Parks and Recreatio n Direc to r
ATTACHMENTS:
Description Type
propos ed fee s chedule Backup Material
Propos ed rental policies and procedures Backup Material
Page 30 of 48
Proposed fees for the Community Center:
Non-Profits 25% discount
Whole
Building
Monday
–
Thursday,
Sunday
Whole
Building
Friday
or
Saturday
West - ½
Building
Monday –
Thursday,
Sunday
East - ½
Building
w/
Courtyard
Monday –
Thursday,
Sunday
Effective rates as of 10/01/2017
$650 $900 $350 $450
Effective rates as of 10/01/2018
$800 $1200 $450 $550
Current
Fees
Whole
Building
West - ½
Building
(No ½ on
Friday or
Saturday)
East - ½
Building
with
Courtyard
(No ½ on
Friday or
Saturday)
Mon
-
Thurs
Fri
-
Sun
Mon
-
Thurs
Sun Mon
-
Thurs
Sun
Resident
(Georgetown
City Limits)
$500 $600 $250 $350 $275 $375
Nonresident $700 $800 $350 $450 $375 $475
Non-Profit
(501c3) $250 $250 $100 $150 $125 $175
Page 31 of 48
1 | P a g e
Georgetown Community Center
445 E. Morrow Street
Georgetown, TX 78626
For Reservations, Payments
and Key pick up/return:
Parks and Recreation
Administration Office
1101 N. College Street
Georgetown, TX 78626
512-930-3595
Page 32 of 48
2 | P a g e
Table of Contents Page
Deposit, Payment and Rental Rates 3
Security 3
Reserving the Facility 4
Key: Check out and return 5
Microphones 5
Facility Amenities 5
Alcoholic Beverages 6
Fire 6
Insurance 6
Set up 7
Clean up 7
Layout of Facility 8
Page 33 of 48
3 | P a g e
Deposit, Payment and Rental Rates
• Deposit: A $500.00 damage deposit is due 3
weeks prior to the event. The deposit is
cashed and/or the credit card is charged the
full deposit amount. The damage deposit
will be refunded to the name and address on
the rental contract within two weeks,
provided all procedures are met including
building condition, rental agreement, return
of the key and microphones undamaged,
and rental times are adhered to. Security
camera footage will be viewed prior to the
damage deposit being refunded. Damage
deposits paid by credit card will be refunded
to the credit card. Damage deposits paid by
cash or check are refunded by check. It is at
the Parks and Recreation Director’s
discretion to determine the amount held
from the damage deposit for any damages.
If damages exceed the amount of the
damage deposit, the renter will be required
to return the facility to pre use condition and
fees to be charged will be for actual direct
costs of labor, materials, supplies and
equipment. In the event that a renter does
not follow rental procedures including but
not limited to damages and clean up, the
renter will be denied future rentals.
• Payment: A $100.00 nonrefundable deposit
is required when you book the facility. It will
be applied to the rental rate or retained if
the rental is cancelled. The rental fee and
the security fee are due 90 days prior to the
event. If the rental fee and the security fee
are not paid in full 90 days prior to the event
the event will be cancelled. If the event is
cancelled less than 90 days prior to the
event, the full rental fee will be retained,
however the damage deposit and security
fee will be refunded.
• Rental rates: Rentals are full day rentals.
The facility may be accessed at 7 a.m. and
must be vacated by midnight; with the
exception of New Year’s Eve, the building
must be vacated by 2 a.m. The West ½ or
the East ½ of the building may be reserved
Sunday – Thursday for events that do not
have music or alcohol. If the event has
music or alcohol the whole building must be
reserved. 25% discount for non-profit
groups verifiable through the state.
Security
Security: Security is required for events that have
music and/or will be serving alcohol. There will be
one security officer assigned to the rental.
Additional officers may be required at the option of
the Parks and Recreation Director. Security will be
scheduled during times where there is music or
alcohol being served and end per the rental
agreement. The City will collect the fee and arrange
the security for each rental. This fee is to be paid 90
days prior to the rental date at the rate of cost per
hour, with a minimum of 5 hours, per officer, to be
determined by actual cost of labor. Renter will be
Whole
Building
Monday
– Thursday,
Sunday
Whole
Building
Friday or
Saturday
West - ½
Building
Monday –
Thursday,
Sunday
East - ½
Building w/
Courtyard
Monday –
Thursday,
Sunday
Effective rates as of 10/01/2017
$650 $900 $350 $450
Effective rates as of 10/01/2018
$800 $1200 $450 $550
Page 34 of 48
4 | P a g e
responsible for excess security past the rental
agreement times.
