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HomeMy WebLinkAboutParks and Rec Advisory Board-Agenda Packets-2/6/2017City of Colleyville                                                                                    Page 1 City of Colleyville Parks and Recreation  Advisory Board Agenda City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, February 6, 2017 6:00 p.m. Colleyville Public Library 110 Main Street ­ 2nd Floor  1.CALL TO ORDER 2. APPROVAL OF MINUTES  July 18, 2016 3.REGULAR AGENDA ITEMS    3a Introduction of new Parks and Recreation Advisory Board members    3b Election of a Parks and Recreation Advisory Board Chair and Vice  Chair    3c Recommendation and consideration of representatives to serve on  subcommittees    3d Discussion of future meeting dates    3e Review recommendation of FY17 Parks, Recreation, Open Space, and  Trails Master Plan vendor candidate 4. REPORTS    4a Recreation, Athletics, and Senior Center report    4b Parks overview of ongoing and accomplished projects 5.CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON  THE AGENDA 6.ADJOURNMENT I hereby certify this agenda was posted on City Hall bulletin boards Friday,  February 3, 2017 by 5:00 p.m. Julie Prewitt Administrative Support Specialist A quorum of the Colleyville City Council and/or any other Colleyville Board,  Commission, or Committee may be in attendance at this meeting. Parks and Recreation  Advisory Board Agenda February 6, 2017   City of Colleyville                                                                                 Page 2 Any matter on this agenda may, at the discretion of the governing body, be  opened for public comment and discussion. 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.  City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Minutes City Hall 100 Main Street Colleyville, Texas 76034 817. 503.1000 www.colleyville.com Monday, July 18, 2016 6:00 p.m. Colleyville Public Library 110 Main Street - 2nd Floor 1. CALL TO ORDER Chair Michelle McGarry called the meeting of the Parks and Recreation Advisory board to order on July 18, 2016, at 6:03 p.m. ROLL CALL Present: Chair Michelle McGarry and Board members Debra Minea, Charles Bethards, Mitali Mandlekar, and Hillary Schwanbeck. City staff: Assistant City Manager/Director of Public Safety Mike Holder, Recreation and City Events Manager Lisa Escobedo, Parks Manager Heather Dowell and Administrative Support Specialist Julie Prewitt. Absent: Vice Chair Ajit Purandare and Board members Leti Carson and Ken Llewellyn; Youth Sport Associations Liaisons: Colleyville Baseball Association representative Brenton Johnson, Colleyville Girls Softball Association representative Brent Hines, Colleyville Lacrosse Association representative Erika Davis Noble, and Colleyville Soccer Association representative Patrick Dunagan. 2. APPROVAL OF MINUTES April 4, 2016 Board member Debra Minea moved to approve the April 4, 2016 meeting minutes as written. Board Member Hillary Schwanbeck seconded the motion. The motion carried unanimously. 3. REGULAR AGENDA ITEMS 3a Voluntary Park Fund Programming Presentation Parks Manager, Heather Dowell, informed the board her presentation is the beginning of streamline funding requests as she helps create the vision for Colleyville’s Parks through the Parks Master Plan. Manager Dowell presented an outline of six (6) items to be considered for funding from the Voluntary Park Fund not to exceed $137,000 over the next six months. 1-Shade structures in Pleasant Run Park: requesting replacement of fabric and painting of 7 shade structures, 2 new concrete bleacher pads, and 6 new shade structure frames and fabric not to exceed $45,000. Parks and Recreation Advisory Board MINUTES July 18, 2016 City of Colleyville Page 2 Board member Charlie Bethards asked what caused the holes in the fabric? Manager Dowell stated age, sun, and hail; there are a multitude of causes for the holes. Once fabric is 5 – 7 years old sun begins to fade and deteriorate fabric. Board member Charlie Bethards asked if there will be a request every 5 years for $45,000 to replace fabric. Manager Dowell informed the board the plan is to replace the fabric in approximately seven years, average life of fabric. Board member Hillary Schwanbeck asked if it would be the full $45,000. Manager Dowell stated request would be for $15,000 to $20,000 to install and replace fabric. Board member Mitali Mandlekar wanted to know if we would be able to select the vendor for fabric and select a fabric that would last longer . Manager Dowell let the board know parks is currently seeking different vendors and options. Board member Charlie Bethards wanted to know if fabr ic was the right material. Manager Dowell stated fabric is a good option, because it is less expensive initially and metal covers become damaged with hail and paint fades. The metal covers would still require re-painting and you would have structure with damage unless it could be replaced. Additionally, metal retains more heat. Board member Hillary Schwanbeck noted metal will add to the noise when it rains. 2 – Trash and recycle receptacles at Pleasant Run Park: requesting to replace 20 trash and 20 recycling receptacles in Pleasant Run Park to create a unified and consistent look throughout our parks not to exceed $36,000. Board member Hillary Schwanbeck expressed concern over the high cost of the receptacles, and Manager Dowell informed board the cost is $800 to $1,000 each. There are less expensive ones available but, they do not last as long; this investment will be rewarded with only needing repainting in the future. Board member Hillary Schwanbeck asked if pricing was based on perfect match to other receptacles being used or a close match. Manager Dowell explained the receptacles being proposed are exactly the same and this will allow the parks department to keep parts on hand for any repairs needed and keep Colleyville’s high standards. Board member Mitali Mandlekar asked if the new recepta cles could have lids, like the current models. Manager Dowell stated rain guards can be added to the receptacles, and the parks department has reviewed purchasing this item. Assistant City Manager /Director of Public Safety, Mike Holder, informed the board maintaining cans that tip over and require trash to be cleaned up incur increased staff time expense. The new receptacles would affix to the ground and alleviate this expense. 3 – Landscape and irrigation conversion at Pleasant Run Park: requesting to remove old plant material, replacing with new beds and retro-fit irrigation to a drip system not to exceed $20,000. Chair Michelle McGarry expressed concern that the request did not include enough funding to cover scope of work. Manager Dowell explained the project would be completed using funding from the Voluntary Park Fund and utilizing City landscaping funds and staff. Board member Debra Minea asked if there Parks and Recreation Advisory Board MINUTES July 18, 2016 City of Colleyville Page 3 would be more maintenance costs associated with the new larger beds. Manager Dowell stated associated costs would be dependent on choosing the right plant material that would not require a lot of trimming. It also would include staff checking irrigation, which is a service already in place, and then weeding the beds. Board member Debra Minea inquired if the area in question was up on a mound and will the beds be on top? Manager Dowell informed the board the beds will be towards the top of the berms and visible from the road; in addition to plants, trees will be added to that area. 4 – Repaint restroom interior floors and walls at Sparger Park and City Park: requesting to repair cracks and seal floors, remove peeling paint, and repaint to clean and brighten area not to exceed $12,000. 5 – Fence replacement at Sparger Park: requesting to remove current fence by city staff and replace fence along the large parking lot and private property for safety and aesthetics not to exceed $15,000. Board member Debra Minea inquired if the same kind of fence would be installed. Manager Dowell stated plan is to use the same material, it should last approximately 15 years. 6 – Replace City Park softball scoreboards: requesting to remove and replace the current 18 year old scoreboards with basic scoreboards that will include timers and wireless controllers not to exceed $9,000. The current boards have been experiencing issues with buried wires connecting controllers, and controllers requiring repair taking two – six weeks. The goal is to attract more softball tournaments to create additional revenue to off-set upkeep expenses already being incurred. The Colleyville Girls Softball Association would like to partner with the City providing $6,000 towards the total costs of $15,000. The baseball association is currently in need of more fields with lighting, focusing their current funding on this issue. They will keep scoreboards for the fields on their list of priorities. Board member Charlie Bethards expressed concern on the ease of use. Manager Dowell stated new boards will be easy to use and will include wireless control boxes, eliminating the issues with the underground wiring. The scoreboards will include a 5 year warranty. Board member Charlie Bethards inquired about type of batteries wireless controllers will use. Manager Dowell responded the controllers will use inexpensive AA batteries. Board member Hillary Schwanbeck requested a review of Voluntary Park funding source. Manager Dowell informed the board when a new water connection is established the water bill includes an additional voluntary charge of $2.00 or $5.00 paid to the fund monthly. The payments are constant and consistent. Board member Charlie Bethards inquired if there would be further requests for a significant amount of funding at every meeting. Manager Dowell informed the board the presentation proposes funding projects over the next six months and to make updates at the next meeting; going forward the plan is to present projects Parks and Recreation Advisory Board MINUTES July 18, 2016 City of Colleyville Page 4 covering six months to a year. There is a large fund balance and would like to make plans accordingly to line up with the Parks Master Plan and maintain the current park system. Board member Debra Minea inquired if current focus is on soccer fields and Sparger Park, do you anticipate other parks requiring updating, what’s left? Manager Dowell responded the baseball fields, the shade structures at the baseball fields; every park could use updating, she would really like to do one park at a time, bringing it up to standards. Board member Charlie Bethards moved to approve the use of Voluntary Park Funds for the improvement of shade structures in Pleasant Run Park, replace trash receptacles, repaint restroom interior floors and walls, landscape and irrigation at Pleasant Run Park, fence replacement at Sparger Park and City Park softball scoreboards in an amount not to exceed $137,000. Board member Debra Minea seconded the motion. Motion passed unanimously and recommendation will be forwarded to City Council. Assistant City Manager/Director of Public Safety Mike Holder informed the board Manager Dowell has worked hard on reviewing the parks program and putting together a long range plan, instead of piecing items together. They have a long range plan to operate similar to the Colleyville Crime Control Prevention District, presenting a one year budget for annual approval, with a five year vision. Board member Debra Minea reviewed the funding data and informed the board the annual donations will cover the requested funding. Board member Charlie Bethards questioned whether this was only funding available. Manager Dowell stated, no, there are different funds that have different dedicated purposes. We target the fund that best suites the need. Board member Mitali Mandlekar inquired if there were impact fees that could go towards new park construction? Manager Dowell responded, yes, Park Land Dedication Fund; when new projects are started they pay into it. Funds in Park Land Dedication have been earmarked for the next big park development/addition. Most projects being considered have 2 to 4 different funds covering the costs, allowing a reserve to be left in each fund. Board member Mitali Mandlekar inquired if Voluntary Park Fund mainly used for maintenance projects or include: trails, areas along trails, erosion control? Manager Dowell informed the board it covers all basis. 4. REPORTS 4a Recreation, Athletics, and Senior Center Report Lisa Escobedo, Recreation and City Events Manager, updated the Board on Recreation, Athletics, Tennis, and the Senior Center activities for April, May and Parks and Recreation Advisory Board MINUTES July 18, 2016 City of Colleyville Page 5 June 2016. Manager Escobedo informed the Board members about the Texas Junior Anglers event held April 23, 2016 at the Colleyville Nature Center, over 150 people attended this free event. Manager Escobedo stated all youth sport associations finished their spring seasons and in June the summer recreation classes and programs began. Manager Escobedo reported Youth Summer Volleyball League began June 20th with a total of 14 teams participating and Fall Volleyball registration will begin July 25th. Summer Tennis Leagues in City Park have begun with 7 teams generating $1,530 in revenue. Manager Escobedo updated the board on Senior Center activities including AARP tax help assisting 156 people and April 15, 2016 the Annual Senior Prom was held providing free dancing, food and fun. Manager Escobedo reported the Senior Center received a Grant from the Colleyville Woman’s Club in the amount of $4,000 to purchase new furniture for the Senior Center’s entryway. Upcoming items of interest: Summer Reading Finale will be held on July 29, 2016 and the Senior Health Fair is scheduled for September 9, 2016. 