J Consideration and possible action to elect the Secretary of the Parks and Recreation Advisory Board

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1 Notice of Meeting for the Parks and Recreation Advisory Board of the City of Georgetown March 8, 2018 at 6:00 PM at 1101 N. College Street, Georgetown, TX The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. Regular Session (This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) A Call to Order B Roll Call C Parks and Recreation staff member introduction and presentation D Update from the Friends of Georgetown Parks and Recreation E Project Updates and Staff Report F Review and discussion of the Parks and Recreation Advisory Board by-laws and attendance policy for board members. G Discussion to set date and time for the Parks and Recreation Advisory Board Annual Parks Tour H Update on the Parkland Dedication process and schedule Legislative Regular Agenda I Consideration and possible action to elect the Vice-Chair of the Parks and Recreation Advisory Board J Consideration and possible action to elect the Secretary of the Parks and Recreation Advisory Board K Consideration and possible action to set date and time for 2018 Parks and Recreation Advisory Board meetings L Discussion and possible action on continuing operations at the Heritage Community Gardens at 2100 Hutto Road. M Consideration and possible action to approve minutes from the February 08, 2018 meeting Adjournment Adjourn CERTIFICATE OF POSTING I, Shelley Nowling, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Page 1 of 19

2 Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the day of, 2018, at, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. Shelley Nowling, City Secretary Page 2 of 19

3 City of Georgetown, Texas Parks and Rec Advisory Board March 8, 2018 SUBJECT: Project Updates and Staff Report ITEM SUMMARY: Project updates will be presented at the meeting. FINANCIAL IMPACT: N/A SUBMITTED BY: Kimberly Garrett, Parks and Recreation Director Page 3 of 19

4 City of Georgetown, Texas Parks and Rec Advisory Board March 8, 2018 SUBJECT: Review and discussion of the Parks and Recreation Advisory Board by-laws and attendance policy for board members. ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: Jill Kellum, Administrative Supervisor ATTACHMENTS: Description By Laws Type Cover Memo Page 4 of 19

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12 City of Georgetown, Texas Parks and Rec Advisory Board March 8, 2018 SUBJECT: Update on the Parkland Dedication process and schedule ITEM SUMMARY: The subcommittee has a meeting scheduled for Thursday, March 8th immediately following the regular board meeting to review the draft ordinance changes. A full update will be given at the April 2018 meeting. FINANCIAL IMPACT: None SUBMITTED BY: Kimberly Garrett, Parks and Recreation Director Page 12 of 19

13 City of Georgetown, Texas Parks and Rec Advisory Board March 8, 2018 SUBJECT: Discussion and possible action on continuing operations at the Heritage Community Gardens at 2100 Hutto Road. ITEM SUMMARY: The Heritage Community Garden at 2100 Hutto Road has been operated by the Williamson County and Cities Health District (WCCHD) in partnership with Georgetown Parks and Recreation Department since it's inception in In April 2018, the WCCHD will no longer manage and operate the community garden. Their focus has changed and they will no longer allocate resources (funding or staff) for the program. The community garden is a great benefit to the Georgetown community by allowing citizens to have garden space to raise fruits and vegetables. A group of gardeners and volunteers that are involved in the community garden have requested that the area continue to be utilized as a community garden. The Parks and Recreation Department currently pays for water and garbage service in addition to the mowing. The other expense that would need to be covered for the remaining 5 months of the fiscal year would be the monthly portable toilet expense. The current parks and recreation budget could pay for this expense. With the WCCHD not being involved after April 2018, the gardens would become the responsibility of the City. There are currently community members that have gardens in progress that would like to see the gardens remain. Staff is supportive of continuing the operations for the remainder of the fiscal year with the use of volunteers and staff oversight. In the 2019 budget process, staff would request the resources needed to operate the garden on an annual basis. There is revenue potential with annual plot fees to help offset expenses which would be taken into consideration in the preparing the 2019 budget request. FINANCIAL IMPACT: NA SUBMITTED BY: Kimberly Garrett, Parks and Recreation Director Page 13 of 19

14 City of Georgetown, Texas Parks and Rec Advisory Board March 8, 2018 SUBJECT: Consideration and possible action to approve minutes from the February 08, 2018 meeting ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: Jill Kellum, Administrative Supervisor ATTACHMENTS: Description Feb 8, 2018 meeting Type Backup Material Page 14 of 19