Page 35 of 48
5 | P a g e
Reserving the Facility
• Reserving: The Georgetown Community
Center may be reserved one year in
advance. In the event that more than one
person requests the center for the same
date, one year in advance, a lottery drawing
will be held. The entries for the lottery will
be only one name or organization per event
and must be the person whose name and
address will be used for the rental contract.
Names will be taken between 8 a.m. and 12
p.m. and the winner of the drawing will be
notified by 5 p.m. Any renter may reserve
the center 3 times each calendar year. Each
reservation shall not exceed 3 consecutive
calendar days. Reservations are for the
entire day only and no partial day rental fees
are available. The lottery procedure shall
not apply to whole building rentals with a
minimum of two consecutive days unless
two or more persons make application for
reservations of the community center for
the same days a year in advance. There are
no ½ building rentals on Friday and Saturday.
There are no refunds on cancellations of
consecutive day rentals. Renter is liable for
a minimum of two or more day’s rental fees.
The person who reserves the facility will be
required to sign a rental contract the day of
reserving the facility and will be the
responsible party for renting the building.
The renter will need to show proof of
residency status by state issued
identification. The information collected
from the renter will be used to determine
resident or nonresident rates. This
information will not be changed after the
nonrefundable deposit and information is
obtained. All deposits or monies due to the
renter will be returned to the renter who
signs the contract and to that address. The
renter is responsible for signing out and
picking up the key the closest business day
prior to the event during normal business
hours; Monday – Friday, 8 a.m. – 5 p.m. A
contract agreement must be signed by the
renter prior to the event which
acknowledges receipt of Georgetown
Community Center Rental Information.
Office use of the center will take precedence
over any and all reservations that may be in
effect in the event of an emergency, as
identified by the Georgetown Emergency
Operations Management Team, requiring
the group sheltering of Georgetown citizens
or residents from the general area. Such
preemption shall be without liability to the
City for any and all damages that may result
from the prior reservation.
• Contract: A contract agreement must be
signed by the renter prior to the event which
acknowledges receipt of the Georgetown
Community Center Rental Information.
• General rules: You must be 21 years of age
or older to rent the Georgetown Community
Center and hold a valid state issued
identification card. The renter is responsible
to inform their guests/event attendees of all
rental information. Use of the facility does
not in any way imply that the City of
Georgetown endorses, encourages, or
approves the purpose of the user. Renter is
responsible for setup, takedown, and
cleanup after the event. Setup cannot
commence before 7:00 a.m. and takedown
and cleanup must be completed prior to
midnight or otherwise scheduled reservation
time. All items brought in by the renter or
their vendors must be removed prior to
midnight. No smoking is allowed in the
building or within 15 feet of any entrance to
the building. Animals are not allowed in the
building except for service animals. More
than one function may be scheduled at the
same time, please be respectful of other
user groups. Unauthorized intoxicants,
drugs, controlled substances and firearms
are strictly prohibited. Existing signs placed
in the building by the City of Georgetown
may not be removed or relocated. Any
person found in possession of or damaging
articles belonging to the Georgetown
Community Center will be subject to proper
legal actions.
Page 36 of 48
6 | P a g e
Key
• Issuing: The key will be issued to the renter
after the rental agreement has been signed.
The key will be issued to the renter the
closest business day prior to the event
during normal business hours, Monday –
Friday, 8 a.m. – 5 p.m. The key must be
returned the following business day. A fee
of $20 a day will be deducted from the
damage deposit until the key is returned. If
the renter does not pick up the key and an
on-call employee is called out to open the
facility, $150.00 will be retained from the
damage deposit.
• Access: To unlock the front door, use the
swipe key. There is a brown box on the right
hand side of the front door. Place the swipe
key in front of the brown box and the bar on
the door will open. Once inside the building,
if you want to keep the door unlocked, you
will need to type into the keypad on the left
hand side of the door, 1976*. To re-lock the
door re-enter 1976*. This will slide the bar
back to lock the door.
Microphone
• Microphone: Hand held cordless, and lapel
microphones are available upon request.
There is also a podium available for use and
is available upon request. Microphones may
be checked out when picking up the key and
must return the following business day
undamaged. If the red button on the
microphone falls off, do not stick anything
into the microphone to turn it on. Doing so
will damage the microphone. The
microphone must be returned undamaged.
