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HomeMy WebLinkAboutPark Land Dedication Committee-Agenda Packets-4/29/2014City of Colleyville Page 1 City of Colleyville Park Land Dedication Committee Agenda City Hall 100 Main Street Colleyville, Texas 76034 817.503.1000 www.colleyville.com Tuesday, April 29, 2014 6:30 p.m. Colleyville Public Library 110 Main Street - 2nd Floor 1. CALL TO ORDER 2. APPROVAL OF MINUTES September 14, 2009 3. REGULAR AGENDA ITEMS 3a Approval of the new bylaws for the Park Land Dedication Committee 3b Discussion and consideration of approving the use of Park Land Dedication Fund monies for the Pleasant Run Soccer field improvements 4. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA 5. ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday, April 25, 2014 by 5:00 p.m. Kathy E. Moore Administrative Assistant A quorum of the Colleyville City Council may be in attendance at this meeting. Any matter on this agenda may, at the discretion of the governing body, be opened for public comment and discussion. Park Land Dedication Committee Agenda April 29, 2014 City of Colleyville Page 2 If you plan to attend this public meeting and have a disability that requires special accommodations, please advise the Administrative Assistant at least 48 hours in advance at 817.503.1180, and reasonable accommodations will be made to assist you. PARK LAND DEDICATION COMMITTEE MINUTES Monday, September 14, 2009 5:30 p.m. The meeting was called to order at 5:33 p.m. on Monday, September 14, 2009, at the Parks Annex located at 5109 Bransford Road. ROLL CALL: Park Land Dedication Committee Members: David Dudziak, Michael Clardy, Brian Estridge and Vince Rosen STAFF: Monica Sue Walsh Director of Parks and Recreation and Chuck Majors Parks Superintendent 1. Call to Order 2. Approval of the February 12, 2002 and the September 3, 2008 Park Land Dedication Committee Meeting Minutes Michael Clardy made a motion to approve the February 12, 2002 meeting minutes. Vince Rosen seconded the motion. The vote was unanimous. David Dudziak made a motion to approve the September 3, 2008 meeting minutes. Vince Rosen seconded the motion. The vote was unanimous. 3. Discussion and Consideration of Redirecting Park Land Fund Monies Monica Sue Walsh Director of Parks and Recreation gave an overview of the status of the Park Land Fund monies and informed the Committee that Castleton Trail, McDonwell School Trail and Sparger Park Trail projects were all completed under budget. Staff and City Council seeks the Committee’s recommendation to redirect Park Land fund monies back into the Park Land Dedication Fund. Vince Rosen made a motion to redirect Castleton Trail ($7,044), McDonwell School Trail ($9,210) and Sparger Park Trail ($4672), for a total of $20,926, to return to the Park Land Dedication Fund. Brian Estridge seconded the motion. The vote was unanimous. Park Land Dedication Committee Meeting September 14, 2009 Page 2 of 2 4. Discussion and Consideration of Funding Senior Center Open Space Elements Monica Sue Walsh Director of Parks and Recreation provided a history and overview of the Senior Center open space area, noting that it is a public park with emphasis on senior lifestyle and compatibility to the neighborhood. Monica informed the Committee that at the August 25, 2009 annual board meeting, the Colleyville Economic Development Corporation (CEDC) reduced the Phase II funding for the Senior Center Open Space Elements from $350,000 to $200,000. Additionally, Walsh stated that City Council approved the design of the trail for the Senior Center open space as the first priority and that Phase II would include the design elements. Staff and City Council seeks Committee recommendation to fund the $150,000 balance for the Senior Center Open Space Elements out of the Park Land Dedication Fund. David Dudziak made a motion to approve the use of $150,000 from Park Land Dedication Funds for the Senior Center Open Space Elements. Vince Rosen seconded the motion; the vote was a tie. 5. Adjournment The meeting adjourned at 6:22 p.m. Minutes prepared by: Kathy E. Moore Administrative Assistant City of Colleyville Page 1 City of Colleyville Park Land Dedication Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 04/29/2014 Number Type Regular Agenda Items Department Parks and Recreation Title Approval of the new bylaws for the Park Land Dedication Committee Explanation All boards, commissions and committees were asked to review and update their current bylaws and to submit them in a new uniformed template provide by the City Secretary's office. Guidelines for the Park Land Dedication Committee were established within Ordinance O-98-1129 and were used to create the new bylaws. A draft of the new bylaws are attached for Committee consideration of approval. Once approved the bylaws will be presented to City Council for their approval. Attachments 1.Ordinance O-98-1129 2.Park Land Dedication Advisory Board Bylaws - Draft PARK LAND DEDICATION COMMITTEE BYLAWS ARTICLE I – Identification and Purpose The Park Land Dedication Committee was established by the City Council of Colleyville, Texas, by Ordinance O-91-823 on June 4, 1991 and was amended by Ordinance O-98-1129 on December 15, 1998. The purpose of the Park Land Dedication Committee is to serve in an advisory capacity to the Planning and Zoning Commission and the City Council relating to proposed park land dedication fund expenditures and proposed updates to the Parks and Recreation Master Plan. ARTICLE II – Membership 2.1The Park Land Dedication Committee shall consist of four (4) members; Two (2) members of the Planning and Zoning Commission and two (2) members of the Parks and Recreation Advisory Board. The Planning and Zoning Commission and Parks and Recreation Advisory Board shall make a recommendation from their respective membership to the City Council. The Park Land Dedication Committee members shall be appointed by the City Council for a term that shall run concurrent with their terms on the Planning and Zoning Commission and the Parks and Recreation Advisory Board. 