NOTICE OF MEETING OF THE PARKS AND RECREATION COMMISSION OF BUDA, TX 6:30 PM - Wednesday, February 15, S. MAIN STREET Buda, TX 78610

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1 NOTICE OF MEETING OF THE PARKS AND RECREATION COMMISSION OF BUDA, TX 6:30 PM - Wednesday, February 15, S. MAIN STREET Buda, TX This notice is posted pursuant to the Texas Open Meetings Act. Notice is hereby given that a Regular P&Rec Meeting Meeting of the City of Buda, TX, will be held at which time the following subjects will be discussed and may be acted upon. A. CALL TO ORDER B. INVOCATION C. PLEDGE OF ALLEGIANCE Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible. D. ROLL CALL E. PUBLIC COMMENT At this time, comments will be taken from the audience on non-agenda related topics, for a length of time not to exceed three minutes per person. To address the Parks and Recreation Commission, please submit a Citizen's Comment Form to the City Liaison prior to the start of the meeting. No action may be taken by the Parks and Recreation Commission during Public Comments. F. CONSENT AGENDA F.1. Approval of the joint Parks and Recreation Commission and Prop 5 Advisory Committee meeting minutes dated January 18, minutes.pdf G. REGULAR AGENDA G.1. Discussion and update on Parks and Recreation Commission terms and places set to expire in April BOARDS & COMMISSIONS APPLICATION FILLABLE pdf Division 8.pdf H. STAFF REPORT H.1. Staff report regarding the 2016 Buda Trail of Lights. Staff Report Buda Trail of Lights Summary.pdf Parks and Recreation Commission Agenda Page 1 February 15,

2 2016 TOL Summary Report.pdf H.2. Staff report on Ethics Training seminar on Saturday, June 3, 2017 starting at 8:30 a.m. H.3. Staff Report on upcoming Special Events SEP - Buda Lions Club.pdf I. COMMISSION REQUEST FOR FUTURE AGENDA ITEMS J. ADJOURNMENT Requests for accommodations must be made 48 hours prior to the meeting. Please contact the Board Liaison listed below at (512) , or FAX (512) for information or assistance. I, the undersigned authority, do hereby certify that the above Notice of Meeting of the Governing Body of the City of Buda, was posted on the bulletin board in front of Buda City Hall, which is readily accessible to the public at all times, by 5:00 pm on February 10, /s/ Staci Vines, Administrative Assistant Council Chambers are set up to publicly broadcast meetings. You may be audio and video recorded while in this facility. In accordance with Article III, Section 3.10, of the Official Code of the City of Buda, the minutes of this meeting consist of the preceding Minute Record and the Supplemental Minute Record. Details on meetings may be obtained from the Board Liaison, or video of the entire meeting may be downloaded from the website. (Portions of the Supplemental Minute Record video tape recording may be distorted due to equipment malfunction or other uncontrollable factors.) Attendance by Other Elected or Appointed Officials: It is anticipated that members of other governmental bodies, and/or city boards, commissions and/or committees may attend the meeting in numbers that may constitute a quorum of the body, board, commission and/or committee. Notice is hereby given that the meeting, to the extent required by law, is also noticed as a possible meeting of the other body, board, commission and/or committee, whose members may be in attendance, if such numbers constitute a quorum. The members of the boards, commissions and/or committees may be permitted to participate in discussions on the same items listed on the agenda, which occur at the meeting, but no action will be taken by such in attendance unless such item and action is specifically provided for on an agenda for that body, board, commission or committee subject to the Texas Open Meetings Act. 2 Parks and Recreation Commission Agenda Page 2 February 15, 2017

3 City Council Agenda Item Report Date: Wednesday, February 15, 2017 Agenda Item No Contact: Drew Wells Subject: Considering of Approval of the joint Parks and Recreation Commission and Prop 5 Advisory Committee meeting minutes dated January 18, Executive Summary 2. Background/History 3. Staff's review and analysis 4. Financial Impact 5. Summary/Conclusion 6. Pros and Cons 7. Alternatives 8. Recommendation 3