Any damage to the microphone such as
buttons missing, broken internal parts,
noticeable misuse or purposeful damage will
result in us retaining the entire or partial
damage deposit depending on the cost of
repairs or replacement.
Facility Amenities
• Size: The building is 139 feet long X 50 feet
wide with a large courtyard at the east side
of the facility, as well as a main entrance at
the front.
• Tables and Chairs: There are approximately
60 rectangular tables (30” X 96”) and 400
padded chairs included in the rental. They
are stored behind the wall in the kitchen.
• P.A. System: The center’s public address
system includes a built-in-speaker system. A
hand held cordless, or lapel microphone or
podium with microphone stand are
available. This system is used for speaking
only and cannot be accessed for plugging in
additional equipment.
• Supplies: Trash can liners, toilet paper and
hand towels are provided and located in the
janitor’s closet on the east side of the
building.
• Barbecue Pits: Large pits are available
behind the center by the roll up doors.
• Heating/Cooling: The center is centrally
heated and cooled and is preset by the Parks
and Recreation Department.
• Restrooms: Large, separate restroom
facilities are available for men and women
on each side of the building.
• Kitchen: The kitchen is equipped with two
stoves, and a large refrigerated cooler.
Utensil and cooking equipment (pots and
pans) are not provided. The serving window
is 155” X 53” on the east side of the building.
Do not extinguish the pilots on the stove or
turn off the gas unless it is an emergency.
• Return Air Vents: There are return air vents
on the north walls of the building. They are
127” X 81” on each side and must never be
covered.
Page 37 of 48
7 | P a g e
Alcoholic Beverages
• Alcoholic Beverages: In the State of Texas,
any person who provided alcoholic
beverages to another may be responsible for
the actions of that person, including injuries
to persons or property. The City of
Georgetown does not assume any
responsibility for injuries arising out of any
events not sponsored by the City.
Individuals should use special care if
alcoholic beverages are being served at the
event. All sales of alcoholic beverages are to
be made in compliance with the Texas
Alcoholic Beverage Commission. For
questions concerning the sale of alcoholic
beverages and/or obtaining a permit, call
the Texas Alcoholic Beverage Commission’s
Austin District Office at (512) 451-0231.
Fire
• Fire: This building is protected by a fire
sprinkler and a fire alarm system. The
following procedures shall be observed at all
times: a) The use of pyrotechnics or smoke
or faux smoke generating devices requires
permitting by Fire Inspections. b) At no
times shall fire protection devices be
rendered unusable. This is to include the
blocking of fire extinguishers, the blocking of
fire alarm pull stations, the covering of
smoke detectors and/or the covering of
audio/visual alarm devices. c) Decorations
shall not be attached to any fire protection
device. d) Marked exits shall not be
blocked. e) In case of fire alarm activation,
exit the building immediately in a safe
manner. Re-enter only at the direction of
Fire Department officials on site.
Insurance
• Insurance: Representatives of all groups and
entities, and any person or entity reserving
the center agree to indemnify the City of
Georgetown for all personal injuries and
property damages incurred from the use and
occupation of the facility. The insurance
requirements will be followed if the event
requires a City of Georgetown Special Event
permit. Please visit their website for more
information at:
https://specialevents.georgetown.org/
or call at (512) 930-2550.
Page 38 of 48
8 | P a g e
Set-up
• Set up: The renter is responsible for their
own setup. Setup cannot commence before
7:00 a.m. It is recommended to use the
rollup doors for loading/unloading. Close
the doors promptly to keep flying insects out
of the building. No vehicles are allowed in
the building for any reason.
• Decorations: No fog machines are allowed.
This sets off the Fire Alarm System and if the
fire department is called the renter will be
charged for the call out. Table and free
standing decorations are preferred. No
thumbtacks, tape, staples, or glue will be
allowed to attach decorations anywhere in
the building which includes tables and
chairs. No tape is allowed on the floor. No
decorations will be allowed to be hung or
draped over the beams or attached to the
beams of the building. No glass bottles less
than 1 quart in size are allowed. No propane
tanks are allowed inside the center.
• Music: Music is permitted inside the
building only. Any outside music will require
a special events permit from the City of
Georgetown.
