city of rollingwood park commission meeting agenda · discussion and possible action on the pet...

CITY OF ROLLINGWOOD PARK COMMISSION MEETING

AGENDA

Tuesday, November 19, 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

November 19, 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 on the minutes from the October 1, 2019 and October 8, 2019 Park Commission Meetings.

REGULAR AGENDA

3. Discussion and possible action on a recommendation to the City Council regarding the capital improvement schedule by Western Hills Girls Softball for the lease year of 2018-2019.

4. Discussion on a report from Western Hills Girls Softball.

5. Discussion on ideas for a fundraising plan.

6. Discussion on the Park Commission binder and roles and responsibilities of members.

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Park Commission Meeting – Agenda Tuesday, November 19, 2019

7. Discussion and possible action on a monthly park walk-through and checklist.

8. Discussion on the ball field fence.

9. Discussion and possible action on a recommendation to City Council for Cleanscapes to perform repair and installation of drip irrigation along Gentry Drive.

10. Discussion and possible action on a recommendation to City Council regarding dogs and shared use athletic fields.

11. Discussion and possible action on the Pet Paver Project and adding an option for gift acknowledgement cards.

12. Update and discussion on the Butterfly Garden.

13. Discussion on the Park Commission budget and financials as of October 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 November 13, 2019 at 3:00 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.

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CITY OF ROLLINGWOOD SPECIAL PARK COMMISSION MEETING

MINUTES

Tuesday, October 01, 2019 The Park Commission of the City of Rollingwood, Texas met in a special meeting, open to the public, in

the Municipal Building at 403 Nixon Drive in Rollingwood, Texas on October 01, 2019 at 10:30 AM.

Co-Chair Sandra Farrell called the meeting to order at 10:37 am.


1. Roll Call Present Members were: Co-Chair Sandra Farrell, Co-Chair Catherine Horne, Mary Elizabeth Cofer, Laurie Mills, Colleen Preheim and Niccole Maurici.

PUBLIC COMMENTS

The following individuals spoke during Public Comment:

Shanthi Jayakumar (Park Hills Drive) spoke on the history of the City Park and expressed her gratitude for the Park Commission for their hard work.

Theresa Brawley spoke on development in the park and the need to document all park related news and other information.

Marina Breeland (2808 Rollingwood Drive) spoke on the possible health concern that could be posed by the mixed-use athletic fields.

PUBLIC HEARING

2. Public hearing to discuss a process for Request for Proposals for the operation, maintenance, and ground lease of the City of Rollingwood Athletic Facilities. The public hearing opened at 10:48 a.m. The following individuals spoke during the public hearing:

o City Administrator Amber Lewis explained that this is the third of three chances for public input on the process that will be used in the creation of a new RFP for the operation, maintenance and ground lease of the City of Rollingwood Athletic Facilities.

o Shanthi Jayakumar (Park Hills Drive) questioned whether or not this has to be done through an RFP.

The public hearing closed at 11:07 a.m.

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Special Park Commission Meeting – Minutes Tuesday, October 01, 2019

3. Discussion and possible action on a recommendation to the City Council regarding a process

for Request for Proposals for the operation, maintenance, and ground lease of the City of Rollingwood Athletic Facilities. Park Commission member Colleen Preheim summarized the feedback from the public hearing held at the Council Meeting on Monday, September 30, 2019 at 7:00 p.m. Park Commission member Catherine Horne explained other ways to provide notice about use of the athletic fields. City Administrator Amber Lewis stated that there is a City Ordinance in place that requires the Council to review all City Contracts every 5 years and go through an open public RFP process as a best management practice. Marina Breeland questioned the minimum requirements for the RFP process that are stated in the Ordinance. Council Member Wendi Hundley explained that there are rules in the Texas Code that dictate the RFP process. No action was taken.

REGULAR AGENDA

4. Discussion regarding park operations and maintenance to include, fencing, signage, irrigation, grass, fields, field house, dug outs and shade structures. Catherine Horne spoke about the current quote received for fencing and about requesting funds for this fence maintenance. City Administrator Amber Lewis explained the restrictions that the RCDC has for what kind of projects that they can fund. Projects are able to be funded but operations and maintenance are not able to be funded by RCDC. She stated that this item can come from the City Budget as there is flexibility built in for maintenance. She stated that the Park Budget is to be used first and the RCDC will be used for funding for projects. The Park Commission discussed the need for signs at all field entrances explaining whether or not pets are allowed. Mary Elizabeth Cofer motioned to accept the bid from Viking for signage. Catherine Horne seconded the motion. The motion passed 6-0. Catherine Horne explained the current state of the park irrigation systems. She stated that the Park Commission is in the process of getting bids for fixing and replacing parts of the irrigation system. Catherine Horne relayed what has been recommended to the Park Commission in regards to the grass in the park and what the Little League is working on in regards to the athletic fields. Catherine Horne stated that Alex will pressure wash the field house when the City is able to find time, but quotes are still needed for maintenance on the field house and dugouts including replacing some parts and painting.