4b Parks Department Update Heather Dowell, Parks Manager, informed the Board L.D. Lockett project is in the final stages of review; previously project had been approved on old standards and had to be reevaluated. Manager Dowell will request to be placed back on contractor’s calendar once final approval is received and will inform the board of projected start date once she receives the date from contractor. Manager Dowell stated Parks has re-landscaped front beds at Webb House, keeping in the time period of the house, utilizing $1,285.40 donated by Colleyville Garden club. Manager Dowell advised the Board that the plant material has been removed from the circle bed at Pleasant Run Soccer Complex and she will design a new bed. Work is almost complete on the lower Pleasant Run Practice Soccer Fields; grading was completed and irrigation is almost done and then final grading will be performed. Parks department plans to start seeding the practice fields on Thursday. Manager Dowell informed the board about the recent collaboration between parks and GIS departments recording all the park’s asset information into the GIS system to be used during Parks Master Plan conception. This will allow tracking of what the City has now and plan for future growth and replacement. Manager Dowell advised that the RFP for Parks Master Plan is currently being reviewed and is scheduled to go out by the end of the month. 5. CITIZEN COMMENTS/PRESENTATIONS REGARDING ITEMS NOT ON THE AGENDA Parks and Recreation Advisory Board MINUTES July 18, 2016 City of Colleyville Page 6 There were no additional citizen comments/presentations regarding items not on the agenda. 6. ADJOURNMENT Board member Charlie Bethards moved to adjourn the meeting, and Board member Hillary Schwanbeck seconded. Motion carried unanimously. Chair Michelle McGarry adjourned the meeting at 6:57 p.m. APPROVED BY A VOTE OF ____AYES, ___ NAYS, AND ___ ABSTENTIONS ON THIS THE ___ DAY OF ___ 2016. Minutes taken and prepared by: Julie Prewitt Administrative Support Specialist City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3a Agenda Date 02/06/2017 Number Type Regular Agenda Items Department Parks and Recreation Advisory Board Title Introduction of new Parks and Recreation Advisory Board members Explanation This item provides an opportunity to introduce newly appointed Parks and Recreation Advisory Board members and allow Parks Manager, Heather Dowell, give an overview of the City of Colleyville's Parks. Attachments 1.Parks and Recreation Advisory Board Members 2.Parks Business Plan - FY17 Updated 1/30/2017 PARKS AND RECREATION ADVISORY BOARD PLACE 1 Rich Hendler 2100 Highland Meadows Colleyville, TX 76034 H: (817) 821-0005 W: (682) 220-4651 rjhen52@gmail.com TERM: Dec 2016 - Dec 2018 PLACE 2 Cliff LeBlanc 6013 Volterra Court Colleyville, TX 76034 H: (817) 800-6383 W: (972) 603-3493 cliff@leblanc.net TERM: Dec 2016 - Dec 2017 PLACE 3 John Hillebrand 7804 Tillman Hill Court Colleyville, TX 76034 H: (817) 798-0112 hille@sbcglobal.net TERM: Dec 2016 - Dec 2018 PLACE 4 Mitali Mandlekar 4701 Mill Crossing West Colleyville, TX 76034 H: (817) 524-9310 mitali.mandlekar@gmail.com TERM: Dec 2015 - Dec 2017 PLACE 5 Natalie Genco 1104 John McCain Road Colleyville, TX 76034 H: (817) 421-6828 nataliegenco@gmail.com TERM: Dec 2016 - Dec 2018 PLACE 6 Ajit Purandare 1109 Riverwalk Court Colleyville, TX 76034 W: (202) 361-7674 H: (682) 325-4172 apurandoc@aol.com TERM: Dec 2015 - Dec 2017 PLACE 7 Jim Hasenpflug 6609 Kennedy Drive Colleyville, TX 76034 H: (817) 488-0900 W: (817) 308-0091 jim@hasenpflug.net TERM: Dec 2016 - Dec 2018 PLACE 8 Hillary Schwanbeck 5816 Quality Hill Colleyville, TX 76034 W: (817) 552-7302 H: (832) 656-4977 hillary.schwanbeck@gmail.com TERM: Dec 2015 - Dec 2017 YOUTH SPORT ASSOCIATIONS LIAISONS Colleyville Baseball Association Brenton Johnson BrentonJohnson@me.com Colleyville Lacrosse Association Erika Davis-Noble erikadavisnoblecpa@sbcglobal.net Colleyville Soccer Association Patrick Dunagan president@ColleyvilleSoccer.net Colleyville Softball Association Matt Koch matt@colleyvillesoftball.com Parks Department FY 2017 Department Business Plan Department Description The Parks Department serves the community by managing and maintaining the City’s parks and open spaces. Department staff take special care to provide unique and highly aesthetic places for Colleyville’s park patrons to get connected and experience community in the outdoors. Department efforts are focused primarily in the areas of park and athletic field maintenance, but Parks staff also perform a myriad of other services throughout the City that serve to protect public assets, beautify public spaces, and meet the needs and desires of our citizens. The Parks Department consistently and strategically evaluates the services and amenities that it provides in an effort to stay relevant to the citizens of Colleyville. Core Services To successfully accomplish the duties of the Department, Parks is responsible for the following core services: 1. Park and Facility Maintenance C1-Provide attractive and unique spaces for enjoyment of personal interests and community interaction C5-Achieve the highest standards of safety and security B2-Proactively seek process improvements and sustainable solutions F2-Invest to provide and maintain high quality public assets The Parks Department is responsible for the maintenance of approximately 270 acres of parkland and public property within Colleyville. These properties, located throughout the city, include community parks such as City Park, McPherson Park, and Pleasant Run Park as well as neighborhood parks such as Kimzey, Sparger, and Woodbriar Parks. Additionally, the Parks Department oversees the maintenance of medians and other open space on City-owned property and land leased to the City (such as the Cotton Belt railroad right-of-way). Park and open space mowing and horticulture maintenance is performed by an outside vendor for the aforementioned areas. Parks staff are responsible for the maintenance and operation of restroom facilities, pavilions, trails and other amenities such as tennis courts and sand volleyball courts at each park. Playground safety inspections, routine maintenance, and repairs are also a critical role performed within the scope of this service. The Parks Department also works to protect, care for, and maintain trees throughout the City, often times working closely with the City’s Urban Forester. 2. Athletic Field Maintenance C1- Provide attractive and unique spaces for enjoyment of personal interests and community interaction C5- Achieve the highest standards of safety and security B2- Proactively seek process improvements and sustainable solutions F2- Invest to provide and maintain high quality public assets Athletic Field Maintenance staff maintains approximately twenty two acres of hybrid turfgrass at four sports complexes. The primary facilities include game fields at City Park and the Pleasant Run Soccer Complex as well as practice facilities at Pleasant Run Park and Reagan Park. The Parks Department provides fine-cut mowing, and assorted horticultural maintenance to maintain the health and quality of the turfgrass and associated ancillary facilities. These services ensure that the City’s athletic fields are both safe and highly aesthetic. Colleyville’s award winning athletic fields have become a staple of the community, which boost participation in the youth sports and provide an economic benefit to the City. 3. Youth Sports Association Management C2-Deliver high quality and unique customer service B3-Utilize partnerships to implement cost-effective service solutions The Parks Department has the privilege of working with the Colleyville Baseball Association, the Colleyville Girls Softball Association, and the Colleyville Soccer Association to deliver wide reaching and high quality opportunities for residents and visitors to utilize the athletic complexes in the city. The Associations serve to promote and market the youth sports programs and to coordinate participant registration, game schedules, team formation, concession operations, and fund raising for park enhancements. Staff work year-round with the associations to coordinate special events, tournaments, park enhancement projects, practice locations, and special requests. The Parks Department also staffs weekend games and tournaments to provide players, coaches, and spectators a world class experience at our Parks. 4. Trail System Management C1- Provide attractive and unique spaces for enjoyment of personal interests and community interaction C4-Provide mobility enhancements that complement neighborhoods C5- Achieve the highest standards of safety and security F3-Forecast needs and plan for the future, balancing priorities with resources Management of Colleyville’s trail system consists of routine inspections and maintenance coupled with planning and prioritizing for future expansion of the system. The Parks Department currently maintains over fourteen miles of trail with the Cotton Belt Trail serving as the central core of the system. Staff serve to ensure that trails remain safe and clean by addressing items such as the encroachment of low hanging tree limbs and litter. To meet the expressed desires of Colleyville citizens, Parks Department staff work closely with the Public Works and Community Development departments to develop trail system expansion plans that promote active recreation, good health, and access to schools, stores and workplaces. 5. Public Property Management C1- Provide attractive and unique spaces for enjoyment of personal interests and community interaction B1-Seek innovative technology solutions where appropriate B2- Proactively seek process improvements and sustainable solutions F2- Invest to provide and maintain high quality public assets F3- Forecast needs and plan for the future, balancing priorities with resources In addition to the park properties, Parks Department responsibilities also include maintenance of the grounds and landscaping on the premises of public buildings which include City Hall, the Public Library, the Colleyville Center, Justice Center and the Senior Center, and turf maintenance for four Fire Stations. The Parks Department also manages the maintenance of the landscaping in various rights-of-way such as the roundabouts and medians along Glade Road. Water is a necessary component in maintaining highly attractive parks, athletic fields, and landscaped areas. The proper management of public irrigation systems is a critical component in the responsible use of water. Parks Department staff ensure the proper function of over forty irrigation systems located throughout the city. These systems are located in roadway medians and roundabouts as well as on athletic fields and on the premises of public buildings, such as the Justice Center and City Hall. The evaluation and upkeep of irrigation systems through routine inspections and maintenance constitute a large part of this core service. Additionally, staff serve to review irrigation plans for various public improvement projects, prioritize the replacement of current systems, and increase water conservation by modernizing components within each system. Staff also custom tailor system programming and closely monitor system use through a centralized computer system. The Parks Department is constantly evaluating innovative solutions in the areas of field maintenance techniques and irrigation technology that reduce the amount of water necessary to maintain safe and attractive parks and athletic fields. Performance Measures & Vital Statistics Performance Measures FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 Target Percentage of competitive athletic fields meeting departmental maintenance standards New Measure New Measure 80% 80% 80% ≥ 85% Percentage of park inspections meeting standards 85% 87% 80% 95% 95% ≥ 85% Vital Statistics FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 Number of staff hours dedicated to athletic field maintenance and game preparation 4,725 4,884 3,697 4,032 Percentage of revenue recovery N/A 12% 12% 20% Number of youth sports participants 4,750 4,063 4,315 4,434 Percentage of participants that are non-residents for all youth sports 51% 49% 52% 52% Department Resources Parks Manager Parks Supervisor Crew Leader Parks Maintenance Park Maintenance Worker (2.5) Irrigation Specialist Crew Leader Athletic Fields Park Maintenance Worker (3.5) PERSONNEL SERVICES , $635,541 CONTRACTUAL SERVICES , $589,252 SUPPLIES , $74,620 FY 2016 Budget: $1,299,413 5-Year + Outlook The 2011 Parks, Recreation and Open Space Master Plan has served as the guiding document for park enhancements and planning since its adoption in December. In order to ensure relevance of the plan with the community, and its desires, an update is expected to commence in mid-2016. A facility condition assessment will be conducted as part of the update and will provide the data necessary to prioritize park projects and to develop sound reinvestment strategies. Additionally, the plan will include an update to the trails master plan focused on providing connectivity throughout the community. People are at the center of the services that the Parks Department provides, but technology must be used to greater enable them to perform their jobs at a high level. The use of Geographic Information Systems (GIS) will be largely increased within the department. GIS will enable staff to more accurately account for assets throughout the parks and to make more decisions based on quantifiable data. Furthermore use of technology, such as a work order tracking system and electronic document storage is also being explored as part of the effort to proactively seek process improvements and sustainable solutions. Trees are a unique staple of Colleyville and highly valued by our citizenry. The Parks Department aims to develop a comprehensive “Tree Planting Program” with a goal of planting new trees throughout the parks to maintain the beauty and quality of life that only nature can provide. The plan will be based on data gathered as part of the department’s initiative to inventory and assess trees currently at each park. A critical element of the department’s ability to provide highly maintained and aesthetic parks and athletic fields is water. Great attention must be paid to water conservation efforts and projects that seek to reduce water use. As turfgrass fields are the most significant consumers of water use by the department, staff will work to formalize a “Turf Management Program” introducing new organic and mechanical processes to improve turf quality, while reducing water usage. Natural resource conservation and sustainability will be a key factor in all decisions we make. Standardizing and documenting processes is necessary to improve accountability, training and information