Clean-up
• The renter is responsible for takedown and
clean-up and must be complete before the
end of the reservation period, which is
midnight; except for New Year’s Eve which is
2 a.m. All kitchen items, tables, chairs and
audio equipment, etc. are property of the
City of Georgetown and shall not be
removed from the building at any time. You
may take personal cleaning supplies to assist
you in the clean-up. You are required to do
general clean-up, bag all trash and place it in
the dumpster behind the building for
collection. Trash containers must be cleaned
and dried before replacing with a new liner.
Trash containers, liners and brooms are
provided for your convenience. The kitchen
must be cleaned, which includes but is not
limited to stoves, ovens, sinks, countertops,
coolers, floors, etc. Tables and chairs must
be wiped down and put back in the storage
area with tables on the west side and chairs
on the east side behind the wall in the
kitchen. Due to Fire Code the chairs should
be stacked 9 chairs high, and tables should
be stacked 13 tables high. Do not block the
pipes or the lock box on the end where the
chairs are stored. If tables and chairs are not
replaced properly there will be a $100 fee
taken from your deposit.
• The center and the grounds around the
building must be left in a clean and orderly
condition. Any excess debris, liquid, etc.
must be swept and/or mopped up. Any
sticky areas on the floor must be mopped.
All doors must be closed and properly locked
when the event is complete. The renter
agrees to pay for additional damages for
misuse or failure to properly lock the
building and/or additional time required to
clean and restore the facility to an
acceptable condition. Turn the lights off
upon leaving the building. The lights in the
front restrooms are on a sensor and will turn
off on their own. All equipment, food,
decorations, or other items brought in by
the renter or attendees must be removed
prior to the end of your rental period. Any
items left behind are subject to immediate
disposal. The City of Georgetown is not
responsible for lost, damaged or stolen
personal items during your rental period.
Page 39 of 48
9 | P a g e
Layout of facility….
Page 40 of 48
10 | P a g e
RECAP:
Rental Rates
Whole Building
Monday – Thursday, Sunday $800
Friday or Saturday $1200
West ½
Monday – Thursday, Sunday $450
East ½ with Courtyard
Monday – Thursday, Sunday $550
Discounts Available
25% Discount for Non-Profits
Deposits
$100 Nonrefundable holding deposit
$500 Damage Deposit
Security
Security Officer $100 for 5 hours
Rental Times
7 am - Midnight
Equipment
400 Chairs
60 8 foot rectangular tables
Page 41 of 48
City of Georgetown, Texas
Parks and Rec Advisory Board
April 13, 2017
SUBJECT:
Cons id eration and p o s s ib le ac tion to approve minutes fro m the March 09, 2017 meeting
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Jill Kellum, Adminis trative Sup ervisor
ATTACHMENTS:
Description Type
March 9, 2017 minutes Backup Material
Page 42 of 48
Minutes of the Meeting of the
Parks and Recreation Advisory Board
City of Georgetown, Texas
March 9, 2017
The Parks and Recreation Advisory Board met Thursday, March 9, 2017 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 James Hougnon for any purpose authorized by the
Open Meetings Act, Texas Government Code Chapter 551.)
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
The meeting was called to order by James Hougnon at 6:00 pm.
B Roll Call
Board members present: James Hougnon, Scott Macmurdo, Katherine Kainer, Danelle Houck,
Wayne Beyers, Michael Simpson, Larry Gambone
Staff present: Kimberly Garrett, Eric Nuner, Jill Kellum
C Welcome and introduction of the new Parks and Recreation Advisory Board members
Jim Hougnon welcomed the new Parks and Recreation Advisory Board members and each
member introduced themselves.
D Review and discussion of the Parks and Recreation Advisory Board by-laws and
attendance policy for board members.
Kimberly Garrett and Jill Kellum reviewed the by-laws and attendance policy for board
members.
E Recognition to the City of Georgetown Parks and Recreation Department for
receiving recent awards at the Texas Recreation and Park Society Annual Institute and the
Texas Public Pool Council
Kimberly Garrett informed the Parks and Recreation Advisory Board that the Parks and
Recreation Department won the TRAPS Gold Medal Award for a city our size at the Annual
Texas Recreation and Park Society Annual Institute in Irving, Texas on March 2. This award is
for excellence in Parks and Recreation over the last 3 year. She stated we are now Class 3 which
is for cities 50 – 100,000. She stated the City of Georgetown Parks and Recreation Department
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has won 5 times. Also, Ty Greer, Parks Maintenance Worker, won the state parks maintenance
worker award at the Annual Texas Recreation and Park Society Annual Institute. Gus Huerta
also qualified in the mower obstacle at the annual maintenance rodeo.