2.2Members shall serve without compensation and until their successors are appointed. 2.3Members must be residents of Colleyville, Texas unless City Council waives the residency requirement. 2.4Vacancies on the Park Land Dedication Committee shall be reported to the City Secretary. The Planning and Zoning Commission and Parks and Recreation Advisory Board shall make a recommendation from their respective membership to the City Council. The vacancies will filled by appointment of the City Council for the length of the unexpired term. 2.5If a member of the Park Land Dedication Committee fails to maintain a seventy-five percent (75%) attendance record for all regularly scheduled meetings, City staff liaison will notify the City Secretary. City Council may, at its discretion, declare a vacancy, advertise the open position or appoint a replacement without advertising. Park Land Dedication Committee Bylaws Page 2 of 3 ARTICLE III – Meetings 3.1Meetings shall be held on an as needed basis and meeting dates, times and location may be changed as necessary. Meetings must be held in accordance with the provisions of the Texas Open Meetings Act. 3.2Members unable to attend a regular meeting shall notify the staff liaison by noon of the meeting day. 3.3A majority of the voting Park Land Dedication Committee shall constitute a quorum to conduct business of the Park Land Dedication Committee. However, no action shall be approved with less than three affirmative votes of the Park Land Dedication Committee members. The actions of the Park Land Dedication Committee members, present at a meeting, at which a quorum is in attendance, shall constitute the recommendations of the Park Land Dedication Committee. 3.4Meeting agendas will be posted on the City Hall bulletin boards and the City’s web site 72 hours prior to a meeting. Meeting agenda packets will be available to the public on the City’s website 72 hours prior to a meeting. Approved meeting minutes will be included in City Council agenda packets under Reports. 3.5Meeting agenda packets will be emailed to each committee member 72 hours prior to a meeting. 3.6The City staff liaison shall preside at all meetings. 3.7City staff shall take minutes of the meeting and serve as custodian of Park Land Dedication Committee records. 3.8Special meetings may be called at the request of City Council, City staff liaison, or a Committee member of the Park Land Dedication Committee for the transaction of business. Posting and notification of meeting requirements shall apply to special meetings. 3.9The Park Land Dedication Committee may establish sub committees as deemed appropriate. Such committees will be dissolved upon completion of the charge or task. ARTICLE IV – Duties and Responsibilities 4.1The Park Land Dedication Committee acts in an advisory capacity to the Planning and Zoning Commission and City Council in all matters pertaining to proposed park land dedication fund expenditures. 4.2The Park Land Dedication Committee shall review the Parks and Recreation Master Plan every three (3) years and make recommendations for modification and alteration. Park Land Dedication Committee Bylaws Page 3 of 3 4.3The Planning and Zoning Commission representatives to the Park Land Dedication Committee shall sign the Acknowledgement Statement in accordance with the Colleyville City Charter, Section 14.02, Personal Financial Interest, Subsection G, Oath, which acknowledges familiarity with the referenced section and Chapter 171 of the Local Government Code pertaining to conflict of interest. 4.4The Planning and Zoning Commission representatives to Park Land Dedication Committee shall meet the filing requirements of the Disclosure Act. The City is required to place all Conflict Disclosure Statements submitted to the City on the City’s web site. 4.5The Park Land Dedication Committee member will take the Attorney General Texas Open Meetings Act on-line training course or obtain a dvd of the training course from the City Secretary, and provide a copy of the Certificate of Course Completion to the City Secretary. The training must be completed not later than the 90th day after the date the member takes the oath of office or otherwise assumes responsibilities as a member of the governmental body. ARTICLE V – Amendments 5.1These bylaws may be amended by a majority vote at any regular meeting, if all members have been notified of the proposed amendment 72 hours prior to such meeting. Amendments must be in compliance with applicable City ordinances. City of