city of rollingwood park commission meeting agenda · information on the website , the deisgn of...

CITY OF ROLLINGWOOD PARK COMMISSION MEETING

AGENDA

Tuesday, October 08, 2019 Notice is hereby given that the Park Commission of the City of Rollingwood, Texas will hold a regular

meeting, open to the public, in the Municipal Building at 403 Nixon Drive in Rollingwood, Texas on

October 08, 2019 at 9:30 AM, where the following items will be discussed:

CALL PARK COMMISSION MEETING TO ORDER

1. Roll Call

PUBLIC COMMENTS

Citizens wishing to address the Park Commission for items not on the agenda will be received at this time. Please limit comments to 3 minutes. In accordance with the Open Meetings Act, the Park Commission is restricted from discussing or taking action on items not listed on the agenda.

Citizens who wish to address the Park Commission with regard to matters on the agenda will be received at the time the item is considered.

CONSENT AGENDA

All Consent Agenda items listed are considered to be routine by the Park Commission and may be enacted by one (1) motion. There will be no separate discussion of Consent Agenda items unless a Board Member has requested that the item be discussed, in which case the item will be removed from the Consent Agenda and considered in its normal sequence on the Regular Agenda.

2. Discussion and possible action to approve the minutes from the September 9, 2019 meeting.

REGULAR AGENDA

3. Discussion and possible action on a recommendation to the City Council regarding commercial use permit fees and professional dog walkers as a required permit holder.

4. Discussion and possible action on a recommendation to the City Council on the agreement with Plant Driven Design for the Butterfly Garden Project.

5. Discussion and possible action on a recommendation to the City Council on trail repairs.

1

Park Commission Meeting – Agenda Tuesday, October 08, 2019

6. Discussion and possible action on a recommendation to the City Council regarding a process for Requests for Proposals for the operation, maintenance, and ground lease of the City of Rollingwood Athletic Facilities.

7. Discussion and possible action on a recommendation to City Council to extend the lease with Western Hills Girls Softball, Inc.

DEPARTMENT REPORTS

All reports are posted to inform the public. No discussion or action will take place on items not on the regular or consent agenda.

Park Financials as of August 2019.

ADJOURNMENT OF MEETING

CERTIFICATION OF POSTING

I hereby certify that the above Notice of Meeting was posted on the bulletin board at the Rollingwood Municipal Building, in Rollingwood, Texas and to the City website at www.rollingwoodtx.gov on October 4, 2019 at 2:30 p.m.

__________________________________

Ashley Wayman, City Secretary

NOTICE -

The City of Rollingwood is committed to compliance with the Americans with Disabilities Act. Reasonable modifications and equal access to

communications will be provided upon request. Please contact the City Secretary, at (512) 327-1838 for information. Hearing-impaired or

speech-disabled persons equipped with telecommunication devices for the deaf may call (512) 272-9116 or may utilize the stateside Relay

Texas Program at 1-800-735-2988.

2

CITY OF ROLLINGWOOD PARK COMMISSION MEETING

MINUTES

Monday, September 09, 2019 The Rollingwood Park Commission met in a Regular Meeting beginning at 1:30 p.m. in the City Council

chambers of the Rollingwood City Hall building located at 403 Nixon Drive, Rollingwood, Texas. Park

Commission Member, Sandra Farrell called the meeting to order at 1:35 p.m.

Present members were: Mary Elizabeth Cofer, Laurie Mills, Sandra Farrell, Colleen Preheim and

Catherine Horne.

PUBLIC COMMENTS

City Administrator Amber Lewis introduced and welcomed Ashley Wayman, the new City Secretary for the City of Rollingwood.

APPROVAL OF MINUTES

Sandra Farrell requested that the following changes be made to the minutes from the August 6, 2019 meeting:

Item 5: Add Sandra Farrell’s name to the list but also stating that the park commission members are limited to three or less to avoid a quorum being present.

Item 7: Should state that no report was given.

Item 13: Add a short description about the report given by Public Works Director Wright.

Item 14: Should state that no reports were given.