15 Minutes of the Meeting of the Parks and Recreation Advisory Board City of Georgetown, Texas February 8, 2018 The Parks and Recreation Advisory Board met Thursday, February 08, 2018 at 6:00 pm at 1101 N. College Street, Georgetown, TX 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 Jim 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 B C Call to Order The meeting was called to order by Jim Hougnon at 6:00 pm. Roll Call Present: Jim Hougnon, Danelle Houck, Mike Simpson, Larry Gambone, Katherine Kainer, Wayne Beyer, Scott Macmurdo Staff: Eric Nuner, Traci Stengle, Jill Kellum Parks and Recreation staff member introduction and presentation Eric Nuner introduced Traci Stengle, Recreation Superintendent. Traci Stengle explained that she works with the youth programs, camps, outdoor adventure program, and the challenge course; and attended the ACCT conference last week for challenge course training, senior programs, and specialty camps working with EGA. Jim Hougnon asked what EGA is. Traci Stengle explained that EGA is Exceptional Georgetown Alliance. They are a nonprofit in Georgetown and they do fundraising and grant support for adaptive programming. The Parks and Recreation Department partners with them on camps. Traci Stengle explained EGA started the camp 15 years ago and were running it on their own and about 4 years ago they came to Parks and Recreation and asked for help with the structure; registration and paperwork. Kid City is another camp program we partner with The Georgetown Project. We just had 20 years with that program and do 4 weeks in the summer and the kids that participate have to qualify for free or reduced lunch. Eric Nuner explained that Traci Stengle will also be involved with the programming at Garey Park. Garey Park will open mid-may. Traci Stengle stated she also is over the Tennis Center. She stated they are staying busy and starting to market to the charter schools and home school groups and bringing them in during the slower times. She stated Pete Polkinghorn is the head tennis pro. Mike Page 15 of 19

16 Simpson asked about the tennis courts at Tippit Middle School and Traci Stengle stated those are the school s courts and they open the courts after hours to the public. Traci Stengle stated the city has the contract with GISD to provide coaching to Benold Middle School for the tennis team. They run tennis year around and Pete Polkinghorn runs the class every day. Katherine Kainer asked if we get revenue from that. Traci Stengle stated we do; a portion goes to Pete Polkinghorn for salary. She explained also, we get the over flow to the Tennis Center and that a lot of those kids go to the Tennis Center team tennis. She stated also they won state in the Fall. So, a lot of those kids come over to our facility and participate in paid lessons and the parents are in the lesson as well. Jim Hougnon asked how many members are at the Tennis Center. Traci Stengle stated we have a lot of user. She explained the memberships are geared toward those that want to drop in and play; which are a select group of people. Traci Stengle explained we have hourly passes. She stated the revenue come from the programs; lessons and clinics. We also host league matches; league teams and that is where the revenue comes. She stated it is hard to sell memberships when you are running a public facility and we don t want to exclude people from wanting to use our facility. We offer public court fees and that way we can balance and get people in the door; especially beginners as they are their focus. Jim Hougnon asked how busy the challenge course is. Traci Stengle stated it stays pretty busy. Our current coordinator, Art Ortiz, has been in the industry for 20+ years. She stated during the cold winter months it slows down but will pick back up again. There is variety on the course from businesses, to churches, to athletic teams, camps and staff trainings. D E Update from the Friends of Georgetown Parks and Recreation Danelle Houck stated the Friends of Georgetown Parks and Recreation did not meet this month. Project Update: Garey Park, San Gabriel Park, Columbarium, Meadows Park and Trail Reconstruction Eric Nuner stated the playground at Garey Park is about 95% complete. The splash pad construction is moving along and they are working on the finish outs in the buildings; the gate house, maintenance facility and work is continuing in the house as well. San Gabriel Park renovation Phase 1 progress is being made. They are working on the stone and steel. This is a little behind schedule; about a month or so. Completion will be in April. As mentioned last month, there were some delays in the steel on the buildings. They are holding up some of the other trades to get work completed. For Meadows Parks everything in house is ready to go. Staff will do the construction on this project and we are just waiting on scheduling for that. It will be done this spring. Page 16 of 19