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Special Park Commission Meeting – Minutes Tuesday, October 01, 2019

The Commission discussed other issues of field maintenance, including the need for waste removal on the fields and getting an opinion from a health inspector on the safety and liability issues created by waste on the fields. Mary Elizabeth Cofer stated that she would call the health department.

5. Discussion and possible action on the selection of a bid to perform maintenance and repairs of fencing and irrigation system and new signage. Catherine Horne motioned to ask Viking Fence to furnish two new gates to close off fields one and two at a cost of $2,160. Colleen Preheim seconded the motion. The motion passed 6-0. The Commission discussed options and wording for signage to be placed at the athletic field dugouts, gates, and fence openings. They decided to leave the sign wording as proposed for fields 1 and 2 and not include the statement that fields 3, 4 and 5 are available for use by dogs. Catherine Horne motioned to order 6-8 small signs per field for fields 1 and 2 with the agreed upon language and to wait on ordering signs for fields 3, 4 and 5. Laurie Mills seconded the motion. The motion passed 6-0.

6. Discussion and possible action on a shade screen on the Athletic Field Fence. The Park Commission discussed the shade screen that the Little League has proposed to put on the top of the fence at the athletic fields. Laurie Mills motioned to approve the installation of a shade screen on the Athletic Field Fence. Colleen Preheim seconded the motion. The motion passed 6-0.


Co-Chair Sandra Farrell called for adjournment at 11:43 a.m. Catherine Horne motioned to adjourn.

Colleen Preheim seconded the motion. The motion passed 6-0.

Minutes Adopted on the __________day of _______________, 2019.

____________________________

Sandra Farrell, Co-Chair

Catherine Horne, Co-Chair

ATTEST:

______________________________


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CITY OF ROLLINGWOOD PARK COMMISSION MEETING

MINUTES

Tuesday, October 08, 2019 The Park Commission of the City of Rollingwood, Texas met in 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.

Co-Chair Sandra Farrell called the meeting to order at 9:35 a.m.


1. Roll Call Present Members: Co-Chair Sandra Farrell, Colleen Preheim, Mary Elizabeth Cofer and Laurie Mills. Also Present: City Administrator Amber Lewis and City Secretary Ashley Wayman

PUBLIC COMMENTS

City Administrator Amber Lewis read an email from Catherine Horne regarding irrigation, It’s My Park Day volunteers, a fence bid, and lease ideas.

CONSENT AGENDA

2. Discussion and possible action to approve the minutes from the September 9, 2019 meeting. Laurie Mills motioned to approve the minutes from the September 9, 2019 meeting. Mary Elizabeth Cofer seconded the motion. The motion passed 4-0.

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. Sandra Farrell explained that this item came about because Catherine Horne saw professional dog walkers at the park and thought that they should be charged for using the park. Council Member Buck Shapiro explained that monitoring dog walkers would be more difficult to monitor than a workout group using the park. Marina Breeland agreed that monitoring would be a challenge but it is a good discussion point because the park has become a destination for dog walkers.

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Park Commission Meeting – Minutes Tuesday, October 08, 2019

City Administrator Amber Lewis explained that the City Attorney is looking into the different health and safety issues that may arise in the the park. Council Member Buck Shapiro stated that it would be beneficial to see what other cities are doing in regards to this topic. The commission discussed that the current ordinance may already cover professional dog walkers as well as the policy decision that should be made in regards to whether or not the City wants to have professional dog walkers in the City. Council Member Buck Shapiro clarified that the possibility of a separate dog park was brought up only due to the possible liability that there may be with the current mixed-use fields, and that the City intends to allow dogs in the park by some means. Sandra Farrell suggested that no action be taken today. City Administrator Amber Lewis stated that this item also references the commercial use permit fees and the possibility of raising the fees, which is a concern that has been expressed. She read the current fees that are listed on the website and suggested this item could go on the next agenda after more information is gathered on this topic. Mary Elizabeth Cofer and Colleen Preheim volunteered to work on this as a small group along with Marina Breeland to discuss professional dog walkers, permits, permit fees, ratios of dog owners to dogs, and reaching out to other cities handle this issue.