4 Parks and Recreation Commission MINUTES January 18, 2017 The following represents the actions taken by the Buda Parks and Recreation Commission in the order they occurred during the meeting. While the minutes may not be in sequential order, all agenda items were discussed. The Parks and Recreation Commission of Buda, Texas, convened on Wednesday, January 18, 2017 at City Hall Council Chambers, 121 Main St., Buda, TX. A. CALL TO ORDER Call to order at 6:35 p.m. D. ROLL CALL John Montez (Chair) Present Vincent Lecca Present Jennielle Strother Absent Vincent Villaflor - Present Jeremy Sanchez de Alcala Present Nancy Hart (Vice-Chair) Present Evan Autry Present Beth Martinez (Prop 5 Committee) Present Wendy Scott (Prop 5 Committee) Present Louis Calvo (Prop 5 Committee) - Present E. PUBLIC COMMENTS 1. None F. CONSENT AGENDA 1. Approval of the joint Parks and Recreation Commission and Prop 5 Advisory Committee meeting minutes dated November 21, 2016 Motion made by Prop 5 Committee Member Louis Calvo, seconded by Prop 5 Committee Member Lecca. Motion passed 9-0. G. REGULAR AGENDA 1. Discussion, possible action or obtain directive on matters related to City Park Architectural Programming Donna Carter, with Carter Designs, presented the proposed architectural programming options for City Park. The Commission and Committee were shown pavilion, amphitheater, and restroom examples along with their respective features. This was followed by discussions over solar panels, acoustics of the pavilion, and electrical systems. 4

5 2. Discussion, possible action or obtain directive on matters related to Proposition 5- East side park improvements Design Workshop reviewed the plans for the East side park improvements with the Commission and Committee. Representatives from Green Meadows HOA presented the results of a recent survey regarding the improvements. The Commission and Committee were shown examples of splash pads that fit the allocated budget, as well as the cost of operating and maintaining them. There was discussion regarding parking issues, the locations of the splash pads, future development in the neighborhood, and a suggested maintenance agreement with the HOA. 3. Review and discussion on proposed schedule for Proposition 5 Park Improvements Currently, the Proposition 5 Park Improvements for City Park are in the Schematic Design phase. In March, the Design Development phase will begin and will presented to the Commission, Committee, and City Council for approval in August when it is completed. The Construction Documents/Permit phase will begin in August and last until December with approval from the Commission, Committee, and City Council. Bidding and negotiation will being in January of 2018 with proposed construction beginning in February. H. STAFF REPORT 1. Discussion and update on Parks and Recreation Commission terms and places set to expire in April 2017 The staff report was not discussed at the meeting, but will be back on the agenda for next month. I. COMMISSION REQUEST FOR FUTURE AGENDA ITEMS 1. None J. ITEMS OF COMMUNITY INTEREST 1. None K. ADJOURNMENT Chairman Montez made a motion to adjourn at 8:45 p.m., seconded by Prop Committee Member Lecca. Motion passed 7-0. Staci Vines, Admin. Asst. 5

6 City Council Agenda Item Report Date: Wednesday, February 15, 2017 Agenda Item No Contact: Drew Wells Subject: Considering of Discussion and update on Parks and Recreation Commission terms and places set to expire in April Executive Summary The City Council encourages citizens to participate in their city government through the various boards and commissions. The work done by citizens who serve is a vital part of our city government. At the October 11, 2017, Council approved an ordinance placing all boards and commissions on the same appointment schedule in April, with the exception of the Economic Development Board and the Dupre Local Government Corporation/Tax Increment Reinvestment Zone. 2. Background/History The Parks and Recreation Commission consists of seven members serving a two-year staggered terms, with four (4) members being appointed in April of even-numbered years and three (3) members being appointed in April of odd-numbered years. At the January Commission meeting, staff reported that members serving three consecutive terms would not be eligible to continue serving according to the City Ordinance. The Ordinance covering Parks and Recreation Commission was amended a few years ago removing this provision. Members may serve unlimited consecutive terms at the discretion of the City Council. The current Ordinance is attached for members information and use. 3. Staff's review and analysis The Commission places up for appointment in April 2017 are seats held by John Montez, Jennielle Strother, and Vincent Lecca. Commissioner Lecca resigned his position in November 2016 from the Parks Commission to accept a position on the newly created Sustainability Commission for the city of Buda. 4. Financial Impact 6

7 5. Summary/Conclusion Candidates wishing to apply for a Commission must complete the attached application that will be presented to City Council for consideration. 6. Pros and Cons N/A 7. Alternatives N/A 8. Recommendation N/A 7