Colleyville Page 1 City of Colleyville Park Land Dedication Committee Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3b Agenda Date 04/29/2014 Number Type Regular Agenda Items Department Parks and Recreation Title Discussion and consideration of approving the use of Park Land Dedication Fund monies for the Pleasant Run Soccer field improvements Explanation The Pleasant Run Soccer Complex was completed in 1994, and staff has identified the replacement of two capital items that were original to the construction of the Complex. The first is the original fencing around the fields that is at the end of its useful life with an estimated cost of $25,000. The other is the original irrigation components and configuration on the game fields, which were installed during the construction of the Complex in 1994. With changes in irrigation, technology and equipment, and recent water restrictions that were not in effect in the 1990's, the irrigation system needs to be reconfigured and replaced to provide maximum watering efficiency with the least use of water possible. Again, this is the original irrigation configuration, and replacement of the system on the game fields is estimated to cost $100,000. As contained in the attached excerpt from the Executive Summary of the 2011 Parks, Recreation, and Open Space Master Plan adopted in December 2011, there is an identified need for three additional playgrounds. The Complex is used by over 1,000 participants and their families during the both the spring and fall seasons, and there is not a playground on the site close to the game fields. Due to the consistent large number of visitors to this site during both seasons, and its adjacency to the Cotton Belt trail, staff is recommending the placement of a playground on this site. The estimated cost of this playground is $75,000. The total cost of the three recommended improvements is $200,000, and the recommended source of funding is the Park Land Dedication Fund. The improvements are an allowable use of funds under the provisions in attached Ordinance O-98-1129. There is an unallocated balance of $1,414,038 as of March 31, 2014, per the attachment - Financial Status of the Park Land Dedication Fund. At the April 7, 2014 meeting, staff presented this recommendation for expenditure of Park Land Dedication funds to the Parks and Recreation Advisory Board, and received unanimous approval from the Board that it be presented to the Park Land Dedication Committee for their consideration. Staff is seeking a recommendation for approval to present this request to the City Council for their consideration at a future meeting. Park Land Dedication Committee Agenda Briefing 3b City of Colleyville Page 2 Financial Impact The proposed expenditures of $200,000 would be paid from the available funds in the Park Land Dedication Fund which are $1,414,038 as of March 31, 2014. Attachments 1.Outdoor Facility Needs - 2011 Parks, Recreation and Open Space Master Plan - December 2011 2.Ordinance O-98-1129 3.Financial status of the Park Land Dedication Fund at March 31, 2014 Executive Summary ES – 9 Outdoor and Indoor Facilities OUTDOOR FACILITY NEEDS AND RECOMMENDATIONS The City of Colleyville has been proactive in providing outdoor athleticfacilitiesfor competitive use and,therefore,does not need to develop additional competitive use facilitieswithin the next five years. However, alevel of serviceanalysis of practice facilities and non-athletic outdoor recreation facilities does indicate a need(see Figure ES 3). These needs align with the results of the public involvement process,in which many residents expressed the need for more trails and passive park amenities for family use. The majority of the facilities shown in Figure ES 3 can be constructed along with park development; however, some recreational facilities could be constructed independently of other park development projects. Figure ES 3 Outdoor Facility Needs (These needs are based on a level of service analysis and may not be directly reflected in the Implementation Plan) Athletic Facility Needs (2011–2016 or 5 Year Target)* x Multi-Purpose Practice Fields**2 Fields x Basketball Goals 2 Goals*** Non-Athletic Facility Needs (2011–2016 or 5 Year Target)* x Paved Hike and Bike Trails 4 Miles x Natural Surface Trails 2 Miles x Playgrounds 3 Playgrounds x Pavilions 2 Pavilions *Deficiencies based on a projected 2016 population of 24,115 **Open fields designed or usable for football, soccer, and baseball practice ***One full-court or two half-courts FINANCIAL STATUS OF PARK LAND DEDICATION FUND AT 3-31-2014 TOTAL REVENUES $3,639,385 TOTAL INTEREST INCOME REC'D $537,965 LESS EXPENSES: KIDSVILLE DONATION $1,000 LANDSCAPING NATURE CENTER $1,169 NATURE CENTER TREES $1,035 KIMSEY PARK APPRAISALS $4,700 CITY PARK SOD $72,881 TPWD KIMSEY PARK GRANT $8,800 COTTONBELT TRAIL I $161,447 COTTONBELT TRAIL I ROW ACQUISITION $32,323 WEBB HOUSE RESTORATION $98,584 COTTONBELT TRAIL II $147,006 MC DONWELL SCHOOL TRAIL $162,790 PARK PROPERTY $508,047 CASTLETON TRAIL $18,956 MC PHERSON PARK PHASE I $1,084,147 LOG BARN $111,000 SPARGER PARK TRAIL $82,838 TOTAL EXPENSES $2,496,722 LESS ENCUMBERANCES: COTTONBELT TRAIL II $61,292 COTTONBELT TRAIL III $185,297 WEBB HOUSE TRAIL $20,000 TOTAL ENCUMBERANCES $266,589 TOTAL AVAILABLE AT 3-31-2014 $1,414,038