sharing. For that reason, the department will be working to define our roles, responsibilities and work processes through the development of standard operating guidelines throughout the next five years. Departmental Assessment Strengths and Opportunities 1. Parks and Facility Maintenance C1-Provide attractive and unique spaces for enjoyment of personal interests and community interaction C5-Achieve the highest standards of safety and security B2-Proactively seek process improvements and sustainable solutions F2-Invest to provide and maintain high quality public assets ______________________________________________________________________ Strengths Staff has the tools and knowledge to address the majority of common facility related maintenance and repair issues. Selective use of contractual services allows staff to focus on their primary roles. Playground safety and inspection program headed by three staff Certified Playground Safety Inspectors (CSPI) Highly maintained and aesthetic park grounds, facilities and amenities. Use of Geographic Information Systems (GIS) as a decision making tool. Tennis court resurfacing program. _______________________________________________________________________ Opportunities Performance of a facility condition assessment (FCA) throughout the park system. Utilizing GIS mapping to identify all assets and provide conditional assessments to identify maintenance and replacement needs. A tree inventory will be conducted as part of the asset collection process; as they are one of our most valuable assets. Development of a Parks Department capital projects list that is integrated with the citywide CIP. Continue to evaluate the use of contractual services that are mutually beneficial to staff, park patrons and the bottom line. Standardize signage and entry signs throughout the park system. Increase public outreach to ensure that projects align with community needs and desires and provide educational outreach to improve natural resource conservation and a better understanding of what the Parks Department provides. Formalize a preventative maintenance routine for each park/facility. Implement a recycling program for all parks, athletic fields and trails. Plan landscape improvements, to provide more aesthetically pleasing designs, utilizing native and adaptive plants. Retrofit all spray heads in landscape beds to drip irrigation, in order to improve water conservation. Assess all turf irrigation and create a plan to change heads over to low-trajectory heads and implement cycle and soak programing, to further improve our water conservation practices. Create a plan to continue to improve landscape bed maintenance and turf maintenance with organic and mechanical processes. 2. Athletic Field Maintenance C1- Provide attractive and unique spaces for enjoyment of personal interests and community interaction C5- Achieve the highest standards of safety and security B2- Proactively seek process improvements and sustainable solutions F2- Invest to provide and maintain high quality public assets ______________________________________________________________________ Strengths Cross-training program that ensures all staff have the knowledge to perform athletic field maintenance. The Parks Department benefits from having high quality and up-to- date equipment. All routine maintenance and mowing of athletic fields is handled in- house. Laser leveling program targeting three softball or baseball fields annually. _______________________________________________________________________ Opportunities Establish a defined “Turf Management Program that includes new organic and mechanical process that will improve field turf quality and water conservation practices (including the practice fields). Evaluate additional species of grass for their ability to better withstand high traffic and drought conditions. Assess all turf irrigation and create a plan to change heads over to low-trajectory heads and implement cycle and soak programing, to further improve our water conservation practices. Increase the frequency of turf maintenance aimed at reducing field wear such as aerification, include the common areas around the fields in these processes to improve the overall health and look of the entire area (including the practice fields). Level and improve our maintenance processes on the non-formal practice spaces, to provide a better quality playing surface for the sports associations. Seek out partnerships to provide additional practice spaces for the youth sports associations. 3. Youth Sports Association Management C2-Deliver high quality and unique customer service B3-Utilize partnerships to implement cost-effective service solutions ______________________________________________________________________ Strengths Flexibility in staffing allows weekend games and tournaments to be staffed with minimal overtime. Ability to respond quickly to special requests made by the Associations. The Associations have a history of partnering with the City to enhance parks through donations and contributions. Automated field lighting system allowing the Associations to set light schedules to their specific needs. _______________________________________________________________________ Opportunities Improve communication between staff and the Associations in regards to playing field conditions, concerns, and usage. Increase staff presence at Association functions and Board meetings. Develop a standardized scheduling template for use by all Associations. Improve contract process to improve communication and timeliness of executed contracts. Work with associations to share and better utilize available practice spaces for the greater good of all involved. 4. Trail System Management C1- Provide attractive and unique spaces for enjoyment of personal interests and community interaction C4-Provide mobility enhancements that complement neighborhoods C5- Achieve the highest standards of safety and security F3-Forecast needs and plan for the future, balancing priorities with resources ______________________________________________________________________ Strengths Maintenance and inspection process to ensure that trails are clean and safe. Oversight and management of the “Parks and Trails Master Plan” to include review through the development process and recommendation of amendments to increase connectivity. _______________________________________________________________________ Opportunities Perform and inventory an assessment of all trail segments to include the creation of a comprehensive map. Broaden the scope of trail inspections which primarily target the Cotton Belt Trail and trails within parks. Continually seek to promote the trail system by evaluating opportunities to provide additional connections in line with citizen desires. Coordination with Grapevine, Hurst, and North Richland Hills to develop a standardized trail marking/signage scheme along the Cotton Belt Trail. Create and implement a plan for safety markings on the Cotton Belt Trail, to further improve the importance of safe trails. Perform and inventory of all amenities located on the trail, such as: benches, trash cans, bike racks, dog waste stations and etc. Utilize this inventory to assess what we need to add (recycling receptacles) and create a replacement/maintenance timeline to keep the trail aesthetically pleasing and in good working order for our citizens. This assessment will be utilized for the Master Plan. 5. Public Property Management C1- Provide attractive and unique spaces for enjoyment of personal interests and community interaction B1- Seek innovative technology solutions where appropriate B2- Proactively seek process improvements and sustainable solutions F2- Invest to provide and maintain high quality public assets F3- Forecast needs and plan for the future, balancing priorities with resources ______________________________________________________________________ Strengths Management of contractual services custom tailored to the needs of each specific property. Proactive planning and implementation of cost effective and sustainable improvements. Monthly inspection process of properties and all irrigation systems. _______________________________________________________________________ Opportunities Development of a work order type tracking system for repairs made at each property and throughout the irrigation systems. Conduct an inventory and assessment of all irrigation systems to include mapping critical components utilizing Geographic Information Systems (GIS) technology. Perform and inventory of all amenities located on the properties, such as: benches, trash cans, bike racks, dog waste stations and etc. Utilize this inventory to assess what we need to add and create a replacement/maintenance timeline to keep properties aesthetically pleasing and in good working order for our citizens. This assessment will be utilized for the Master Plan. Assess the functionality of the system, what improvement could be made to make it irrigate more efficiently and the life expectancy of the system. Create a maintenance plan to improve or replace systems. Define roles and responsibilities for each property with the Facilities Manager. Plan landscape improvements, to provide more aesthetically pleasing designs, utilizing native and adaptive plants. Retrofit all spray heads in landscape beds to drip irrigation, in order to improve water conservation. Assess all turf irrigation and create a plan to change heads over to low-trajectory heads and implement cycle and soak programing, to further improve our water conservation practices. Create a plan to continue to improve landscape bed maintenance and turf maintenance with organic and mechanical processes. Business Risk Assessment In October 2014, the City identified five (5) key business risks that have: (a) a high likelihood of occurrence; and (b) a high significance of impact to the organization. The five key business risks are: 1. Externally driven risks 2. Organizational sustainability 3. Physical evolution of our built environment 4. Change in community priorities 5. Expectations For the purposes of the Parks Department, the risks that have the potential of having a large impact upon the department have been identified in the chart below. Parks Department Business Risk Assessment Risk Category Risk Description Likelihood of Occurrence (high, medium, low) Mitigation plans in place? Action required? If action is required, briefly describe Externally driven risks Drought Conditions (Elevated water restrictions) High Yes Yes Additional hand watering/drip irrigation And use of organic materials and “wetting” agents. Externally driven risks Severe weather High In Progress; “Winter Weather Operating Procedures”. Yes The City is participating with the NCTCOG to develop a hazardous mitigation action plan. Organizational stability Loss of institutional knowledge / Medium Continue the staff rotation process started in Yes Begin a staffing rotation to broaden each lack of bench strength early 2015. Increase the use of GIS and the development of documented processes will offset information loss. employee’s knowledge. Document processes and procedures. Use technology (GIS) to keep better records. Create processes and procedures so some practices are spelled out. Physical evolution of our built environments Aging infrastructure Medium In progress The new master plan will line out infrastructure replacements for the next 5-10 years. Yes Performance of a facility condition assessment (FCA) and development of a capital projects list. Change in community priorities Shifting priorities / methodologies complicate planning Medium No Yes Respond as required and adjust as necessary. Ensure that planning is done transparently and communicated publicly. Expectations Gaps between needs and resources available Medium No Create a plan utilizing all funding sources Yes Continue to incorporate private sector business and management strategies. Citizen Survey – Opportunity Assessment While not all questions on the Citizen Survey directly correlate to work performed by an individual department, some do have direct correlations, and others are influenced by a number of departments. This section allows each department to identify how their work contributes citizen satisfaction, and opportunities to improve performance in areas that directly touches citizens. Many opportunities for improvement may have already been identified in previous sections of the Department Business Plan. The items below are those that are only identified or brought to staff’s attention through the Citizen Survey, such as customer service. Citizen Survey Question: Q3 – How satisfied are you with the City of Colleyville’s performance of each of the following areas? Results: Planning for the future needs of residents, 77% Strategy Map Connection: PC2 – Engage park patrons to ensure that our vision aligns with their needs. (C2) Opportunities for Improvement: Park enhancement projects should always be focused around meeting the needs and desires of citizens. Shifts in the community’s demographics make it increasingly important to engage park patrons to tailor projects to future needs. In an effort to positively impact the results of this response, Parks Department projects will continue to be designed around information gathered at public meetings and through other various sources. Citizen Survey Question: Q5 - How satisfied or dissatisfied are you with the overall appearance of your neighborhood? Results: Satisfied or very satisfied, 93% Strategy Map Connection: PC1 – Maintain parks, athletic fields, and trails to the highest safety and aesthetic standards. (C1) (C3) (C5) (F2) Opportunities for Improvement: Neighborhood parks, such as Kimzey and Woodbriar, are located within residential developments. The Parks Department’s ability to maintain these parks to a high level certainly has an effect on the overall appearance of the surrounding neighborhoods. Citizen Survey Question: Q6 – If you have had contact with a City of Colleyville employee within the past year, how satisfied were you with the following? Results: General courtesy, 97% Directing you to the appropriate dept. /person, 96% Appropriate staff returned call/email promptly, 90% Seemed concerned about my issue, 89% My issue was addressed adequately, 84% Received timely follow-up, 81% Strategy