NOTICE OF MEETING OF THE PARKS AND RECREATION COMMISSION OF BUDA, TX 6:30 PM - Wednesday, May 17, S. MAIN STREET Buda, TX 78610

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1 NOTICE OF MEETING OF THE PARKS AND RECREATION COMMISSION OF BUDA, TX 6:30 PM - Wednesday, May 17, S. MAIN STREET Buda, TX This notice is posted pursuant to the Texas Open Meetings Act. Notice is hereby given that a Regular P&Rec Meeting Meeting of the City of Buda, TX, will be held at which time the following subjects will be discussed and may be acted upon. A. CALL TO ORDER B. INVOCATION C. PLEDGE OF ALLEGIANCE Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible. D. ROLL CALL E. PUBLIC COMMENT At this time, comments will be taken from the audience on non-agenda related topics, for a length of time not to exceed three minutes per person. To address the Parks and Recreation Commission, please submit a Citizen's Comment Form to the City Liaison prior to the start of the meeting. No action may be taken by the Parks and Recreation Commission during Public Comments. F. REGULAR AGENDA F.1. New Commission Member orientation - Wendy Scott and Theo Kosub. Parks Commission Members Roster 2017.pdf F.2. Election of Offi cers - Chairperson and Vice-Chairperson F.3. Presentation of Quartermaster Project for Stagecoach Park Orlando Gered Casias Agenda Report - Quartermaster Project.pdf F.4. Discussion and possible action concerning FY Budget and Capital Improvement Program Copy of Draft Park CIP.pdf Supplemental - Parks Capital Fund.pdf IMG_ _ jpg Parks and Recreation Commission Agenda Page 1 May 17,

2 G. STAFF REPORT G.1. Staff report on Movies in the Park movie poster.pdf Sponsorship Form, Movies in the Park.pdf G.2. Staff report on Buda Fun Fish scheduled for Saturday, June 10th Buda Fun Fish at Bradfield Park.pdf H. COMMISSION REQUEST FOR FUTURE AGENDA ITEMS H.1. Review and discuss Commissioner's Request for Future Agenda Items procedure Parks Commission Pending Items.pdf I. ITEMS OF COMMUNITY INTEREST J. INFORMATIONAL PURPOSES ONLY - COMPLETE AGENDA PACKET K. ADJOURNMENT Requests for accommodations must be made 48 hours prior to the meeting. Please contact the Board Liaison listed below at (512) , or FAX (512) for information or assistance. I, the undersigned authority, do hereby certify that the above Notice of Meeting of the Governing Body of the City of Buda, was posted on the bulletin board in front of Buda City Hall, which is readily accessible to the public at all times, by 5:00 pm on May 12, /s/ Drew Wells, Parks and Recreation Director Council Chambers are set up to publicly broadcast meetings. You may be audio and video recorded while in this facility. In accordance with Article III, Section 3.10, of the Official Code of the City of Buda, the minutes of this meeting consist of the preceding Minute Record and the Supplemental Minute Record. Details on meetings may be obtained from the Board Liaison, or video of the entire meeting may be downloaded from the website. (Portions of the Supplemental Minute Record video tape recording may be distorted due to equipment malfunction or other uncontrollable factors.) Attendance by Other Elected or Appointed Officials: It is anticipated that members of other governmental bodies, and/or city boards, commissions and/or committees may attend the meeting in numbers that may constitute a quorum of the body, board, commission and/or 2 Parks and Recreation Commission Agenda Page 2 May 17, 2017

3 committee. Notice is hereby given that the meeting, to the extent required by law, is also noticed as a possible meeting of the other body, board, commission and/or committee, whose members may be in attendance, if such numbers constitute a quorum. The members of the boards, commissions and/or committees may be permitted to participate in discussions on the same items listed on the agenda, which occur at the meeting, but no action will be taken by such in attendance unless such item and action is specifically provided for on an agenda for that body, board, commission or committee subject to the Texas Open Meetings Act. 3 Parks and Recreation Commission Agenda Page 3 May 17, 2017

4 City Council Agenda Item Report Date: Wednesday, May 17, 2017 Agenda Item No Contact: Drew Wells Subject: New Commission Member orientation - Wendy Scott and Theo Kosub. 1. Executive Summary 2. Background/History The City Council made appointments to all advisory boards/commissions in April. The Parks and Recreation Commission is a seven (7) member board established to advise the City Council on Parks and Recreation related matters. Board members will receive an orientation packet (separate cover) at the May 17th Commission meeting. The current roster is attached. 3. Staff's review and analysis 4. Financial Impact 5. Summary/Conclusion 6. Pros and Cons 7. Alternatives 8. Recommendation 4

5 Parks and Recreation Commission Members Meets on the 3 rd Wednesday of each month at 6:30 p.m. at Buda City Hall, 121 Main Street, Buda, Texas Member: Wendy Scott Since Bonita Vista Drive Term expires Cell: wendy@brookehardielaw.com Member: John Montez Since S. Cedar Term expires Cell: jmswt1981@yahoo.com Member: Theodore Kosub Since Heep Run Term expires Cell: theokosub@hotmail.com Member: Vincent Villaflor Since Middle Creek Dr Term expires Cell: vmvillaflor@yahoo.com Member: Jeremy Sanchez de Alcala Since Amandas Way Term expires Cell: jsdealcala@gmail.com Member: Nancy Hart Since Livonia Drive Term Expires Cell: nancyconleehart@cs.com Member: Evan Autry Since Pettigrew Path Term Expires Cell: evanautry@gmail.com 5