Kimberly Garrett stated the aquatics staff attended the Texas Public Pool Council conference in
San Antonio and they submitted an application for agency of the year and won the award for
Best Agency of the Year for a city our size. They won for the Williams Drive pool renovation,
the dive in movie, swim with Santa and had given over 1,000 swim lesson and for the training
that we offer. They were presented
a large banner to hang at the recreation center.
These awards will be presented to council.
F Update from the Friends of Georgetown Parks and Recreation
Danelle Houck stated the Friends of Georgetown Parks and Recreation have not met for a
meeting. They will be meeting for the March meeting. Swim lessons are going well and they
have offered a lot of assistance with the youth soccer league. They will have the daddy
daughter dance, Boots and Bling, on June 23rd at the Georgetown Community Center. She
stated there will be volunteer opportunities.
G Project Update: Garey Park, San Gabriel Park, VFW Park, Village Park and Pool,
McMasters Park, Parks Admin Building, and Founders Park
Eric Nuner stated the VFW Park is wrapping up and there are several things that park staff will
be working on the next 2 week to finish. The grand opening will be April 6th at 6 pm at VFW.
Eric Nuner stated contract documents are almost complete to start construction on Garey Park
and will begin in April. The ground breaking ceremony will be March 31st at 2 pm at Garey
House.
Eric Nuner stated there was a pre-construction meeting on Phase One of the San Gabriel Park
renovations and the construction will start next week. The ground breaking will be on March
24th at 10 am.
Eric Nuner stated that Village Park and Pool, McMasters Parks and Parks Admin building are
being renovated for ADA accessibility and these will be finished in the next month or so.
Scott Macmurdo updated the board on the Parkland Dedication Committee. Scott Macmurdo
stated a subcommittee has been meeting to rewrite the parkland dedication code. They have
met a couple of times as a group and there are other boards and staff members working on this
project. The code has not been updated in a number of years. He stated they are looking at
various changes including, the fee in lieu of dedication and increasing that to be in line with
some of the other comparable cities in the region. There are a number of other proposed
changes to the code. He stated they are now looking at a new draft and looking at different
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recommendations they can do. Kimberly Garrett stated they are looking to adopt the new
ordinance in August. Kimberly Garrett stated another city staff that has been working on this
project will be out of the office for an extended period. This will put the draft back about 30
days. Kimberly Garrett stated the parkland dedication ordinance is part of the subdivision
development code. There is a provision in this code that they have to build a park or make
accommodations for a park so there is a place for kids to play. That code has not be changed
since 2001. Kimberly Garrett stated this code will help get better land, money and better parks.
There are guidelines they would like to see and they have benchmarked against 10 other cities
in the area which show justification for the changes. Mike Simpson asked if the committee had
considered tying the fee to a value of a block of land. Scott Macmurdo stated that is correct and
elaborated on the suggestion. He stated that the fees would be if the Parks and Recreation
Department had to build the park. But, if that fee they are paying is not enough to develop that
parkland than it is not adequate. He stated they are looking at a land index of property prices
for what has been paid for different parcels of land. The next meeting will be closer to the end
of March or in April.
Legislative Regular Agenda
H Consideration and possible action to elect the Vice-Chair of the Parks and Recreation
Advisory Board
Motion made by Scott Macmurdo second by Danelle Houck to elect Scott Macmurdo as the
Vice-Chair of the Parks and Recreation Advisory Board.
Approved: 7 – 0
I Consideration and possible action to elect the Secretary of the Parks and Recreation
Advisory Board
Motion made by Katherine Kainer second by Larry Gambone to elect Katherine Kainer as the
Secretary of the Parks and Recreation Advisory Board.
Approved: 7 – 0
J Consideration and possible action to set date and time for 2017 Parks and Recreation
Advisory Board meetings
Motion made by Michael Simpson second by Scott Macmurdo to set date and time for 2017
Parks and Recreation Advisory Board meetings for the second Thursday of the month at 6:00
pm.
Approved: 7 – 0
K Consideration and possible action to set date and time for the Parks and Recreation
Advisory Board Annual Parks Tour
There was discussion to set date and time for the Parks and Recreation Advisory Board Annual
Parks Tour for April 20th, 2017 at 3:30 pm.