17 For the Trail Reconstruction, Dave has done some assessments on the trail. He is getting all the measurements and evaluating and compiling his data. Since this will be piece milled together; there will be sections of the trail done at different times. Wayne Beyer asked if the trail will be closed. Eric Nuner stated there may be some closures for the long sections but if it is only 10 or 20 feet sporadically it shouldn t be a big impact. We are evaluating how we want to complete that construction wise; whether we do a change order on our existing contract or if we want to do it separately. Wayne Beyer asked about the maintenance facility at Garey Park and there being room for a Park Ranger cart there. Eric Nuner stated there is space and that is the intent and hope to have a ranger program there. There are some public safety challenges that Parks staff and Police staff are working through. Wayne Beyer asked about annexing. Eric Nuner stated Garey Park is not in the city limits and you cannot strip annex and there is not contiguous City of Georgetown city limits. Eric Nuner explained those are some things they are working through on the public safety side. Fire is not an issue because it is a partnership with the county and on the Police side they are working on that with the Sherriff s Department and Georgetown Police Department. Jim Hougnon asked about the delays on Garey Park and if staff feels confident about the May 18 th opening. Eric Nuner stated staff has a meeting with the contractor next week to get the final timeline and staff has given them the deadline. There was added dirt work by the equine facility and the added deceleration lane that added days to the project. They are not behind schedule; it was just the added work that was put on. Eric Nuner stated there is not a hard date for completion for the San Gabriel Park renovation phase 1 but they want to be done before phase 2 kicks off. Jim Hougnon asked if there is a hard start date for phase 2. Eric Nuner stated staff is working on the construction documents and the bidding piece which will be in April and take about one month. It will then go to the Parks Board and then City Council. Legislative Regular Agenda F Consideration and possible action to recommend the annual approval of the Ordinance establishing standards of care that exempts the after-school and summer recreation programs from state licensing requirements. Traci Stengle stated this has to be done every year. It is something that has to be done for the camp programming and we are not recommending any changes and this has been in place since These are minimum standards that we operate our summer camp programs which includes qualifications for staff, required training and ratio between staff and campers. Traci Stengle explained the program meets the minimum standards but generally our standards are higher. Eric Nuner stated this is the 3 rd time that it has been brought to the board and it has to be done annually. Child and Family Page 17 of 19

18 Protective Services is responsible for the state law that requires child care facilities be licensed and we have an exemption. Traci Stengle stated that in place of the licensing we have to have an ordinance for Standards of Care. Jim Hougnon brought forward some possible errors in wording on the ordinance. He stated that the last clause on section 3 of the ordinance: it should read shown instead of show. And he stated that for next year the purpose should be looked at. He stated he thought the purpose is to provide for the safety and welfare of the children in the program rather than to get the state off our back. Traci Stengle stated that clause can be added in there. Traci Stengle clarified that the purpose of the standards is to maintain the safety of the children. She also stated that in the camp manual the purpose of the staff and primary job role is safety. Motion made by Mike Simpson second by Scott Macmurdo to recommend the annual approval of the Ordinance establishing standards of care that exempts the after-school and summer recreation programs from state licensing requirements. Approved 7 0 G Consideration and possible action to recommend approval of a contract with Ritter, Botkin Prime Construction Company, Inc. of Pflugerville, TX in the amount of $121, for the construction of a columbarium in IOOF Cemetery. Eric Nuner stated this has been on the project log several months. There were 5 bidders for this project. Prime Construction came in with low bid and within budget. Prime Construction is also the Garey Park contractor and have been a great partner with Garey Park. Initially, the plan was for about 150 niches and going through the design process it would accommodate 180 niches. The base bid was for 180 niches and there were two alternates. The first alternate was to reduce down to 144 niches and would be a blank façade so as the need occurred the niches could be added. The other alternate is to do the blue road, as shown on the map, in the front to clean up where the whole loop matches. Because of alternate 2 was removing niches, it is actually a deduct of $9,864 and adding in the alternate 1, which is the road, this actually gets it down to $121,432. The budget after design is a little over $123,000 with those 2 alternates we are within budget. The niches will accommodate 2 urns. Jim Hougnon asked if the faces of the niches can be customized. Eric Nuner stated there will be a standard. Jim Hougnon asked and recommended the operation standards go to council and Eric Nuner stated if you put them in by ordinance it would go to council. Motion made by Wayne Beyer second by Scott Macmurdo to recommend approval of a contract with Ritter, Botkin Prime Construction Company, Inc. of Pflugerville, TX in the amount of $121, for the construction of a columbarium in IOOF Cemetery. Approved 7-0 Page 18 of 19

19 H Consideration and possible action to approve minutes from the January 11, 2018 meeting Adjournment Adjourn Motion made by Jim Hougnon second by Katherine Kainer to approve minutes from the January 11, 2018 meeting. Approved 7 0 Motion made by Katherine Kainer second by Larry Gambone to adjourn the meeting. Approved 7 0 The meeting adjourned at 6:47 pm. James Hougnon, Board Chair Katherine Kainer, Secretary Jill Kellum, Board Liaison Page 19 of 19