8 APPLICATION FOR APPOINTMENT TO BOARDS/ COMMISSIONS NOTE: CERTAIN INFORMATION ON THIS APPLICATION IS SUBJECT TO PUBLIC INFORMATION PURSUANT TO THE PROVISIONS OF THE TEXAS PUBLIC INFORMATION ACT. INDIVIDUALS APPOINTED TO SERVE ON A BOARD/COMMISSION WILL BE REQUIRED TO COMPLETE TRAINING RELATIVE TO ETHICS (CODE OF ORDINANCE CH. 2, SECTION 2.03). PLEASE SELECT THE BOARD/COMMISSION, IN PRIORITY ORDER (#1- #7), THAT YOU ARE INTERESTED IN: CONSTRUCTION BOARD OF APPEALS HISTORIC PRESERVATION COMMISSION LIBRARY COMMISSION MAIN STREET ADVISORY BOARD PARKS & RECREATION COMMISSION PLANNING & ZONING COMMISSION SUSTAINABILITY COMMISSION ZONING BOARD OF ADJUSTMENT COMMITTEE/OTHER: NAME: (LAST) (FIRST) (MIDDLE) HOME STREET/MAILING ADDRESS: WHICH SUBDIVISION? PREFERRED PHONE: (ZIP) CELL PHONE: OCCUPATION/POSITION: BUSINESS CONTACT PHONE: (IF RETIRED, PLEASE INDICATE FORMER OCCUPATION) ADDRESS: FAX NUMBER: ARE YOU A RESIDENT OF THE CITY OF BUDA? YES NO IF YES, FOR HOW LONG? IF NO, ARE YOU A RESIDENT OF THE CITY S EXTRA TERRITORIAL JURISDICTION (ETJ)? YES NO N/A ARE YOU CURRENTLY A REGISTERED VOTER IN HAYS COUNTY? YES NO DISCLOSURE OF PERSONAL FINANCIAL INTEREST: DO YOU HAVE A PERSONAL FINANCIAL INTEREST, DIRECT OR INDIRECT, IN ANY MATTER PENDING BEFORE SUCH OFFICER OR EMPLOYEE, OR THE CITY COUNCIL, OR A DEPARTMENT, AGENCY, COMMISSION, OR BOARD OF WHICH THE CITY OFFICIAL (APPLICANT) IS (OR MAY BE) A MEMBER? YES NO IF YES, SUCH DISCLOSURE WILL NOT PRECLUDE AN INDIVIDUAL FROM SERVING ON A BOARD. IF APPOINTED, A FORM DISCLOSING SUCH INTEREST MUST BE COMPLETED AND THE INDIVIDUAL WILL NEED TO ABSTAIN FROM ANY DISCUSSION OR VOTE ON THE MATTER PRESENTED BEFORE THE BOARD OR COMMISSION. FOR FURTHER INFORMATION, SEE CODE OF ORDINANCE, CHAPTER 2, SEC HAVE YOU GRADUATED FROM OR CURRENTLY PARTICIPATING IN THE CITY OF BUDA CITIZEN S ACADEMY? YES NO IF YES, WHEN? 8 Approved: 04/19/16, Rev: 9/20/16 Effective: 06/01/16

9 ARE YOU CURRENTLY OR HAVE YOU EVER SERVED ON ANY CITY OF BUDA S BOARD OR COMMISSION? YES NO IF YES, PLEASE LIST EACH BOARD AND DATES OF MEMBERSHIP ADDITIONAL SHEET MAY BE ADDED, IF NEEDED. DESCRIBE ANY QUALIFICATIONS OR EXPERTISE THAT RELATE TO YOUR INTEREST IN SERVING ON A BOARD/COMMISSION. YOU MAY ATTACH A RESUME. DO YOU HAVE ANY RELATIVES THAT WORK FOR THE CITY OF BUDA? YES NO IF YES, WHAT IS THEIR NAME AND POSITION? PLEASE NOTE THAT THIS APPLICATION IS ONLY VALID FOR THE VACANCIES FOR WHICH YOU ARE APPLYING. IF YOU WISH TO APPLY FOR VACANCIES IN THE FUTURE, YOU WILL NEED TO FILE A NEW APPLICATION AT THAT TIME. I HEREBY CERTIFY THAT THE FOREGOING AND ANY ATTACHED STATEMENTS ARE TRUE, ACCURATE, AND COMPLETE. I AGREE THAT ANY MISSTATEMENT, MISREPRESENTATION, OR OMISSION OF FACT MAY RESULT IN MY DISQUALIFICATION FOR APPOINTMENT. I ALSO UNDERSTAND THAT THIS APPLICATION IS SUBJECT TO DISCLOSURE UNDER THE TEXAS PUBLIC INFORMATION ACT. SIGNATURE: DATE: SUBMIT COMPLETE APPLICATION TO: MAIL: CITY OF BUDA ATTN: OFFICE OF THE CITY SECRETARY 121 S. MAIN STREET BUDA, TX ARAMIREZ@CI.BUDA.TX.US FAX: FOR OFFICE USE ONLY: VERIFIED BY: DATE: NOTES: 9 Approved: 04/19/16, Rev: 9/20/16 Effective: 06/01/16