Map Connection: C2 – Deliver high quality and unique customer service Opportunities for Improvement: To address the areas of providing timely and adequate follow-up to our citizens it is necessary that Parks staff communicate consistently and effectively. In many cases citizens report their requests and concerns directly to Parks Department staff while visiting city parks. The importance of passing along these requests to the appropriate staff member will continue to be emphasized. City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3b Agenda Date 02/06/2017 Number Type Regular Agenda Items Department Parks and Recreation Advisory Board Title Election of a Parks and Recreation Advisory Board Chair and Vice Chair Explanation This item allows compliance with the Parks and Recreation Advisory Board bylaws, which state, "the Parks and Recreation Advisory Bard shall elect the Chair and Vice Chair from among the members annually at the first meeting in January and at such other times as these offices may become vacant. The officers shall serve one-year terms or until a successor is elected." Attachments City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3c Agenda Date 02/06/2017 Number Type Regular Agenda Items Department Parks and Recreation Advisory Board Title Recommendation and consideration of representatives to serve on subcommittees Explanation Members from the Parks and Recreation Advisory Board are appointed by City Council to serve concurrent terms on subcommittees: Park Land Dedication Committee and Colleyville Tree Board. The Park Land Dedication Committee was established by the City Council in 1991 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. The committee 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 Park Land Dedication Committee members are 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. Currently the two (2) Parks and Recreation Advisory Board positions are vacant. The Board shall make a recommendation to the City Council for consideration of appointment to the Park Land Dedication Committee at a future meeting. The Colleyville Tree Board was established by City Council in 1998 to serve in an advisory capacity to the Colleyville Parks and Recreation Advisory Board and through them to the City Council. The board consists of six (6) members, consisting of three (3) members of the Parks and Recreation Advisory Board, and three (3) members of Keep Colleyville Beautiful and/or Colleyville Garden Club, who shall be appointed by the City Council for a term that shall run concurrent with their terms on the Parks and Recreation Advisory Board, Keep Colleyville Beautiful Committee and/or the Colleyville Garden Club. Currently the three (3) Parks and Recreation Advisory Board positions are vacant. The Board shall make a recommendation to the City Council for consideration of appointment to the Colleyville Tree Board at a future meeting. Parks and Recreation Advisory Board Agenda Briefing 3c City of Colleyville Page 2 Attachments 1.Park Land Dedication Committee Bylaws 2.Colleyville Tree Board Bylaws 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 2.1 The 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. 2.2 Members shall serve without compensation and until their successors are appointed. 2.3 Members must be residents of Colleyville, Texas unless City Council waives the residency requirement. 2.4 Vacancies 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. 2.5 If 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 3.1 Meetings 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. 3.2 Members unable to attend a regular meeting shall notify the staff liaison by noon of the meeting day. 3.3 A 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. 3.4 Meeting 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. 3.5 Meeting agenda packets will be emailed to each committee member 72 hours prior to a meeting. 3.6 The City staff liaison shall preside at all meetings. 3.7 City staff shall take minutes of the meeting and serve as custodian of Park Land Dedication Committee records. 3.8 Special 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. 3.9 The 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 4.1 The 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. 4.2 The 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 4.3 The 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. 4.4 The 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. 4.5 The 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 5.1 These 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. COLLEYVILLE TREE BOARD BYLAWS ARTICLE I – Identification and Purpose The Colleyville Tree Board was established by the City Council of Colleyville, Texas, by Ordinance O-98-1130 on December 15, 1998 with amendments to Sections 2 and 3 by Ordinance O-09-1707 on February 3, 2009. The purpose of the Colleyville Tree Board is to serve in an advisory capacity to the Colleyville Parks and Recreation Advisory Board and through them, to the City Council. ARTICLE II – Membership 2.1 The Colleyville Tree Board shall consist of six (6) members, consisting of three (3) members of the Parks and Recreation Advisory Board, and three (3) members of Keep Colleyville Beautiful and/or the Colleyville Garden Club, who shall be appointed by the City Council for a term that shall run concurrent with their terms on the Parks and Recreation Advisory Board, Keep Colleyville Beautiful Committee and/or the Colleyville Garden Club. 2.2 Members shall serve without compensation and until their successors are appointed. 2.3 Members must be residents of Colleyville, Texas unless City Council waives the residency requirement. 2.4 Vacancies on the Colleyville Tree Board shall be reported to the City Secretary and filled by appointment of the City Council for the length of the unexpired term. 2.5 If a member of the Colleyville Tree Board fails to maintain a seventy-five percent (75%) attendance record for all regularly scheduled meetings, the Chair or 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. ARTICLE III – Officers 3.1 The officers of the Colleyville Tree Board shall be the Chair and the Vice Chair. Colleyville Tree Board Page 2 of 3 3.2 The Colleyville Tree Board shall elect the Chair and Vice Chair from among the members annually. The officers shall serve one-year terms or until a successor is elected. 3.3 In the event of resignation or incapacity of the Chair, the Vice Chair shall serve as the Chair for the unexpired portion of the term. 3.4 City staff shall take minutes of the meeting and serve as custodian of the Colleyville Tree Board records. ARTICLE IV – Meetings 4.1 Regular meetings shall be held annually or as needed in the 2nd floor meeting room at the Colleyville Library located at 110 Main Street. Meeting dates, times and location may be changed as necessary. 4.2 Members unable to attend a regular meeting shall notify the Chair or staff liaison by noon of the meeting day. 4.3 A majority of the voting Colleyville Tree Board shall constitute a quorum to conduct business of the Colleyville Tree Board. The act of the Colleyville Tree Board members, present at a meeting, at which a quorum is in attendance, shall constitute the act of the Colleyville Tree Board. 4.4 Meeting 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. 4.5 Meeting agenda packets will be distributed to each member 72 hours prior to a meeting. 4.6 The Chair shall preside at all meetings. In the absence of the Chair, the Vice Chair shall preside. 4.7 The Chair may recognize individuals wishing to speak regarding an item on the agenda. 4.8 Special meetings may be called at the request of the Chair or three members of the Colleyville Tree Board for the transaction of business. Posting and notification of meeting requirements shall apply to special meetings. 4.9 The Colleyville Tree Board may establish sub committees as deemed appropriate. Such committees will be dissolved upon completion of the charge or task. Colleyville Tree Board Page 3 of 3 ARTICLE V – Duties and Responsibilities 5.1 The Colleyville Tree Board acts in an advisory capacity to the Parks and Recreation Advisory Board, when requested in matters pertaining to a comprehensive City Tree Plan. 5.2 The Colleyville Tree Board members 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. 5.3 The Colleyville Tree Board member 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. 5.4 The Colleyville Tree Board 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 VI – Amendments 6.1 These 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 Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3d Agenda Date 02/06/2017 Number Type Regular Agenda Items Department Parks and Recreation Advisory Board Title Discussion of future meeting dates Explanation Discussion of future 2017 meeting dates. Attachments 1.2017 Calendar Su M Tu W Th F Sa Su M Tu W Th F Sa Su M Tu W Th F Sa 1 234567 1234 1234 8 9 1 01 11 21 314 5 6789 1 011 5 6789 1 011 15 16 17 18 19 20 21 12 13 14 15 16 17 18 12 13 14 15 16 17 18 22 23 24 25 26 27 28 19 20 21 22 23 24 25 19 20 21 22 23 24 25 29 30 31 26 27 28 26 27 28 29 30 31 Su M Tu W Th F Sa Su M Tu W Th F Sa Su M Tu W Th F Sa 1 123456 123 2 34567878 9 10 11 12 13 4 5678910 9 10 11 12 13 14 15 14 15 16 17 18 19 20 11 12 13 14 15 16 17 16 17 18 19 20 21 22 21 22 23 24 25 26 27 18 19 20 21 22 23 24 23 24 25 26 27 28 29 28 29 30 31 25 26 27 28 29 30 30 Su M Tu W Th F Sa Su M Tu W Th F Sa Su M Tu W Th F Sa 1 12345 1 2 2 34567867 8 9 10 11 12 3 456789 9 10 11 12 13 14 15 13 14 15 16 17 18 19 10 11 12 13 14 15 16 16 17 18 19 20 21 22 20 21 22 23 24 25 26 17 18 19 20 21 22 23 23 24 25 26 27 28 29 27 28 29 30 31 24 25 26 27 28 29 30 30 31 Su M Tu W Th F Sa Su M Tu W Th F Sa Su M Tu W Th F Sa 1 234567 1234 1 2 8 9 1 01 11 21 314 5 6789 1 011 3 456789 15 16 17 18 19 20 21 12 13 14 15 16 17 18 10 11 12 13 14 15 16 22 23 24 25 26 27 28 19 20 21 22 23 24 25 17 18 19 20 21 22 23 29 30 31 26 27 28 29 30 24 25 26 27 28 29 30 31 September October November December January February March April May June July August 2017 Printable Yearly Calendar © 2013 Vertex42.com. Free to Print. http://www.vertex42.com/calendars/printable-calendars.html City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 3e Agenda Date 02/06/2017 Number Type Regular Agenda Items Department Parks and Recreation Advisory Board Title Review recommendation of FY17 Parks, Recreation, Open Space, and Trails Master Plan vendor candidate Explanation Parks Manager, Heather Dowell, will provide an overview of the City of Colleyville's selection committee candidate recommendation to help prepare FY17 Parks, Recreation, Open Space, and Trails Master Plan. The selection committee has reviewed proposals and interviewed the candidates. Manager Dowell will present the top candidate, Brandstetter Carroll Inc., for approval to submit to City Council. Attachments 1.Brandstetter Carroll Inc - Parks, Recreation, and Open Space Master Plan Presentation December 21, 2016 Qualifications to provide Professional Services for Parks, Recreation, and Open Space Master Plan Colleyville, Texas December 21, 2016 Heather Dowell Parks Manager 100 Main Street Colleyville, TX 76034 RE: City of Colleyville Parks, Recreation and Open Space Master Plan Dear Ms. Dowell: Brandstetter Carroll Inc. (BCI) is pleased to present this proposal for the development of a Park System Plan for the City of Colleyville, Texas. Having met with you several times, and having visited most of the park sites, we are offering a Project Team and a Scope of Services which will address the needs of the Colleyville community. As you review this document, please consider the following points: 1. BCI has been an industry leader in the development of CITIZEN DRIVEN planning. While Colleyville enjoys an excellent Park System with first class facilities, there may be some facilities and programs not offered. In our process, citizens will have many opportunities to share their thoughts, perhaps revealing unmet needs 2. BCI understands the desire of citizens to participate in passive recreation, including hiking and walking. All of our survey data points to a continued need for trails and open space. This trend is not new, but elected officials are finally responding to the voices of their constituents. 3. BCI has seen the connection between Parks and Recreation and Quality of Life. This translates into greater citizen well-being and enhanced property values. 4. BCI has a record of implementation as a result of their process. The Scope of Services describes an ACTION PLAN which focuses upon both citizen need as well as available resources for implementation. The firm has historically examined the effect of its planning recommendations on the budget of a city in order to determine the practicality of its proposals. 5. BCI believes in practical and detailed recommendations, such that the ACTION PLAN reflects the best practices in the industry and a detailed "game plan" for Colleyville. 6. BCI understands that the Final Report is not a design exercise, but a consensus building document, built around citizen needs bringing forth serious policy recommendations. BCI is offering a team of planning professionals who have worked together on previous studies including the Texas cities of Kyle, Allen, Austin (2) and Grand Prairie. Patrick D. Hoagland ASLA will serve as Project Manager, bringing over 30 years experience, and having completed over 50 similar plans and a national constituency. Kathleen Grove Prasser is a nationally recognized parks and recreation advocate, recently serving as the CEO of the National Recreation and Park Association. Her effectiveness in Citizen Engagement is recognized nationwide. Jim Waldbauer P.E. of BW2 Engineers is our trails consultant and he has completed numerous trails in the MetroPlex. The remaining BCI 2360 Chauvin Dr LEXINGTON KY 40517 859.268.1933 FX: 859.268.3341 308 East 8th St CINCINNATI OH 45202 513.651.4224 FX: 513.651.0147 1220 West 6th St Suite 300 CLEVELAND OH 44113 216.241.4480 FX: 216.736.7155 17300 Preston Rd Suite 310 DALLAS TX 75252 469.941.4926 FX: 469.941.4112 staff is well versed in the planning, design and implementation of recreational facilities and programs. Our plans become REALITY because we urge the decision makers to LISTEN to their people. We look forward to your due consideration. Very truly yours, Brandstetter Carroll Inc. Elizabeth Holser, AIA Dallas Principal TABLE OF CONTENTS i SECTION I. EXECUTIVE SUMMARY SECTION II. FIRM INFORMATION SECTION III. CONSULTANT TEAM SECTION IV. QUALIFICATIONS OF KEY PERSONNEL SECTION V. RELATED EXPERIENCE AND REFERENCES SECTION VI. APPENDIX Se c t i o n I Ex e c u t i v e S u m m a r y Section I Executive Summary EXECUTIVE SUMMARY Section I 1 PRIMARY CONTACT The primary contact for this project will be Elizabeth Holser. Street Address: 17300 Preston Road, Suite 310, Dallas, TX 75252 Phone Number: 469.941.4926 Fax Number: 469.941.4112 Email Address: eholser@bciaep.com Web Address: www.brandstettercarroll.com PROJECT APPROACH Brandstetter Carroll Inc.’s vast experience has clearly identified that successful Master Plans are ones in which the community is truly engaged throughout the process and the recommendations are based upon the community engagement. To accomplish this, there must be a progression as shown below and as outlined in the Scope of Services: Brandstetter Carroll Inc. (BCI) will use a variety of public engagement methods to gain the input needed for a successful plan. These methods include:  An engaged Steering Committee  FUN and interactive public workshops that are community events, not just the typical evening meetings.  