4. Discussion and possible action on a recommendation to the City Council on the agreement with Plant Driven Design for the Butterfly Garden Project. Mary Elizabeth Cofer stated that she met with Scott Ogden and walked the trails and discussed the possible butterfly gardens in Rollingwood and he has proposed plants that could survive a harsh summer and they are ready to go forward when the City is. Marina Breeland spoke about the bids received for the Butterfly Garden Project and the possibility that this may not be a successful project in the City. Colleen Preheim suggested tabling this project due to there being so many projects going on in the park. City Administrator Amber Lewis stated that there was a Monarch Butterfly Pledge in the past but the funds for this project have not been budgeted for this year. She stated that the question before them was if they want to continue with this contract with Scott Ogden or recommend to the City Council to terminate this contract. Marina Breeland stated that Scott Ogden was difficult to work with in past projects and may not be able to work on a set schedule.

Colleen Preheim motioned to terminate this contract and table the Butterfly Garden Project. Laurie Mills seconded the motion. The motion passed 4-0.

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

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Note: Items 6 and 7 were taken before this item on the request of Council Member Buck Shapiro. Mary Elizabeth Cofer brought up uneven crushed granite on the trails and that more crushed granite needs to be brought in. City Administrator Amber Lewis explained that Catherine Horne put this on the agenda because she saw repairs that needed to be made to the trail. Marina Breeland brought up the fact that AT&T may be responsible for fixing some of the damage they caused to the trail. City Administrator Amber Lewis stated that she would try to get in touch with AT&T. No formal action was taken.

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.

City Administrator Amber Lewis explained that this is the Park Commission’s opportunity to

make a recommendation to the Council on what they want to go into the RFP and that the

previous City Secretary, Robyn Ryan, attested to the fact that the previous RFP was advertised

in the Picayune and the Austin American Statesman.

Buck Shapiro explained that the real issue with the park is funding, and that the misinformation

surrounding this issue

The commission discussed the need to get their recommendations to the City Council by

Thursday, October 10th, so it can go in the October 16th City Council Packet.

Colleen Preheim discussed considering other places to publish the RFP. City Administrator

Amber Lewis stated that the City would send notice of the RFP through Swift 911 email and

text, Nextdoor, Facebook, the website and all available bulletin boards.

No formal action was taken.

7. Discussion and possible action on a recommendation to City Council to extend the lease with Western Hills Girls Softball, Inc. The commission discussed that the current lease is good through December and that there is not a need to extend it further at this time. No formal action was taken. The commission discussed possibly having a special meeting before It’s My Park Day and said that they would let the City know if they wanted an agenda created.

DEPARTMENT REPORTS

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

8. Park Financials as of August 2019.


Sandra Farrell called for adjournment at 10:55 a.m. Laurie Mills motioned to adjourn the

meeting. Mary Elizabeth Cofer seconded the motion. The motion passed 4-0.

Minutes Adopted on the __________day of _______________, 2019.

____________________________

Sandra Farrell, Co-Chair

Catherine Horne, Co-Chair

ATTEST:

______________________________


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WHGS/WHLL Capital Improvements

Lease Year 9/18-8/19

Annual Capital Improvement for period 9/18/-8/19 5,000

Carryover from 2016 & 2017 Improvements (2,512)

Balance as of 9/18 2,488

Approved improvements by Park Commission:

September 2018

Irrigation improvements

Added new heads and lines 1,380

Emergency improvements as requested by City:

February 2019

Move electric wires and boxes for irrigation system

Bury exposed electrical lines 4,080

Other potential improvements:

January and February 2019

Field improvements to put fields in better operating condition

Leveled Fields 1&2 and added dirt and conditioner

Etched out dirt lines for Fields 1,2&3

Installed new bases as need on all Fields

Installed new clay at pitchers mounds/homeplate on Fields 1,2&3 3,650

Total Capital Improvements for period 9/18-8/19 9,110

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Ashley Wayman

From: Amber LewisSent: Friday, October 18, 2019 4:24 PMTo: 'Steve Franke'Cc: Ashley WaymanSubject: RE: Hatley Park ItemsAttachments: Hatley Capital Improvements 2018-19 Lease Year.xlsx

Thanks, Steve. We will send this information to the Park Commission as well as the Chief and Assistant Chief and the City Council. Below is the ordinance regarding shared use of the fields. Sec. 2.01.010 Restraint and confinement of dogs

(a) (1) Except as provided in subsection (2) below, all dogs must be kept under restraint at all times through confinement or use of a handheld leash or lead.