10 THE SUBMITTAL AND EXECUTION OF THE FOLLOWING RESPONSIBILITIES OF BOARD AND COMMISSION MEMBERS IS A REQUIREMENT OF THE APPLICATION PROCESS. RESPONSIBILITIES OF BOARD AND COMMISSION MEMBERS TO BE SELECTED AS A CITY BOARD OR COMMISSION MEMBER IS A HIGH HONOR AND PROVIDES AN UNUSUAL OPPORTUNITY FOR GENUINE PUBLIC SERVICE. ALTHOUGH SPECIFIC DUTIES OF EACH VARY WIDELY WITH THE PURPOSE FOR WHICH THEY ARE FORMED, THERE ARE CERTAIN RESPONSIBILITIES THAT ARE COMMON TO ALL MEMBERS. THE FOLLOWING IS A SUMMARY OF THOSE RESPONSIBILITIES. 1. UNDERSTAND THE ROLE AND SCOPE OF RESPONSIBILITY. BE INFORMED OF THE INDIVIDUAL BOARD OR COMMISSION S SCOPE OF RESPONSIBILITY AND OPERATING PROCEDURES. 2. BE CAREFUL TO REPRESENT THE MAJORITY VIEWS OF YOUR INDIVIDUAL BOARD OR COMMISSION. INDIVIDUAL OPINIONS TO THE PUBLIC AND PRESS ARE DISCOURAGED AND, IF GIVEN, SHOULD BE IDENTIFIED AS SUCH. 3. MEMBERS SHOULD REPRESENT THE PUBLIC INTEREST AND NOT SPECIAL INTEREST GROUPS. 4. MEMBERS ARE IN A UNIQUE POSITION OF SERVING AS A LIAISON BETWEEN THE CITY AND ITS CITIZENS AND CAN HELP TO RECONCILE CONTRADICTORY VIEWPOINTS AND TO BUILD A CONSENSUS AROUND COMMON GOALS AND OBJECTIVES. 5. DO YOUR HOMEWORK AND BE THOROUGH IN RECOMMENDATIONS. VIEW SITUATIONS UNDER CONSIDERATION PRIOR TO THE MEETING IN ORDER TO BE FULLY PREPARED TO DISCUSS, EVALUATE, AND ACT ON ALL MATTERS SCHEDULED FOR CONSIDERATION. CONCLUSIONS BASED ON CAREFUL PREPARATION WILL STRENGTHEN THE VALUE OF THE GROUP S RECOMMENDATIONS. 6. PARTICIPATE IN CONTINUING EDUCATION OPPORTUNITIES OFFERED BY THE CITY OR RELATED AFFILIATE ORGANIZATIONS. 7. SUPPORTIVE RELATIONSHIPS WITH THE CITY COUNCIL AND CITY STAFF ARE BASIC FOR SUCCESSFUL OPERATION OF ANY BOARD OR COMMISSION. IN CONTACTING CITY PERSONNEL ON ITEMS OF CONSIDERATION, THE PROPER CHANNEL IS THROUGH THE DESIGNATED CITY STAFF PERSON PROVIDING STAFF SUPPORT FOR YOUR GROUP. 8. ESTABLISH A GOOD WORKING RELATIONSHIP WITH FELLOW GROUP MEMBERS. RESPECT INDIVIDUAL VIEWPOINTS, ALLOW OTHER MEMBERS TIME TO PRESENT THEIR VIEWS FULLY BEFORE MAKING COMMENTS, BE OPEN AND HONEST, WELCOME NEW MEMBERS, AND STRIVE TO MINIMIZE POLITICAL ACTION ON ISSUES. 9. ACKNOWLEDGE AND UNDERSTAND THAT SHOULD A SITUATION ARISES DURING MY TERM ON SAID BOARD/COMMISSION OR COMMITTEE WHERE A PROHIBITED SUBSTANTIAL INTEREST, EITHER DIRECT OR INDIRECT, AND SUCH MATTER COMES BEFORE SAID BOARD/COMMISSION OR COMMITTEE, UNDERSTAND THE NEED TO ABSTAIN FROM ANY DISCUSSION OR VOTE ON THE MATTER (COMPLETION OF THE CONFLICT OF INTEREST FORM MAY BE REQUIRED). 10. COUNCIL APPOINTMENTS TO BOARDS OR COMMISSIONS ARE MADE WITHOUT REGARD TO POLITICAL PARTY AFFILIATION. MEMBERS ARE NOT RESTRICTED FROM PARTICIPATING IN POLITICAL ACTIVITIES; HOWEVER, MEMBERS SHOULD NOT USE OR INVOLVE THEIR MEMBERSHIP IN THE CONDUCT OF POLITICAL ACTIVITIES. 11. ACKNOWLEDGE AND UNDERSTAND THAT ALL BOARDS AND COMMISSIONS MEETINGS ARE SUBJECT TO THE TEXAS OPEN MEETINGS ACT AND THE TEXAS PUBLIC INFORMATION ACT. AS AN APPOINTED CITY OFFICIAL, I ACKNOWLEDGE THE EXISTENCE OF THE ETHICS ORDINANCES AND STATUTES AND PLEDGES TO ABIDE BY THE TERMS OF THESE ETHICS STATUTES AS LONG AS THE CITY OFFICIAL HOLDS THE CITY OFFICIAL S OFFICE OR POSITION WITH THE CITY (CODE SEC ). 12. ACKNOWLEDGE AND UNDERSTAND THAT COMPLETING AND SIGNING THIS APPLICATION DOES NOT GUARANTEE SELECTION FOR PARTICIPATION ON THE BOARD/COMMISSION OR COMMITTEE. 13. ACKNOWLEDGE AND UNDERSTAND THAT MEMBERSHIP WILL ULTIMATELY BE DECIDED BY THE BUDA CITY COUNCIL. 14. ACKNOWLEDGE AND UNDERSTAND THAT IF APPOINTED, THE APPOINTEE WILL ATTEND THE MANDATORY ORIENTATION SCHEDULED BY THE BOARD LIAISON. SIGNATURE OF APPLICANT (NOT REQUIRED FOR SUBMISSION) DATE 10 Approved: 04/19/16, Rev: 9/20/16 Effective: 06/01/16