Stakeholder groups of interested groups and individuals to gain insight on the particulars of their organization’s trends and needs.  Web based and handout surveys EXECUTIVE SUMMARY Section I 2  Web based community engagement through MySidewalk, which is a web site specifically for your project which allows interaction in a variety of ways, such as instant polls and idea generation.  Promotion through social media.  Public presentations of interim findings and the draft and final reports. These methods build a solid platform on which to build strong recommendations that will be supported by the community. PROPOSED SCOPE OF SERVICES The Brandstetter Carroll Inc. Team proposes the following Scope of Services for the City of Colleyville Parks, Recreation and Open Space Master Plan. Upon selection, the Team would work closely with City Staff to refine the scope to meet its specific needs. EVALUATE PHASE 1. Planning Context a. Master Plan Steering Committee – The City will appoint a Master Plan Steering Committee to work with the Consultants throughout the process. The Consultants will meet with them regularly with updates of the findings and the Committee will assist in establishing the future vision, goals and objectives, and priorities. The Steering Committee should include all members of the Parks and Recreation Advisory Board along with representatives from Parks and Recreation Department, Schools, City Council, and other organizations. b. Demographic Analysis - Using information provided by the City of Colleyville, the Council of Governments, and other sources, perform an analysis of the demographic and population characteristics of Colleyville. 1. Using ESRI Business Analyst Software and by coordinating with the Colleyville City Staff, identify the demographic and land use trends and characteristics within the City limits. Information may include:  Demographic characteristics (quantity, ages, race, etc.)  Five year population projections  Household size  Average or median household income and per capita income c. Review of Previous Studies - Review all previous studies that will be provided by the Owner that pertain to the delivery of parks, recreation and leisure services, including, but not limited to: Comprehensive Plan, previous Master Plans, annual reports, Park Board Strategic Plan, program guides, newsletters, policies, use agreements, brochures, School District plans, and other planning studies. Summarize the key findings of each report to be included in an appendix to the report. d. Review Progress on the 2011 Parks, Recreation and Open Space Plan – Review the recommendations of the 2011 Plan and identify the status of the recommendations, including the trail and linkage connections. e. City of Colleyville Policy Review - Perform a review of City of Colleyville policies, and any mandated plans as they may impact park and recreation facilities, programs and services. f. Management Structure – Perform a review and analysis of the City of Colleyville’s existing management structure, staff levels, and operations. EXECUTIVE SUMMARY Section I 3 g. Funding Analysis - Review the past five year’s budgets and the proposed future operating and capital budgets. h. Benchmarking Comparisons to Similar Systems - Using the NRPA (National Recreation and Parks Association) ParkMetrics (formerly called PRORAGIS) program, compare facilities, programs, operating budgets, etc. with other like agencies throughout Texas and similar agencies throughout the nation. Currently Colleyville is not included on the NRPA database for this program, but over 20 other cities in Texas have participated providing a quality database for comparison. i. Report and Presentation - Prepare a report summarizing this phase and present it to the Master Plan Steering Committee. 2. Existing Parks, Facilities, and Programs Analysis a. Parks, Open Space and Facilities Inventory - Inventory all existing parks and recreation facilities offered in and adjacent to the City of Colleyville, including parks and facilities operated by others including GCISD Schools. Make site visits to all of the City of Colleyville facilities with the purpose of identifying the existing conditions and assessing opportunities for improvements. A detailed Qualitative Assessment form will be completed for each City of Colleyville owned facility. b. Trails Inventory – Identify and map existing and planned trails and linkages in the City and immediate surrounding area including the North Texas Regional Veloweb. c. Recreation Programs Assessment - Use public input, staff input and the Consultant’s observations to perform a review of current program and service offerings, levels of usage, attendance, and customer satisfaction levels. The Needs Assessment Survey will be utilized to identify existing satisfaction levels. The Stakeholder Groups in the Needs Analysis Phase will be part of this analysis. Identify the core programs that should be offered, competition for these program users, customer satisfaction, and the potential for market growth. d. Program Provider Analysis – The analysis will also include identification of other providers of community and recreation services and recommendations for minimizing duplication and enhancing possibilities for partnerships where appropriate. e. City-Wide Park and Recreation Facilities Map – Prepare a map using GIS software which illustrates all of the city-owned parks and recreation facilities and trails as well as those of the Schools and other providers in the area. f. Geographic Distribution – Service Gap Analysis – Prepare an analysis of the current service gaps by mapping the locations of current parks by park-type categories using walk and drive times. Specific facilities will also be mapped and will be overlaid with population density dots to compare the household locations with the facility locations. Individual maps will be prepared for picnic shelters, trails, playgrounds, soccer fields, aquatic facilities, baseball/softball diamonds, aquatic facilities, recreation centers, and more to identify the distribution of the specific facilities throughout the community. A Composite Service Areas Map will be prepared which identifies the overall service delivery throughout the City. g. Report and Presentation - Prepare a report summarizing this phase and make a presentation of the findings to the Master Plan Steering Committee. EXECUTIVE SUMMARY Section I 4 ENGAGE PHASE 1. Needs Assessment a. Kick-Off Event – In conjunction with the Parks and Recreation Department, conduct an event (possibly combined with an existing program event) in which participants will complete surveys, interact with Staff and the Consultants, use play money to vote on their priorities for various improvements, and become informed about the project interactive web site and on- line surveys. b. Initial Public Workshop - Conduct a more traditional public workshop at a convenient location to identify the public perception of park facilities and programming needs. The purpose of this public workshop will be to solicit input from the citizens and users regarding their concerns and opinions about existing facilities and programs, and their desires for future facilities and programs. The workshops will be interactive and involve all participants in a variety of methods. c. Staff Input - Conduct meetings, employee survey, and interviews with the City of Colleyville staff members regarding their perceptions of the public’s needs and concerns, and the potential for improved services, facilities, programs, and public access. Identify the strengths, weaknesses, service needs and impediments (SWOT) to current operations. Staff will be invited from the following City Departments: Parks and Recreation, Public Works Department, Administration, Police, and Planning Commission. The public input process will assist in this exercise. d. Stakeholder Groups - Conduct up to 12 stakeholder group meetings and round table discussions with various special interest and user groups. The City of Colleyville will provide invitations and meeting space for these meetings. Anticipated groups may include: program users, parents of children in programs, partner organizations, organized athletic league officials, the park board, cultural arts organizations, School Board, senior citizens, YMCA, and other organizations to be identified between the Consultant, Steering Committee, and City of Colleyville. Questions will be prepared in advance to be approved by the Steering Committee. The questions will be sent to the stakeholder group participants for discussions with their organizations before the actual focus group. e. School Student Workshops – Conduct workshops in the schools to receive ideas and gain the perspective of youth from groups of fifth and sixth graders and high school students. The City will assist in establishing these meetings. f. MySidewalk Web Based Public Engagement Program –Set up and manage a web site to solicit public engagement. BCI currently uses MySidewalk, which is a web based on-line community collaboration program whereby residents can find out about the project, input their ideas, second ideas, respond to instant polls, respond to web surveys, and much more. The web site will be specifically for the City of Colleyville. g. Household Needs Assessment Survey (Optional)– The input from the workshops, stakeholder groups and staff input will be utilized to develop a statistically valid mail and/or phone survey with a minimum of 300 responses from planning areas of Colleyville. Surveys will be mailed to at least 1,500 households. The base survey included in this proposal is a 5-6 page survey. The responses will be geocoded to allow analysis by geographic area. Cross tables will be generated to analyze specific items such as priorities of families with children, households with seniors, etc. The survey will be used to identify:  Current satisfaction levels with programs and facilities;  Participation and satisfaction with current programs;  Parks currently used; EXECUTIVE SUMMARY Section I 5  Needs for various indoor and outdoor facilities and programs;  Identification of the most needed indoor and outdoor facilities;  Identification of the primary functions that should be performed by the City of Colleyville regarding parks, recreation, open space, trail linkages, programs and facilities;  Specific questions pertaining to any proposed new facilities. The survey will be facilitated by ETC Institute which has performed over 700 similar surveys and worked with BCI on over 25 projects. h. Web Based Survey – Conduct a shorter web based survey asking similar questions to the Household Needs Assessment Survey. Whereas the statistically valid mail survey will reach a selected, random sample of residents, the goal of this survey is to engage as many residents as possible. The survey will utilize the BCI subscription to Survey Monkey. Questions will be approved by the Master Plan Steering Committee. The City of Colleyville will promote the use of the web survey through email blasts, newsletter announcements, placement on their web page, setting up a computer terminal in City Hall for use by patrons, and other methods. i. Needs Analysis Report - Prepare a summary report of the Needs Analysis for review by the Master Plan Steering Committee. j. Needs Assessment Presentation – Conduct a public workshop presentation of the preliminary findings of the Needs Assessment effort. The purpose of this meeting will be to inform the public of preliminary findings prior to the development of specific recommendations. ENVISION PHASE 1. Vision, Goals and Objectives – Working with the Master Plan Steering Committee, Parks and Recreation Department, Parks and Recreation Advisory Board, and City Council - The Consultant will: Vision, Goals & Objectives - Using all of the previous findings, identify the following:  Develop a new mission statement for the Parks and Recreation Department;  Identify the Future Vision for Parks and Recreation in Colleyville;  Identify Proposed Level of Service Standards for park land and specific recreation facilities;  Identify Short Term Goals and Objectives;  Identify Long Term Goals and Objectives. PLANNING PHASE 1. Physical Planning, Program, and Services Recommendations - The Consultant will: a. City Wide Park and Facility Improvement Recommendations - Prepare a City wide map illustrating proposed general locations of new parks by park type categories (mini-park, neighborhood, community, special use, or linear park). b. Individual Park Recommendations and Costs– Identify the specific needed improvements at each park or recreation facility. Prepare an opinion of probable construction cost for each capital improvement recommended in the plan. c. Park Concept Plans - Prepare park concept plans for up to five parks to illustrate improvements to existing parks and any new parks recommended in the Plan. Prepare text recommendations for improvements to other existing parks. d. Partnership Opportunities – Examine potential partnership opportunities with local schools, other park and recreation providers, and local businesses. EXECUTIVE SUMMARY Section I 6 e. Capital Improvement and Land Acquisition Priorities – Work with City of Colleyville staff and the Master Plan Steering Committee to prioritize, by selected facility type, the capital improvements and acquisitions. This process will identify the short range (0-2 years), mid-range (3-5 years) and long-range (6-10 years) recommendations. Proposed land acquisition will also be prioritized. f. Report – Prepare a summary report of the Recommendations stage. g. Presentations - Present the plan and recommendations to the Steering Committee and Park Board. 