Sandra Farrell motioned to approve the minutes from the August 6, 2019 meeting with the stated corrections. Catherine Horne seconded the motion. The motion passed 5-0.

DISCUSSION AND POSSIBLE ACTION TO ELECT A CHAIRPERSON OR CO-CHAIRPERSONS

Laurie Mills motioned to elect Sandra Farrell and Catherine Horne as Co-Chairs of the Park Commission. Colleen Preheim seconded the motion. The motion passed 5-0.

DISCUSSION AND POSSIBLE ACTION ON RECOMMENDATIONS TO THE CITY COUNCIL REGARDING THE PARK BUDGET FOR FISCAL YEAR 2019-2020, INCLUDING EXCEPTIONAL ITEMS AND RCDC REQUESTS.

City Administrator Amber Lewis guided the board in looking at the Park Commission budget documentation. She suggested that one member of the Park Commission attend the RCDC meeting on Thursday, September 12, 2019 to present their requests from RCDC.

3 2.

Park Commission Meeting – Agenda Monday, September 09, 2019

Laurie Mills motioned to approve the park budget of $111,746, including the additional items.

Sandra Farrell seconded the motion. The motion passed 5-0.

UPDATE, DISCUSSION AND POSSIBLE ACTION ON A RECOMMENDATION TO THE CITY COUNCIL REGARDING WESTERN HILLS GIRLS SOFTBALL.

Steve Franke of Western Hills Girls Softball provided an update to the Park Commission.

No action was taken.

DISCUSSION AND POSSIBLE ACTION ON A RECOMMENDATION TO THE CITY COUNCIL REGARDING THE CONTRACTUALLY REQUIRED CAPITAL IMPROVEMENTS BY WESTERN HILLS GIRLS SOFTBALL.

Steve Franke of Western Hills Girls Softball provided an update concerning the contractually required capital improvements, stating that they had met their contractual obligation.

No action was taken.

DISCUSSION AND POSSIBLE ACTION ON A RECOMMENDATION TO THE CITY COUNCIL ON THE AGREEMENT WITH PLANT DRIVEN DESIGN FOR THE BUTTERFLY GARDEN PROJECT.

City Administrator gave the historical context for this agenda item.

The Park Commission discussed concerns about viability of the Butterfly Garden Project in the locations originally selected.

Laurie Mills motioned to select Mary Elizabeth Cofer as the Monarch Butterfly Garden representative for the Park Commission and to direct her to follow up on the project. Colleen Preheim seconded the motion. The motion passed 5-0.

DISCUSSION AND POSSIBLE ACTION ON A RECOMMENDATION TO THE CITY COUNCIL REGARDING THE WORK PRODUCT PRODUCED BY THE ATHLETIC FACILITIES RFP SUB-COMMITTEE.

Jay Howard, a member of the sub-committee, summarized the actions of the RFP sub-committee to date. He stated that the sub-committee is trying to come up with a proposal to take to City Council by Wednesday for them to discuss and consider. No action was taken.

DISCUSSION AND POSSIBLE ACTION ON ESTABLISHING AN ANNUAL MEETING SCHEDULE FOR THE PUBLIC.

City Administrator Amber Lewis reported a suggestion by Council Member Buck Shapiro that the Park

Commission (and all City commissions) have four spring and four fall meetings and hold summer

meetings on an as needed or optional basis.

4 2.


Laurie Mills motioned to approve the annual meeting schedule of the Park Commission to be the

second Tuesday of the month at 9:30 a.m. Sandra Farrell seconded the motion. The motion passed 5-

0.

Laurie Mills motioned to schedule Park Commission meetings in the months January through May and September through December. Mary Elizabeth Cofer seconded the motion. The motion passed 5-0.

DISCUSSION AND POSSIBLE ACTION ON DESIGNATING A LEAD PERSON FOR THE PET PAVER FUNDRAISER PROJECT, DESIGNING A FLYER, AND FACILITATING A DEDICATION CEREMONY.

City Administrator Amber Lewis explained the need for someone on the Park Commission to take the lead on the Pet Paver Fundraiser Project and Colleen Preheim volunteered to do so.