11 Division 8. Parks and Recreation Commission Sec Created; appointment of members; terms (a) This division creates the parks and recreation commission ( commission ) appointed by the city council. The commission shall consist of seven (7) members who shall reside either in the incorporated city limits or its extraterritorial jurisdiction. (b) The members of the commission shall serve two-year staggered terms, with four (4) members being appointed in April of even-numbered years and three (3) members being appointed in April of oddnumbered years. (c) The initial commission, four (4) of the members shall be appointed for one-year terms and three (3) members shall be appointed for two-year terms. Thereafter, all terms shall be two-year terms. (d) Unless otherwise required by state law, all members serve at the pleasure of the city council and may be removed at any time with or without cause. Sec Qualifications of members (a) Unless otherwise determined by city council, at least five (5) of the members of this commission shall reside within the corporate limits of the city and no more than two (2) members shall be residents of the city s extraterritorial jurisdiction. (b) If a city resident member of the commission ceases to reside in the city and his or her relocation reduces the number of city resident commission members below four (4), that person shall give such notice of such fact and may be deemed to have resigned from the commission as of the date his or her residence changed, and the city council shall appoint a resident commission member to fill the remainder of the resigning member s term. The temporary lack of four (4) resident members created by the vacancy shall not impair the ability of the commission to perform its duties nor the actions taken by the commission. If a resident commission member moves to the city s extraterritorial jurisdiction and the relocation leaves at least four (4) resident members on the commission, the relocated member shall continue to hold his or her place on the commission. A quorum of the commission shall be required to open meetings, conduct business and take action on any agenda items. (c) The city council may take into consideration an applicant s history on delinquency in payment of any city taxes, utility bills, citations, municipal court judgments and assessments and so forth in qualifying the applicant. (d) Notwithstanding any city ad hoc committees or except where duplicate appointments are authorized by ordinance, city charter or by state law, a person may not serve as a member of the parks and recreation commission if he or she also serves on the city planning and zoning commission, economic development corporation board of directors, or local government corporation. Sec Officers; rules; meetings; quorum; record; conflict of interest 11