2. Action Plan - The Consultant will develop: a. Phased Implementation Plan with specific strategies and recommendations for:  Guidelines for prioritization of future capital improvements;  Land acquisition;  Trail recommendations;  Parks, greenway and open space land acquisition;  Facility recommendations;  Park and facility operations recommendations;  Programs and services recommendations;  Budgeting and funding/financial management recommendations and priorities;  This process will identify the short range (0-2 years), mid-range (3-5 years) and long- range (6-10 years) action steps along with the responsible party and potential funding sources  The strategies will be referenced to the City Comprehensive Plan. b. Funding Recommendations – Identify potential funding sources and their applicability for the recommendations in the Master Plan. c. Draft Master Plan - Prepare a Draft Master Plan for review by the city staff and Master Plan Steering Committee. d. Action Plan Presentation - Make a presentation of the Draft Action Plan and Final Needs Assessment recommendations to the Master Plan Steering Committee and other groups as identified. e. Final Master Plan - Following the reviews of each of the separate reports, prepare a Final Master Plan that includes all components of the planning process. f. Final Presentations - Make presentations of the Final Master Plan to the Master Plan Steering Committee, Public, Parks and Recreation Advisory Board, Planning and Zoning Commission, and Colleyville City Council. g. Executive Summary - Prepare an Executive Summary that summarizes the findings, recommendations, and actions. 3. Deliverables - Final deliverables will include: a. A Service Area Map showing existing and proposed residential areas, existing park locations, existing park service areas, and proposed parks, walkways, bikeways and recreation facility locations. These items may be included as one map or separated into several maps, depending upon the clarity of the information and the need for separate maps. b. Twenty (20) copies of the Draft Master Plan c. Twenty (20) copies of the Final Master Plan and Executive Summary including all of the previous reports. EXECUTIVE SUMMARY Section I 7 d. Four digital copies of all reports and graphics for use by the Owner. e. Maps will be prepared in digital shapefile format using ESRI ArcGIS 10.2 for use by the Owner. f. BCI has the in-house capability to print the reports and dry-mounted display boards at a relatively low cost compared to outsourcing. PROJECT SCHEDULE A proposed project schedule is provided on the following pages. This schedule identifies the delivery of the Draft Master Plan at the end of eight months. This schedule is driven by the public engagement process and a main factor is the length of the Statistically Valid Household Assessment Survey. The schedule can be accelerated if necessary. PROJECT FEE PROPOSAL The following table identifies the overall hours and fee by phase. PHASE HOURS FEE EVALUATE PHASE Planning Context 93 $12,700 Existing Parks, Facilities, and Programs Assessment 167 $17.385 ENGAGE PHASE Needs Assessment 147 $22,615 ENVISION PHASE Strategic Plan 55 $8,215 PLAN PHASE Physical Planning, Programs, and Service Recommendations 96 $8,870 Action Plan 262 $27,400 TOTAL 732 $97,815 Optional Statistically Valid Needs Assessment Survey $14,720 TOTAL WITH OPTIONAL SERVICES $111,720 EXECUTIVE SUMMARY Section I 8 SCHEDULE EXECUTIVE SUMMARY Section I 9 QUALITATIVE PUBLIC ENGAGEMENT PROCESS Section II Firm Information Se c t i o n I I Fi r m I n f o r m a t i o n FIRM INFORMATION Section II 10 FIRM OVERVIEW Brandstetter Carroll Inc. (BCI) began in 1979 in Lexington Kentucky, with the express purpose of providing architectural, engineering and planning services to cities, counties and other units of local government. Since that time, the firm has grown to include a staff of over 55 people with additional offices in Dallas, Texas, Cincinnati and Cleveland, Ohio. BCI has completed over $2.6 Billion in construction volume including all phases of public infrastructure for local public clients. BCI actually began by providing planning and design services for parks and recreation clients on a regional basis. The firm has been a leader in the evolution of Park System Planning, spearheading the first "Master Plan for Service Delivery" for the Cincinnati Recreation Commission in 1996. This plan raised Citizen Participation to new levels by holding local meetings in over 17 city neighborhoods. This plan resulted in the implementation of over $60 Million in improvements over 10 years. Many other communities around the nation followed this example, creating a new paradigm in the industry. This became a prototype Vision Plan. BCI has taken other leading roles in the development of park facilities in aquatics, recreation center design, senior facilities and facilities for special populations. The firm has also recently assisted several cities in implementing voter- approved bond levies for capital construction. Finally, BCI has assisted many cities in forming partnerships with nonprofit providers (P3) in the implementation of joint facilities and programs. Some of these providers include The Cleveland Clinic, Parma Hospital, The Kroger Company, The Salvation Army and several YMCAs . PRINCIPALS The following individuals are Principals of BCI. Lawrence W. Brandstetter, AIA President Michael E. Carroll, AIA Senior Vice President Bruce G. Brandstetter, P.E. Senior Vice President Monica G. Sumner, RA, CID Vice President Benjamin E. Brandstetter, P.E., LEED GA Vice President Nancy K. Nozik, AIA Principal Richard T. Parker, AIA, LEED AP Principal Patrick D. Hoagland, ASLA Principal Elizabeth S. Holser, AIA Principal FIRM INFORMATION Section II 11 NUMBER OF PERSONNEL Administrative 10 Transportation Engineer 2 Architect 16 Interior Designer 2 CADD Technician 9 Landscape Architect 4 Civil Engineer 7 Technician Analyst 5 Construction Inspector 4 LEED AP/LEED GA 10 TECHNICAL RESOURCES All BCI offices maintain appropriate hardware and updated software to produce the documents required for managing, designing, and producing the professional services provided to clients. BCI is proficient in the following software applications that may be used on this project:  Microsoft Excel  Microsoft Word  Adobe InDesign  Bluebeam  Adobe Photoshop  Revit  Sketch-up  AutoCAD  Masterspec  Arc GIS 10.5  ESRI Business Analyst  Microsoft PowerPoint Section III Consultant Team Se c t i o n I I I Co n s u l t a n t T e a m CONSULTANT TEAM Section III 12 ORGANIZATIONAL CHART STAFF TIME COMMITMENT The following table identifies the estimated percent of the staff person’s overall time that will be dedicated to the project over the duration of the project. Team Member Percent of Time Patrick Hoagland 30% Elizabeth Holser 20% Keith Rodenhauser 30% Monica Sumner 5% Mark Horman 10% Charles Schneider 5% Kathleen Prasser 15% James Waldbauer 15% Chris Tatham 5% CONSULTANT TEAM Section III 13 KATHLEEN (GROVE) PRASSER, GROVE CONSULTING INC. – STRATEGY & PUBLIC ENGAGEMENT CONSULTANT Ms. Prasser has assisted BCI on several community engagement efforts including: Fairfax, Virginia, Lexington, Kentucky and Grand Prairie, Texas. Her particular style is conducive to the generation of "group thinking" and response. In addition, her enthusiasm for public recreation and subsequent "Quality of Life" enhancement has been the core of her professional career since her days as Parks Director in Manassas Virginia, through her time as CEO of NRPA on to her nationwide consulting practice. Ms. Prasser will assist the City in leading the strategic planning process to develop an updated mission, vision, and goals. She will also utilize her outstanding facilitation skills in the public engagement phase. Ms. Prasser brings over 30 years’ experience to the Team. Prior to starting Grove Consulting Inc. in 2008, she had been the CEO for the National Recreation and Park Association in Ashburn, Virginia. Her career began as Recreation Director in Manassas, Virginia. Following that, she served in several Human Resource and Organizational Development positions in the private sector including the Canadian International Bank Corporation. Her experience with BCI includes the BCI Strategic Plan in 2011 as well as several planning assignments including the City of Fairfax, Virginia Park System Plan and City of Lexington Parks and Recreation Master Plan. BW2 ENGINEERING INC. – TRAILS CONSULTANT BW2 provides professional surveying and engineering services for a wide range of projects, including pedestrian hike and bike trail planning and design, water system improvements, wastewater system planning and design, roadway (paving) infrastructure design, hydraulics design for drainage improvements, and civil infrastructure design for site development projects (for municipal facilities). The principals of BW2, Jim Waldbauer, P.E., Mike Burge, P.E., and Jack Wilder, R.P.L.S., have worked together for over 25 years in the Dallas Metroplex area including several years at a large, Texas-based consulting engineering firm. BW2’s client base consists almost exclusively of municipal and governmental clients and other design professionals who work directly for municipal and governmental clients. BW2 has experience with numerous municipalities such as the Cities of Addison, Allen, Carrollton, Cedar Hill, Coppell, Garland, Grapevine, Highland Village, Little Elm, Lucas, McKinney, Mesquite, Plano, Prosper, Richardson, and Sachse, and other agencies such as Dallas County, Dallas Area Rapid Transit (DART), D/FW International Airport, and the Trinity River Authority (TRA). In addition, BW2 personnel are pre-certified with the Texas Department of Transportation (TxDOT) for both engineering and surveying services. ETC INSTITUTE – SURVEY CONSULTANT The efforts of ETC Institute will be led by Chris Tatham, who has over 20 years of experience in market research and consulting experience in a wide range of parks, recreation, sports, fitness, health and general governmental projects. He has overseen the completion over 600 parks and recreation needs assessments, master plans, strategic plans, and feasibility studies. Mr. Tatham has designed and managed nearly 2,000 community surveys in more than 700 communities. Section IV Qualifications of Key Personnel Se c t i o n I V Qu a l i f i c a t i o n s o f K e y P e r s o n n e l Section IV 14 EDUCATION The Ohio State University, B.S. Landscape Architecture REGISTRATION Registered Landscape Architect: Texas –2781 Commonwealth of Kentucky – 316, Ohio –663, Commonwealth of Virginia –0406001787, Tennessee –0487, West Virginia – 352, CLARB –1339, Georgia – LA001486, New Jersey - 21AS00096200 Council of Landscape Architectural Registration Boards Certificate AFFILIATIONS American Society of Landscape Architects (KY Chapter –President, 1984 and Trustee, 1991-1996) Kentucky Recreation and Park Society Ohio Parks and Recreation Association PATRICK D. HOAGLAND, ASLA Principal-in-Charge PARKS AND RECREATION NEEDS ANALYSIS AND SYSTEM MASTER PLANNING City of Austin Aquatic Facilities Needs Assessment Austin, Texas City of Austin Aquatics Master Plan Austin, Texas City of Grand Prairie Parks, Recreation, and Open Space Master Plan Grand Prairie, Texas Somerset County Park Commission Capital Facilities Plan Somerset County, New Jersey Morris County Park Commission Strategic Plan Morris County, New Jersey Princeton Parks and Recreation Master Plan and Community Park Design Princeton, New Jersey Dayton Parks, Recreation and Culture Master Plan Dayton, Ohio Master Plan for Service Delivery Cincinnati Recreation Commission Cincinnati Parks and Greenways Master Plan Cincinnati Park Board Preservation and Recreation Needs Assessment and Action Plan Franklin Township, New Jersey Fairfax Parks, Recreation, Open Space, Trails, and Cultural Arts Master Plan Fairfax, Virginia Muhlenberg County Parks and Recreation Master Plan (Established New Parks and Recreation Department) Muhlenberg County, Kentucky Bowling Green Parks & Recreation Master Plan Bowling Green, Kentucky Strongsville Parks & Recreation Master Plan Strongsville, Ohio Westlake Parks & Recreation Master Plan Westlake, Ohio Morris County Park Commission Strategic Plan Section IV 15 EDUCATION Texas Tech University, College of Architecture Bachelor of Architecture, 1990 REGISTRATION Registered Architect: State of Texas, #17103 PROFESSIONAL AFFILIATIONS American Institute of Architects: Member # 30204881 Texas Society of Architects Dallas Chapter AIA ELIZABETH S. HOLSER, AIA Project Manager MUNICIPAL/RECREATION Grand Prairie Parks, Recreation and Open Space Master Plan Grand Prairie, TX Ford Pool Allen, TX Grapevine/Colleyville ISD Natatorium Grapevine, TX City of Plano Senior Citizen’s Center Plano, TX City of Plano –Harrington Park Improvements/Pavilion Plano, TX University of Texas at Austin –Gregory Gymnasium Additions and Renovations Austin, TX Temple ISD -Temple High School Stadium and Athletic Facility Renovation Temple, TX Brownsville Public Library –New Main Library Brownsville, TX Brownsville Public Library –Southmost Branch Library Brownsville, TX NON-PROFIT ORGANIZATIONS/RELIGIOUS Christ The King Parish Community Center Dallas, TX University Park United Methodist Church –Multi- purpose/Gymnasium and Education Additions Dallas, TX First United Methodist Church of Rockwall, Phase II Education Building/Playgrounds Rockwall, TX Stonebriar Community Church Master Plan +Phase I Worship Frisco, TX Stonebriar Community Church Master Plan -Phase II Children’s Education Building Frisco, TX Park Cities Presbyterian Church Development Studies Dallas, TX Ford Pool Site Plan Section IV 16 EDUCATION National-Louis