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L Consideration and possible action to approve the selection of Freese and Nichols, Inc
of Austin, TX for project construction oversite of Garey Park in the estimated amount of
$76,440
The City solicited a request for proposal for construction oversite be completed due to the size
and complexity of the Garey Park construction project. Services to be included in the
construction oversite are acting as the City’s representative for the project with regards to
communication, coordination, and correspondence with the City, contractor, design consultant,
and other individuals. The firm will also act as liaison between the City, design consultant,
contractors and subcontractors.
A formal solicitation was posted on the City’s Ion Wave bid system and 383 vendors were
invited to bid. There were 120 HUB vendors invited and 19 Local vendors. Three (3) proposals
were received. The proposals were evaluated for compliance with the specifications and
reference checks were performed.
A selection committee individually reviewed scored each proposal. Based on the evaluations,
specifications and reference checks the Purchasing Department recommends Freese and
Nichols, Inc of Austin, TX as they were the most qualified firm to provide project construction
oversite for Garey Park.
Larry Gambone asked if the board reviews the bids. Kimberly Garrett stated there is a team of
city staff that review the proposals. Kimberly Garrett stated this is contract oversite because of
the large scale and scope of the project. This is to help coordinate the multiple contractors that
will be onsite. Kimberly Garrett stated this was at the request of the city manager to bring this
person on to help manage the project. Michael Simpson asked about the construction oversite
person and what they would be oversite of. Eric Nuner stated this person would be assisting
the city staff and verifying that all the documentation from the contractors to the other
consultants and that everyone is on the same page and communicating. Eric Nuner stated they
are helping with capacity to push things and keep things moving. Jim Hougnon asked the
duration of the construction project. Eric Nuner stated it is a 12 month contract. Kimberly
Garrett stated this was included in the overall budget that was presented to the parks board in
February
Motion made by Michael Simpson second by Wayne Beyer to approve the selection of Freese
and Nichols, Inc of Austin, TX for project construction oversite of Garey Park in the
estimated amount of $76,440.
Approved: 7 – 0
M Consideration and possible action to award a contract for construction of Founders
Park to Smith Contracting Company, Inc. of Austin, Texas in the amount of $43,682.09
Renovations to Founders Park were identified through the 2015 capital improvement plan.
Additionally, funds were allocated in 2016 through parkland dedication fees. An initial public
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open house was held on May 4, 2016, and input from that meeting was used to develop a design
for the park. As a result of that meeting an online survey was also developed for additional
public input. The revised design was presented at a second public meeting on July 28, 2016
requesting input and approval of the final design.
The design was created in house by Parks staff and construction documents were completed by
Steger Bizzell. Bids were opened for the project February 21, 2017 with six contractors
submitting bids. Construction is scheduled to begin after Poppy Fest, 2017. The Founders Park
project is being completed in cooperation with Public Works and is part of a larger CIP
Downtown Sidewalk project.
The current budget is $67,011.00. The balance of the funding will be used for landscaping,
irrigation, site amenities and signage.
Eric Nuner stated this project is in conjunction with the public works department on a sidewalk
project in this area and piggy backed with them to put this piece in a large contract. He stated
the project construction start date has not be determined but will not be before early May.
Kimberly Garrett stated there were several public meetings and Eric Nuner stated a project
under $50,000 does not normally come to the Parks and Recreation Advisory Board. Wayne
Beyer asked about plant vegetation and Eric Nuner stated they will use what is use currently in
the landscaping around the square. Wayne Beyer asked about who owned the land historically.
Danelle Houck explained the George W. Glasscock owned the property and that was the first
county courthouse under that tree.
Motion made by James Hougnon second by Larry Gambone to award a contract for
construction of Founders Park to Smith Contracting Company, Inc. of Austin, Texas in the
amount of $ 43,682.09.
Approved 7 - 0
N Consideration and possible action to approve minutes from the February 09, 2017
meeting
Motion made by Wayne Beyer second by Danelle Houck to approve minutes from the
February 09, 2017 meeting.
Approved: 7 -0
Adjournment
Motion made by Wayne Beyer second by Scott Macmurdo to adjourn the meeting.
Approved: 7 – 0
The meeting adjourned at 7:00 pm.
Adjourn
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______________________________________
James Hougnon, Board Chair
_____________________________________
Katherine Kainer, Secretary
______________________________________
Jill Kellum, Board Liaison
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