12 (a) The commission shall have a chairperson and a vice-chairperson elected from its membership to serve for a one-year term. Officers shall be elected annually by the commission. If the commission wishes to appoint an officer residing outside of the city limits, then the commission must request city council approve such appointment. (b) The chairperson shall preside over the commission and shall have the right to vote on all items before the commission. The vice-chairperson shall fulfill the duties of the chairperson when the chairperson is not available for any reason. (c) The city manager or his or her designee shall be an ex officio member of the commission. (d) The commission may establish rules or bylaws as necessary for the orderly conduct of its business, subject to approval by the city council. (e) The commission shall meet at least monthly, if there is business at hand, at a time and place established by the commission. Special meetings may be called by the chairperson or interim chairperson of the commission, city manager or his or her designee or upon the request of any three (3) commission members. All meetings of the commission shall be open to the public and shall conform with the Texas Open Meetings Act, section 551 of the Government Code. (f) A quorum shall consist of a majority of the members of the commission except that when a vacancy exists, a quorum shall consist of a majority of the remaining members. (g) The commission shall keep a record, which shall be reasonably available to the public, of its resolutions, proceedings and actions. (h) A commission member shall be required to complete any state-mandated training, to include but not limited to open meetings act training, within ninety (90) days after appointment. Any training expenses incurred by the member may be eligible for reimbursement by the city subject to the city s travel and training policy. (i) A commission member having any potential conflict of interest on any policy, decision, or determination before the commission shall disclose to each of the other members the nature of his potential conflict and shall abstain from voting on such policy, decision or determination. In the event that the commission member recognizes a conflict or clear potential for conflict of interest, he or she shall recuse him or herself from discussion and action on the topic involving such conflict. The disclosure shall be recorded in the commission s minutes. Intentional or knowing failure to disclose a conflict of interest shall be governed under the general penalty section as set forth in section of this code. Sec Powers and duties The commission shall serve in an advisory capacity to the mayor and city council and shall have the following purposes and duties, as well as other duties as assigned by the city council, as necessary to perform the business of the commission: 12

13 (1) The commission shall act in an advisory capacity to the city council and the planning and zoning commission with advice and recommendations on all policies, rules and regulations relating to the administration of a public parks and recreation program. (2) The commission shall provide advisory oversight of public playgrounds, athletic fields, recreation centers and other facilities and activities on any of the properties owned or controlled by the city or on other properties with the consent of the owners and authorities. (3) The commission shall have the power to conduct any form of recreation activity that will employ the leisure time of the people in a constructive and wholesome manner. (4) At the request of the city council, the commission shall make a complete annual report and other required reports to the city council. (5) The commission will act in an advisory capacity with other municipal departments and/or political subdivisions to provide and establish, operate, conduct, and maintain a supervised recreation system and to acquire, operate, improve and maintain property, both real and personal, for parks, playgrounds, recreation centers, and other recreation facilities and activities. (6) The commission will follow the directives of the city s comprehensive plan and any subsequent master plans regarding parks, recreation, trails and so forth. (Ordinance adopted 10/11/16) Secs Reserved 13

14 City Council Agenda Item Report Date: Wednesday, February 15, 2017 Agenda Item No Contact: Drew Wells Subject: Considering of Staff report regarding the 2016 Buda Trail of Lights. 1. Executive Summary 2. Background/History 3. Staff's review and analysis 4. Financial Impact 5. Summary/Conclusion 6. Pros and Cons 7. Alternatives 8. Recommendation 14