University, Evanston, IL Master of Science, Management Bachelor of Arts, Applied Behavioral Science CAREER HIGHLIGHTS •President, Grove Consulting, LLC (2008-present) •CEO/COO, National Recreation & Park Association (2003-2008) •Human Resources & Organization Development, Canadian Imperial Bank of Commerce (2001-2003) •Human Resources & Organization Development, Network Equipment Technologies, Inc. (1997-2001) •Human Resources, Synectics Corp (1994-1997) •Human Resources, TeleLink Research, Inc. (1989-1994) •Director, City of Manassas Recreation & Parks (1991-1992) •Management Analyst, Fairfax County Park Authority (1980-1991) AFFILIATIONS Association of Change Management Professionals Society of Human Resource Management KATHLEEN (GROVE) PRASSER Strategy & Public Engagement STRATEGIC PLANNING City of Fairfax Recreation & Parks Strategic Master Plan City of Fairfax, VA Grand Prairie Recreation & Parks Strategic Master Plan Grand Prairie, TX Lexington –Fayette Urban County Government Recreation & Parks Strategic Master Plan Lexington, KY Fairfax County Park Authority Board of Directors Strategic Planning Fairfax, VA Fairfax County Office of Emergency Management Strategic Plan Fairfax, VA Almond Board of California Strategic Plan Modesto, CA USDA National Organic Program Strategic Plan Washington, DC COMMUNITY &STAKEHOLDER ENGAGEMENT City of Fairfax Recreation & Parks Strategic Master Plan City of Fairfax, VA Grand Prairie Recreation & Parks Strategic Master Plan Grand Prairie, TX Lexington –Fayette Urban County Government Recreation & Parks Strategic Master Plan Lexington, KY US Forest Service Washington, DC Walter Reed National Military Medical Center, National Intrepid Center of Excellence Bethesda, MD Federal Aviation Administration, Future Flight Program Stakeholder Engagement Strategy Washington, DC City of Fairfax Strategic Plan Section IV 17 EDUCATION University of Kentucky, Bachelor of Architecture REGISTRATION Registered Architect: Commonwealth of Kentucky # 5641 Certified Interior Designer: Commonwealth of Kentucky #55 AFFILIATIONS AIAS, 1988 -1993 President Student Body -College of Architecture, ‘92,’93 NCARB (Intern Development Program) President Local Chapter-Business Network International Advisory Committee, Lexington Community College Architectural Technology Program, 2001 –2003 President Spindletop Homemakers 2007 -2008 Kentucky Library Association Member Lexington Architectural Review Board 2008-2010 President Spindletop Community Association 2010 –2012 MONICA G. SUMNER Consulting Architect RECREATION/COMMUNITY CENTERS/AQUATIC Kyle Vista Recreation Center, Park Design & Operations Plan Kyle, Texas Hamburg Pavilion YMCA Lexington, Kentucky Jessamine County YMCA Nicholasville, Kentucky Ray and Joan Kroc Community Center Ashland, Ohio Don Umerley Civic Center Addition Rocky River, Ohio Tri-Health Indoor and Outdoor Aquatic Addition Cincinnati, Ohio Groveport Recreation Center Groveport, Ohio Mt. Washington Community Center Cincinnati Recreation Commission Madisonville Community Center Cincinnati Recreation Commission Bowling Green Recreation Center Bowling Green, Kentucky Paducah Recreation Center Feasibility Study Paducah, Kentucky Paradise Cove Family Aquatic Center Richmond, Kentucky Tipp City Aquatic Center Tipp City, Ohio Marietta Family Aquatic Center Marietta, Ohio Groveport Outdoor; Indoor Aquatic Centers Groveport, Ohio Shelbyville Indoor and Outdoor Aquatic Center Shelbyville, Kentucky Mt. Lookout Swim Club and Pool Cincinnati, Ohio Parky’s Pirate Cove Cincinnati, Ohio Kyle Vista Recreation Center Section IV 18 EDUCATION University of Texas University of Kentucky, B.S.C.E. Major Area of Study –Hydrology and Hydraulics REGISTRATION Professional Engineer: Commonwealth of Kentucky #22599 CERTIFICATIONS Certified Pool Operator, Ohio Aquatic Council, LTD—2008 SPECIALTIES Site Development and Utilities Aquatic Facilities Design Aquatic Mechanical Design Water and Waste Water Treatment CHARLES L. SCHNEIDER, P.E. Project Engineer PARK AND AQUATIC DESIGN Ford Pool Allen, Texas Kyle Vista Recreation Center and Park Kyle, Texas City of Austin Aquatic Facilities Needs Assessment Austin, Texas Oak Grove Park Centerville-Washington Park District, Ohio Patricia Allyn Park Clearcreek Township, Ohio Kincaid State Park Lodge Study Pendleton County, Kentucky Grant County Park Grant County, Kentucky Beech Acres Park, Anderson Park District Anderson Township, Ohio Colerain Park Colerain Township, Ohio Veterans Bartlett Park Newport, Kentucky Plain City Family Aquatic Center Plain City, Ohio Lincoln Park Pool Marion, Ohio Community Park Pool Redevelopment Princeton, New Jersey Paradise Cove Family Aquatic Center Richmond, Kentucky Aquatic and Recreation Complex at The Heights Huber Heights, Ohio Indian Acres Family Aquatic Center Marietta, Ohio Roosevelt Commons Indoor Natatorium Dayton, Ohio Fairview Commons Sprayground Dayton, Ohio Clippard Park and Sprayground Colerain Township, Ohio Austin, Texas Aquatic Facilities Master Plan Section IV 19 KEITH E. RODENHAUSER Planner Mr.Rodenhauser is a Planner and GIS Specialist in the Recreation, Planning and Landscape Architecture Division.His responsibilities include GIS mapping and analysis,demographic analysis,public engagement facilitation,environmental planning,and related analyses.Mr.Rodenhauser is proficient in geoprocessing,map production,spatial analysis,statistical analysis,land use,zoning, watershed management,land conservation,and development regulations. PARKS, RECREATION, TRAIL, & OPEN SPACE PLANNING City of Grand Prairie Parks, Recreation, and Open Space Master Plan Grand Prairie, Texas City of Austin Aquatics Master Plan Austin, Texas Monroe Parks and Recreation Master Plan Monroe, Ohio Bowling Green Parks and Recreation Master Plan Bowling Green, Kentucky Lofino Plaza Needs Assessment Beavercreek, Ohio Recreation Center Study Frankfort, Kentucky Morris County Preservation Trust Analysis & Strategy Report Morris County, New Jersey Strategic Plan for Parks, Recreation, Open Space, Trails, Events, and Cultural Arts Fairfax, Virginia Westlake Parks and Recreation Master Plan Westlake, Ohio Aquatic Facilities Needs Assessment and Strategic Plan Austin, Texas Great Miami River Trail Monroe, Ohio Lexington Parks and Recreation Master Plan Lexington, Kentucky Portage Park District Master Plan Portage County, Ohio EDUCATION University of Cincinnati Master of Community Planning Environmental Planning Graduate Certificate –Geographic Information Systems The Ohio State University, BA Sociology PREVIOUS EMPLOYMENT North Avondale Neighborhood Association Planning Intern Bond Hill CURC, Planning Intern PREVIOUS PROJECTS Comprehensive Plan for the Village of Morrow Morrow, Ohio Neighborhood Business District Analysis for North Avondale Neighborhood Association Housing Assessment for Bond Hill CURC United Way GIS Analysis Safe Routes to Schools Plan for Fairfield Township, Ohio AFFILIATIONS American Planning Association Ohio Chapter APA Westlake, Ohio Parks and Recreation Master Plan Section IV 20 MARK E. HORMAN, ASLA Park Planner PARKS AND RECREATION SYSTEM MASTER PLANNING Dayton Parks, Recreation and Culture Master Plan Dayton, Ohio Osborne and Sunset Parks Master Plans Willoughby, Ohio South Park Master Plan Brunswick, Ohio Boardman Parks and Recreation Master Plan Boardman Township Park District, Ohio Beavercreek Parks and Recreation Master Plan Beavercreek, Ohio Franklin Township Preservation and Recreation Needs Assessment and Action Plan Franklin Township, New Jersey Belle Mead GSA Depot Master Plan Somerset County, New Jersey Middletown Parks and Recreation Master Plan Middletown, New Jersey Morris County Park Commission Strategic Plan Morris County, New Jersey Capital Facilities Plan, Somerset Park Commission Somerset County, New Jersey Princeton Parks and Recreation Master Plan Princeton, New Jersey Harrison County-Cynthiana Master Plan Cynthiana, Kentucky Miles Property Master Plan Louisville/Jefferson County, Kentucky PARK DESIGN Charles Pointe Park Bridgeport, West Virginia Colerain Park Expansion Colerain Township, Ohio Clippard and Groesbeck Parks Colerain Township, Ohio Oak Grove Park Centerville-Washington Park District Winton Woods Harbor Renovation Hamilton County, Ohio Sailorway Park Vermilion, Ohio Sycamore Township Nature Park Sycamore Township, Ohio Tipp City Park Tipp City, Ohio Patricia Allyn Park Warren County, Ohio Millennium Park Danville, Kentucky EDUCATION University of Kentucky B.S. Landscape Architecture REGISTRATION Registered Landscape Architect: Commonwealth of Kentucky AFFILIATIONS Council of Landscape Architectural Registration Boards - Kentucky State Board of Examiners and Registration of Landscape Architects Governor Appointed: 1984-1987, Re- appointed: 1987-1990, 1990 – 1993 Elected Kentucky delegate to the National Meeting of the Council of Landscape Architectural Registration Boards 1985, 1986, 1987, 1988, 1990 President of the Kentucky State Board of Examiners and Registration of Landscape Architects, 1991-1993 Additional: Participated in the joint authorship of Kentucky's newly ratified registration laws and CLARB National Committee on Continuing Education for Landscape Architects Section IV 21 Section IV 22 Section V Related Experience and References Se c t i o n V Re l a t e d E x p e r i e n c e a n d R e f e r e n c e s 23Section V PARKS AND RECREATION MASTER PLAN Grand Prairie, Texas Brandstetter Carroll Inc.assisted the City of Grand Prairie,Texas with the preparation of an update to their Parks,Recreation,and Open Space Master Plan which was expanded to include a master plan for trails.The plan, Project Discovery:Creating a Grand Park System,involved a variety of public input methods,including surveys (statistically valid and web-based),public workshops/events, stakeholder group meetings,and an online public engagement website (powered by mySidewalk).The project also included detailed mapping analysis to determine gaps in service,detailed demographic and social needs analysis,a benchmarking analysis (to similar Texas departments),and a review of parks and recreation trends.Finally,BCI helped develop level of service guidelines, park concepts with detailed cost estimates, and a strategic plan that contained a series of goals,objectives,and specific actions intended to aid in the implementation of the master plan.These recommendations will guide the CAPRA accredited Parks,Arts,and Recreation Department as they endeavor to meet the needs of Grand Prairie residents over the next ten years and beyond. Project Details Owner:City of Grand Prairie Contact:Mr. Tim Shinogle, Superintendent of Park Planning 400 College Street P.O. Box 534045 Grand Prairie, Texas 75053-4045 972.237.8100 Key Dates:February 2016 to present 24Section V BCI lead the City of Austin through an assessment of all aquatic related facilities.The comprehensive process included an evaluation of 36 current pools of varying age and condition,with many being over 40 years old. The process identified strategies to better serve the City residents based upon an extensive public engagement process;analysis of neighborhood trends and needs;and extensive evaluation of their existing facilities,especially analyzing factors such as compliance with VGB,ADA and State and local health codes. The goal was to develop strategies and recommendations to allow the City to provide quality aquatic experiences for the next 20 years and beyond.BCI assembled a team of local design professionals to supplement the firm’s aquatic expertise. AUSTIN, TEXAS AQUATIC FACILITIES PLANNING City of Austin, Texas Parks and Recreation Department AQUATIC FACILITIES NEEDS ASSESSMENT -2014 AQUATICS MASTER PLAN -2016 Upon the success of the Needs Assessment,BCI is now continuing planning work for the City’s aquatic facilities.This project dives deeper into service delivery for the citizens. The study will consider which pools will remain operational,which pools might get replaced or renovated,staffing models,rates and charges,and many other things related to delivering quality aquatic programming and services to the citizens of Austin . The planning project is currently underway and is to be completed in early 2017.Bartholomew Pool –suggested upgrades Map of pool locations –excerpt from study West Enfield Pool –suggested improvements Project Details Owner:City of Austin Contact:Mr. Reynaldo Hernandez, JR. RLA 919 West 28 ½ Street Austin, TX 78705 512.974.9464 Reynaldo.hernandex@austintexas.gov Key Dates:Needs Assessment:January 2013- December 2014, Master Plan: January 2016-Present 25Section V Brandstetter Carroll Inc.was selected to conduct a feasibility study for renovating the Ford Pool Complex for the City of Allen,Texas in 2007.Allen, Texas is located in Collin County,Texas approximately 20 miles northeast of Dallas.In 2014, The City of Allen asked BCI to update the study to create a “community”pool feel instead of a Family Aquatic Center. City officials called upon Brandstetter Carroll Inc.to conduct a detailed feasibility study to modernize the existing Ford Pool Complex in order to increase attendance and its overall revenue.As part of the process,Brandstetter Carroll Inc.worked with National polling experts in order to develop a citizen driven survey,and will be conducting several public meetings to discuss the aquatic needs of the citizens of Allen. FORD POOL COMPLEX RENOVATION MASTER PLAN Allen, Texas Project Details Owner:City of Allen Contact:Mr. Tim Dentler, Director 301 Century Parkway Allen, TX 75013 214.509.4700 tdentler@cityofallen.org Key Dates:Master Plan completed 2014 Currently under construction 26Section V LEXINGTON PARKS AND RECREATION MASTER PLAN Lexington, Kentucky BCI was selected for this assignment to develop a long range Master Plan for the CAPRA Accredited system serving over 300,000 residents with over 100 parks and 4,415 acres of park land.The system includes a variety of neighborhood and community parks with athletic complexes,golf courses,nature parks, arts facilities,aquatic facilities,community centers,trails,and a wide variety of programs and special events.The process involved a detailed assessment of all of the City’s parks and recreation facilities,programs assessment, extensive public engagement,an active Citizen Steering Committee,benchmarking to other communities,strategic visioning and detailed Action Plan.The Plan is