The Park Commission discussed an online payment system, availability of Pet Paver Project information on the website, the deisgn of the pet pavers and the flyer for the event.

Laurie Mills motioned to designate Colleen Preheim as the Pet Paver Project programmer and direct her to follow up on the project. Sandra Farrell seconded the motion. The motion passed 5-0.

DISCUSSION REGARDING PLAN FOR IT’S MY PARK DAY AND HALLOWEEN.

The Park Commission discussed the coordination of the It’s My Park Day event, including the equipment needed, volunteer hours, advertisement of the event including a possible flyer to be mailed with the water bills, and having the dedication of the pet water fountain at the conclusion of the event.

The Commission discussed not having the Halloween event this year.

This was not an action item. No action was taken.

DISCUSSION AND POSSIBLE ACTION ON A RECOMMENDATION TO THE CITY COUNCIL ON PAVILION, PLAYGROUND, PARK, FIELD HOUSE, MAINTENANCE, AND PARK LANDSCAPING ISSUES.

The Commission discussed the need for more mulch on the upper playground. City Administrator Amber Lewis said that she would follow up with the Commission, or with City Council, with a bid for the mulch.

The Commission discussed other aspects of the operation and maintenance of the park, including the need for a maintenance and operations plan, as well as the process for presenting a budget request to RCDC.

FINANCIALS AS OF JULY 31, 2019

ADJOURNMENT OF MEETING

Laurie Mills motioned to adjourn the meeting at 3:00 p.m. The motion was seconded by Mary Elizabeth Cofer. The motion passed 5-0.

5 2.


Minutes were taken by Park Commission member Catherine Horne, and reviewed and prepared

by City Secretary Ashley Wayman.

Minutes approved ________ day of _________________________, 2019.

_________________________________

Sandra Farrell, Co-Chair

6 2.

Sec. 1.10.076 Scheduling of use; availability of facilities for public use;

commercial use permit

(a) Public and private use of park facilities. Scheduling the use of city park property is

within the sole discretion of the city council or its designee. City park facilities that are

not otherwise scheduled for use are available for public use on a “first-come, first-

served” basis; however, access may be limited to certain areas that are leased or

reserved for private use or that require the payment of entrance fees, permit fees, or

other user fees.

(b) Commercial use of park facilities. No person shall use a park facility or park property

for a commercial use without first obtaining a permit therefore issued by the city.

(1) Application for a permit shall be submitted to the city secretary or city

administrator on a form promulgated by the city. An applicant shall disclose

in the permit application the applicant's name and address for notice purposes,

the intended use or activity, the requested date(s) and time(s) of the proposed

use, and the anticipated number of participants. Proof of commercial general

liability insurance covering the event or activity with a minimum of

$1,000,000.00 coverage per occurrence naming the city as an additional

insured shall be included with the application. No permit shall be issued until

the applicable permit fee has been paid.

(2) At the time an application for a permit is submitted, a commercial user

proposing to provide any fitness, athletic, or exercise training or instruction

shall provide proof of certification in first aid and CPR issued by an

accredited or generally recognized organization that provides such

certification for each person who will provide the proposed training or

instruction.

(3) A permit issued for a commercial use may include specific terms and

conditions applicable to the use. A commercial use permit holder shall at all

times comply, and shall, cause all those participating in the permit holder's

activity to comply, with all terms and conditions included in the permit, all

applicable rules and regulations promulgated by the city, and the provisions

of this division. In addition to the penalty for a violation provided in this

division, a permit may be revoked in the event of a violation of term and

condition included in the permit, any applicable rule and regulation

promulgated by the city, or any provision of this division. Notice of a

revocation of a permit shall be effective immediately when forwarded to the

address listed in the permit application submitted by the permit holder.

7 3.

(Ordinance 2011-11-16(C) adopted 11/16/11)

8 3.

DocuSign Envelope ID: A40D4E2A-2311-4F4E-B679-44AB1CD5E684

principal

9 4.


10 4.


11 4.

city of rollingwood park commission meeting agenda · information on the website , the deisgn of...

Documents