15 Parks and Recreation Commission Agenda Item Report February 21, 2017 Agenda Item No. Contact Drew Wells, City of Buda, Subject: Staff report regarding the 2016 Buda Trail of Lights. 1. Background / History The annual Trail of Lights event is a community-wide activity with businesses and organizations providing illuminated displays in Stagecoach Park creating a walking wonderland of lights and Christmas cheer. Other activities include Santa s Village with nightly visits from Santa Claus, Senior s night, Christmas music, and dancing. Concessions are provided and shuttle services are available to transport patrons to and from the park. The inaugural event was held in 2009, staged in the front of the park as the remainder of the park was under construction. Below are the dates for the past three years: Year Dates Number of Days 2016 December 8-10, 15-17, December 10-12, December 11-13, FINDINGS/CURRENT ACTIVITY This year s event began on December 8 with a reception hosted by the Buda Lions Club for Senior Night with approximately 60 attending. Attendance levels were down for Senior Night compared to previous year s events due to weather conditions. The temperature on December 8 th was in the thirties with a wind-chill factor in the low twenties. Wind gusts from the north at 20 mph. The Trail of Lights was then opened to the public for six nights beginning on December 9 th and ending on December 19, 2016, attracting 12,317 people to the event. Attendance levels for the event were down compared to previous events. We experienced an extreme weather change the last weekend of the event which resulted in canceling the last scheduled night that was rescheduled for Monday, December 20 th. There were 34 displays featuring local businesses, organizations, and civic groups. Approximately 24 volunteers assisted the city in 15

16 hosting the event. Concessionaire services were provided by Santa Cruz Catholic Church and Project Graduation. Sponsorships were received through direct financial contributions from Buda EDC, US Foods, First State Bank Central Texas, Texas Lehigh Cement, HEB, Turn Key Realty, Lone Star Pediatric Dental and Braces, Good Shepherd Ministries, REMAX Asset Realty, The Learning Experience, David Weekley Homes, and Travis Thibodeaux Insurance Team. In kind contributions were provided by Buda Lions Club, Cabela s, and Wonder World. 3. FINANCIAL IMPACT The tables below details budgetary implications excluding overtime costs for the past three years: Expenditures Fiscal Year Original Budget Actual Expense Diff $28,290 $27,136 $1, $28,690 $23,663 $5, $47,049 $22,068 $24,981 Revenues Fiscal Year Original Budget Actual Revenue Diff $17,500 $20,581 $3, $18,000 $17,748 ($252) $15,000 $17,298 $2,298 General Fund Fiscal Year Actual Expense Actual Revenue Diff $27,136 $20,581 ($6,555) $23,663 $17,748 ($5,915) $22,068 $17,298 ($4,770) Advertising and publicity costs for each of the past three fiscal years were budgeted in the Hotel Occupancy Tax Fund in the amount of $5,000. Actual expenditures this year totaled $1,281. It is believed that the Trail of Lights generates significant sales tax revenue for Buda. 4. ACTION OPTIONS/CONSIDERATION N/A. 16

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18 Senior Night, Sponsor, Mayor s FC 62 Transportation Total 12,359 Estimated Walk-in Total 1,800 Total Participation 14,221 Total Displays 34 Volunteers 24 18

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20 Buda EDC US Foods HEB Texas Lehigh Cement Turn Key Realty Lone Star Pediatric Dental & Braces Travis Thibodeaux Insurance Team First State Bank Central Texas 20

21 David Weekley Homes REMAX Asset Realty Good Shepherd Ministries The Learning Experience In Kind Cabela s Buda Lions Club Wonder World 21

22 General Fund Original Budget Actual Expenses $28,290 $27,136 Revenues $17,500 $20,581 Difference ($10,790) ($6,555) Tourism Fund Original Budget Actual Expenses $5,000 $1,281 22

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24 City Council Agenda Item Report Date: Wednesday, February 15, 2017 Agenda Item No Contact: Drew Wells Subject: Considering of Staff report on Ethics Training seminar on Saturday, June 3, 2017 starting at 8:30 a.m. 1. Executive Summary As required by City Ordinance, Commission members shall attend at least one ethics seminar within a year after assuming office and thereafter shall attend at least one seminar annually. 2. Background/History An Ethics Training seminar will be held on Saturday, June 3rd for all Board and Commission members. The City Secretary's office will coordinate the training and provide additional information prior to the seminar. 3. Staff's review and analysis 4. Financial Impact 5. Summary/Conclusion 6. Pros and Cons 7. Alternatives 8. Recommendation N/A 24

25 City Council Agenda Item Report Date: Wednesday, February 15, 2017 Agenda Item No Contact: Drew Wells Subject: Considering of Staff Report on upcoming Special Events 1. Executive Summary A. Easter Egg Hunt - April 15 B. Buda Lions Club Country Fair and Wiener Dog Races - April (Special Event Packet Attached) C. Buda Fun Fish - June 10 D. Movies in the Park - June 2. Background/History 3. Staff's review and analysis 4. Financial Impact 5. Summary/Conclusion 6. Pros and Cons 7. Alternatives 8. Recommendation 25

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