(2) A dog, other than a dog determined to be a dangerous dog pursuant to section 2.01.018, need not be restrained in field numbers 3, 4, and 5 of Rollingwood Park, as depicted on appendix 2-1 attached to Ordinance 2017-05-17(A), if:

(A) No organized sports activity, such as youth baseball or softball league play, is then occurring in the field; and

(B) The dog's owner or person authorized by the owner is interacting with the dog and maintaining reasonable control of the dog through observation and by voice command, when appropriate, to prevent interference by the dog with any other person(s) present.

(Ordinance 2017-05-17(A), sec. 1, adopted 5/17/17)

(b) Voice control shall not be deemed to be a means of confinement under this section, except when a dog is on its owner's premises.

(c) (1) Except as provided in subsection (c)(2), a person may not restrain a dog with a chain or tether unless the person is holding the chain or tether.

(2) The prohibition of subsection (c)(1) does not apply to a temporary restraint:

(A) During a lawful animal event, veterinary treatment, grooming, training, or law enforcement activity; or

(B) That is required to protect the safety or welfare of a person or the dog, if the dog's owner or handler remains with the dog throughout the period of restraint.

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(d) A person restraining a dog with a chain or tether shall attach the chain or tether to a properly fitting collar or harness worn by the dog. A person may not wrap a chain or tether directly around a dog's neck. A person may not restrain a dog with a chain or tether that weighs more than 1/18 of the dog's body weight. A chain or tether used to restrain a dog must, by design and placement, be unlikely to become entangled.

(e) A person may not restrain a dog in a manner that does not allow the dog to have access to necessary shelter and water.

(f) A person may not restrain a dog in a manner that allows the dog to move outside the person's property.

State law references–Restraint, impoundment and disposition of dogs and cats, V.T.C.A., Health and Safety Code, sec. 826.033.

Many thanks, Amber

Amber A. Lewis City Administrator City of Rollingwood Office: 512-327-1838 x 105 www.rollingwoodtx.gov

From: Steve Franke <[email protected]> Sent: Wednesday, October 16, 2019 10:39 PM To: Amber Lewis <[email protected]> Subject: Hatley Park Items Amber, sorry for the delay on this but I’ve been traveling for a week now and just returned tonight; need to start catching up on my normal duties. Attached is the capital improvement schedule for the lease year of 9/18-8/19. We probably need to get official approvals by the City for the second and third items on the list. And I would at least like to have as part of the discussion in the lease renewal (if we are so chosen) if we can receive some credit for going over the $5k requirement this final year of the lease. Also, as mentioned, I wanted the Park Commission to be notified (either through email) or we can discuss at the next Park Commission meeting of the following items:

1) We continue to have numerous offenders of having dogs on Fields 1 & 2 (more Field 2 from my experience). It really does cause damage to the dirt field areas and we would really like the City’s help in communicating and enforcing the City ordinance as we have to incur more maintenance costs and man hours after the damage occurs.

2) On Monday, 10/7, my daughter, Sydney, a trainer and I were on Field 3 practicing softball. A little after 6pm, a handful of dog owners brought their dogs into the enclosed Fields 3,4&5. At first, they were mostly staying over on Field 4, completely opposite end of the park from where we were at. But soon after one of the dog owners threw a tennis ball completely into where we were practicing and the dog ran over to get the ball. The dog did

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not return to the owner and just lingered around and right in front of where she was attempting to hit. We stopped practicing so we wouldn’t take a chance hitting the dog. When the dog still interfered with our practice, the trainer asked the people who were still standing over on Field 4 if they would mind calling their dog back over to them. We were told that this area was for the dogs. The trainer asked if we could share the park space and we were told very clearly “no, that this was a dog park.” We moved off the field. This week on Monday, 10/14, they were there again (my wife was up there not me) and once again the dogs that were there were allowed to roam right into the area where they were practicing and none of the owners tried to keep them out of the way. They decided to leave Field 3 and did not attempt to communicate with any of the dog owners after what had happened the week before. Field 2 is being used for WHGS league clinics on Monday evenings so we are trying to use Field 3 as a park patron. I guess I would like clarification on what is the right to use public park space.

Thanks, Stephen C. Franke, Jr., CPA Reynolds & Franke, PC 6850 Austin Center Blvd., Suite 100 Austin, TX 78731 (512) 206-3141 (Office) (512) 206-3116 (Fax) www.reynoldsfranke.com

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