scheduled to be completed by the end of 2017. Project Details Owner:City of Lexington Contact:Monica Conrad, Director of Lexington Parks and Recreation 859.425.2255 mconrad@lexingtonky.gov Key Dates:Scheduled to be completed by the end of 2017 27Section V CITY OF FAIRFAX STRATEGIC PLAN FOR PARKS, RECREATION, TRAILS, OPEN SPACE, EVENTS AND CULTURAL ACTIVITIES City of Fairfax, Virginia BCI assisted the City of Fairfax,Virginia in preparing their first Strategic Plan for Parks,Recreation,Tails, Open Space,Events and Cultural Arts.The first phase included the establishment of a Strategic Vision which was based upon extensive public engagement.The process involved public workshops/events and over 20 stakeholder groups which involved over 500 residents.In addition, nearly 2,400 residents participated in an on-line community engagement web site (hosted by MindMixer)which allowed residents to share ideas, vote on instant polls,and respond to drafts of the Plan.A statistically valid survey was performed by George Mason University.Phase 2 included detailed facility assessments,Gap Analysis Mapping,development of Level of Service Guidelines,park concept planning,and a detailed Action Plan with goals,objectives and 130 detailed strategies in a timeline format. Project Details Owner:City of Fairfax Contact:Mitzi Taylor, CPRP, Special Event and Athletic Manager 10455 Armstrong Street Fairfax, Virginia 22030 703.385.7858 mitzi.taylor@fairfaxva.gov Key Dates:February 2016 to Completion in January 2014 28Section V Brandstetter Carroll Inc.prepared a comprehensive Parks &Recreation Master Plan for the Borough and Township of Princeton and the Princeton Recreation Department.The process involved extensive public input with over 35 stakeholder group meetings,public workshops,focus groups of teens,and a statistically valid household needs assessment.The process also involved the evaluation of improvements to their outdoor pool,needs for an indoor recreation center, and potential to develop synthetic turf athletic fields to meet many of the community’s needs.The process identified strong needs for preservation of open space,trail systems,athletic fields,and indoor recreation facilities. PRINCETON PARKS AND RECREATION MASTER PLAN Princeton, New Jersey Project Details Owner:Princeton Recreation Department Contact:Ben Stentz, Director Princeton Recreation Department 380 Witherspoon Street Princeton, New Jersey 08540 609.921.9480 bstentz@princetonnj.gov Key Dates:February 2007 to June 2008 29Section V Brandstetter Carrol Inc.recently completed a city- wide parks and recreation Master Plan for this city of 33,000 residents.Extensive public engagement was used to develop a new vision for the future of parks and recreation services and to prepare an Action Plan which established implementation steps and priorities for park improvements.Public engagement included over 3,000 participants in a project web site,700 statistically valid surveys,545 web surveys,over 150 participants in interactive public workshops,and over 20 stakeholder groups to identify a clear vision for the future.Concept plans were prepared for the major parks. WESTLAKE PARKS AND RECREATION MASTER PLAN Westlake, Ohio Clague Park Project Details Owner:City of Westlake Contact:Bob DeMinico, Director of Parks and Recreation 28955 Hilliard Blvd. Westlake, Ohio 44145 440.808.5699 bdeminico@cityofwestlake.org Key Dates:February 2014 to November 2014 (adoption in February 2015) 30Section V The study investigated current conditions and usage levels for all facilities and programs,evaluated the quality and service delivery of programming, recommended future facility and programming improvements,and identified strategies and administrative policies necessary for implementation of recommendations.This project included the development of a city-wide Social Needs and Conditions Index for each of the city's forty-eight statistical neighborhoods for evaluating both the total population and target populations such as teens and senior citizens.The final plan is a product of extensive public participation by utilizing statistically valid telephone surveys,26 community-based workshops, focus groups representing special needs and concerns,a "Blue Ribbon”Advisory Committee and CRC s staff.To date,all of the new development projects in the $60 million 10 year Capital Plan have been accomplished. CRC MASTER PLAN FOR SERVICE DELIVERY Cincinnati Recreation Commission, Ohio Project Details Owner:City of Cincinnati Contact:Dan Jones, Planning and Development 805 Central Avenue, Suite 800 Cincinnati, Ohio 45202 513.352.4045 dan.jones@cincinnati-oh.gov Key Dates:May 1995 to June 1996 Section VI Appendix Se c t i o n V I Ap p e n d i x ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? INSR ADDL SUBR LTR INSD WVD PRODUCER CONTACT NAME: FAXPHONE (A/C, No):(A/C, No, Ext): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY)(MM/DD/YYYY) AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTEDCLAIMS-MADE OCCUR $PREMISES (Ea occurrence) MED EXP (Any one person)$ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE $ PRO-POLICY LOC PRODUCTS - COMP/OP AGGJECT OTHER:$ COMBINED SINGLE LIMIT $(Ea accident) ANY AUTO BODILY INJURY (Per person)$ OWNED SCHEDULED BODILY INJURY (Per accident)$AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $AUTOS ONLY AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $ DED RETENTION $ PER OTH- STATUTE ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $ If yes, describe under E.L. DISEASE - POLICY LIMITDESCRIPTION OF OPERATIONS below INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03) CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) $ $ $ $ $ The ACORD name and logo are registered marks of ACORD 12/13/2016 (859) 273-1549 (859) 272-0075 25127 Brandstetter Carroll Inc 17300 Preston Rd Ste 310 Dallas, TX 75252 A 1,000,000 BOP2744362 04/23/2016 04/23/2017 300,000 10,000 1,000,000 2,000,000 2,000,000 1,000,000A BAP2379693 04/23/2016 04/23/2017 5,000,000A CXS2117619 04/23/2016 04/23/2017 5,000,000 0 A WCP2213992 04/23/2016 04/23/2017 500,000 500,000 500,000 A Ohio Stop Gap BOP2744362 04/23/2016 Employers Liability 1,000,000 The following applies to the Workers' Compensation coverage under Item 3.C. Other States Insurance: All States not shown in 3.A. except AK, CA, HI, LA, ME, NV, NH, ND, OH, RI, VT, WA, WY. City of Colleyvillel 100 Main St 2nd Floor Engineering Office Colleyville, TX 76034 BRANCAR-03 EEVERMAN Energy Insurance Agency, Inc. P O Box 55268 Lexington, KY 40555 eia@energyinsagency.com State Auto Property and Casualty Insurance Co X 04/23/2017 X X X X X X X X X SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME: CONTACT (A/C, No): FAX E-MAIL ADDRESS: PRODUCER (A/C, No, Ext): PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSR THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS AUTOSAUTOS NON-OWNED HIRED AUTOS SCHEDULEDALL OWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT ER OTH- TORY LIMITS WC STATU- LIMITS(MM/DD/YYYY) POLICY EXP (MM/DD/YYYY) POLICY EFF POLICY NUMBERTYPE OF INSURANCELTR INSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) GENERAL LIABILITY COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO- JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2010/05)© 1988-2010 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD 12/13/2016 Pearl Insurance 1200 E Glen Ave Peoria Heights IL 61616 Brandstetter Carroll Inc. 17300 Preston Road Suite 310 Dallas TX 75252 Continental Casualty Company 20443 A Professional Liability N Y AEH288364175 11/27/2016 11/27/2017 $1,000,000 per claim/$2,000,000 aggregate $50,000 deductible As written in the policy: Insurer hereby waives subrogation rights against the Insured’s client to the extent that the Insured had a written agreement to waive such rights prior to a claim or circumstance. City of Colleyville 100 Main Street Second Floor, Engineering Office Colleyville TX 76034 Controlling Name of Interested Party4 Nature of interest City, State, Country (place of business) Intermediary (check applicable) CERTIFICATE OF INTERESTED PARTIES 1295FORM 1 of 1 1 OFFICE USE ONLY 2 Complete Nos. 1 - 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. Name of business entity filing form, and the city, state and country of the business entity's place of business. Brandstetter Carroll Inc. Dallas, TX United States Name of governmental entity or state agency that is a party to the contract for which the form is being filed. Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. 3 City of Colleyville Parks Master Plan RFCPMP-2016 CERTIFICATION OF FILING Holser, Elizabeth Dallas, TX United States X Signature of officer administering oath 6 AFFIX NOTARY STAMP / SEAL ABOVE Signature of authorized agent of contracting business entity Title of officer administering oath I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct. Sworn to and subscribed before me, by the said _____________________________________, this the ____________ day of ______________, 20________, to certify which, witness my hand and seal of office. AFFIDAVIT Printed name of officer administering oath Check only if there is NO Interested Party.5 Version V1.0.277www.ethics.state.tx.usForms provided by Texas Ethics Commission Lawrence W. Brandstetter 20 December 16 Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us FORM CIQ OFFICE USE ONLYThis questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor. CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity Date Received A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor? Yes No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from the local governmental entity? Yes No 7 Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1). Signature of vendor doing business with the governmental entity Date Name of vendor who has a business relationship with local governmental entity.1 Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) 2 3 Name of local government officer about whom the information is being disclosed. Name of Officer Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary. 4 6 5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more. Revised 11/30/2015Form provided by Texas Ethics Commission www.ethics.state.tx.us CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form. Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public; or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency. Local Government Code § 176.003(a)(2)(A) and (B): (a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if: *** (2) the vendor: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor; (B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor. Local Government Code § 176.006(a) and (a-1) (a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: (1) has an employment or other business relationship with a local government officer of that local governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A); (2) has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any gift described by Section 176.003(a-1); or (3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of: (1) the date that the vendor: (A) begins discussions or negotiations to enter into a contract with the local governmental entity; or (B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity; or (2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a); (B) that the vendor has given one or more gifts described by Subsection (a); or (C) of a family relationship with a local government officer. City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 4a Agenda Date 02/06/2017 Number Type Report Department Parks and Recreation Advisory Board Title Recreation, Athletics, and Senior Center report Explanation Recreation and City Events Manager, Lisa Escobedo, will provide a verbal update on the previous quarter's and upcoming recreation, athletics, and Senior Center activities. Attachments City of Colleyville Page 1 City of Colleyville Parks and Recreation Advisory Board Agenda Briefing City Hall 100 Main Street Colleyville, Texas 76034 www.colleyville.com Agenda Number 4b Agenda Date 02/06/2017 Number Type Report Department Parks and Recreation Advisory Board Title Parks overview of ongoing and accomplished projects Explanation Parks manager, Heather Dowell, will provide a verbal update on previous quarters accomplishments and give an overview of ongoing projects. Attachments 1.Parks Voluntary Fund Programming Presentation Parks Voluntary Fund Programing July 2016 –January 2017 Pleasant Run Shade Structures Shade Structures Shade Structures Shade Structures Shade Structure Revitalization •Add 2 new concrete pads •Add 6 new shade structure frames & shade fabric •Replace 7 current shade fabric •Repaint 7 current shade structure frames •Total Cost of Revitalization = $ 45,000.00 Litter & Recycling Receptacles Current Receptacles New Standard Receptacles Litter & Recycling Receptacles Before After Installed Litter and Recycling Receptacles •20 New Litter Receptacles •20 New Recycling Receptacles •Total Cost of Replacements = $ 36,000.00 Pleasant Run Current Grass Beds Pleasant Run New Beds Pleasant Run New Beds Landscape Re-design •Remove Pampas Grass •Retro-fit spray heads to drip irrigation •Install additional trees •Create bed outline with stone border •Install native grasses and plants •Total Cost of redesign request = $20,000.00 Restrooms Restrooms Restroom Repainting •Sparger Park repair floor and repaint interior •City Park Concession interior repainting •City Park Pavilion interior repainting •Total restroom repainting cost = $ 12,000.00 Sparger Park Fence Replacement Sparger Park Fence Replacement Sparger Park Fence Replacement •Remove fence at Sparger Park •Replace fence along private property line •Total Fence Replacement Cost = $15,000.00 Softball Scoreboards Softball Scoreboards •Remove 3 -18 year old, light bulb 10’ x 4’ scoreboards •Replace with 3 new LED, wireless remote 10’ x 5’ scoreboards •Total Project Cost $ 15,000.00 •Colleyville Softball Association $ 6,000.00 •Total Request for Voluntary Park Fund $ 9,000.00 Park Revitalization Projects •Pleasant Run Shade Structures $45,000.00 •Litter and Recycling Receptacles $ 36,000.00 •Restroom Repair and Repainting $ 12,000.00 •Landscape and Irrigation Conversion $ 20,000.00 •City Park Softball Scoreboards $ 9,000.00 •Sparger Park Fence Replacement $ 15,000.00 •Total Cost of all Projects $ 137,000.00 •Questions?