6 City Council Agenda Item Report Date: Wednesday, May 17, 2017 Agenda Item No Contact: Drew Wells Subject: Election of Officers - Chairperson and Vice-Chairperson 1. Executive Summary Established by the Parks and Recreation Commission Bylaws, the Commission shall have the office of Chairperson and Vice-Chairperson elected from its membership. 2. Background/History Officers shall serve a one (1) year term and shall be elected by the membership of the Parks and Recreation Commission. Officers shall be residents within the city limits. The Chairperson shall preside over the Commission and shall have the right to vote on all items before the Commission. The Vice-Chairperson shall fulfill the duties of the Chairperson when the Chairperson is not available for any reason. 3. Staff's review and analysis N/A 4. Financial Impact N/A 5. Summary/Conclusion N/A 6. Pros and Cons N/A 7. Alternatives N/A 8. Recommendation 6

7 City Council Agenda Item Report Date: Wednesday, May 17, 2017 Agenda Item No Contact: Drew Wells Subject: Presentation of Quartermaster Project for Stagecoach Park Orlando Gered Casias 1. Executive Summary 2. Background/History Gered (Orlando) Casias completed his Quartermaster Project in Stagecoach Park earlier this spring. Information concerning Orlando's project was presented to the Parks Commission in September 2016 (agenda item attached). Orlando has the rare distinction of being both an Eagle Scout and Quartermaster. Quartermaster is the highest rank attainable in the Sea Scouting program, and is typically earned by fewer than 50 Scouts a year. Orlando will attend the May 17th Commission meeting and provide an overview of the project and details of the Quartermaster rank. Stagecoach Park Trail Plant Guide 3. Staff's review and analysis 4. Financial Impact 5. Summary/Conclusion 6. Pros and Cons 7. Alternatives 8. Recommendation 7

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9 Parks and Recreation Commission Agenda Item Report September 21, 2016 Agenda Item Contact Drew Wells, City of Buda, Subject: Presentation of Proposed Quartermaster Project for Stagecoach Park Orlando Gered Casias BACKGROUND / HISTORY Orlando Casias is working on his Quartermaster Leadership Service Project and is proposing to do the work within Stagecoach Park. Orlando s project description is: My project is plant cataloging in Buda around a trail to help better understand the plants in our area and to provide a learning experience. I will have to make pamphlets, and signs describing the plant, its name and a picture of it. The trail is about ¾ of a mile and all the natural Texas plants and evasive species need to be shown and written down to teach young and old what is natural and not. A detail about the Quartermaster project and award is below: Sea Scouting Quartermaster Award The Quartermaster Award is the highest award in Sea Scouts and is as important as the Eagle Scout Award. It stands for excellence and is a reminder that as a ship needs a rudder, a compass, and a moving force to reach its destination, so an individual must be physically strong, mentally awake, and morally straight to achieve worthwhile goals in life. It represents fulfillment. It results from a young adult s determination to reach goals that he or she has set and achieved in spite of difficulties along the way. The award is rich in symbolism. The blue ribbon stands for loyalty and country. 9

10 The compass suggests the importance of carefully chosen direction in life. The wheel reminds us that we are the guide of our own future and that we must persevere with self-discipline. The Scout badge, the emblem of purposeful brotherhood, has challenged and strengthened the lives of more than 40 million men. It shows Sea Scouting as an important part of the Scouting tradition. The anchor reminds us that a truly worthy life must be anchored in duty to God. This badge of color, beauty, and symbolism, but most of all, challenge, awaits every Sea Scout who has the determination to achieve excellence. Requirements 1. Ideals Has initiated a discussion of the ideal stated in the Sea Promise and has prepared a written analysis offering recommendations for improvements of one of the following ship s program: bylaws and code, training, ceremonies, quarterdeck meetings, recruiting, or fundraising. 2. Membership Has met the ship s bylaws requirement for active participation in ship s meetings and activities for six months, and has presented a talk on Sea Scouts to an adult organization. 3. Leadership Has completed a service project, has served as an officer for six months, and has commanded a 40-consecutive-hour cruise, or planned and led a paddlecraft cruise with at least four paddlecraft for at least two days or successfully completed SEAL. 4. Swimming Has completed BSA Lifeguard or another certified lifesaving course. Has finished the requirements listed in the following strands: 5. Safety 6. Marlinspike Seamanship 7. Boat Handling 8. Ground Tackle 9. Navigation Rules 10. Piloting and Navigation 11. Weather 12. Environment 13. Electives Completed four level 3 electives from the following list: Leadership Duty to God Sailing Paddlecraft Vessels Racing Engines Vessel Maintenance Specialty Proficiency Ornamental Ropework Maritime Tradition United States Coast Guard Auxiliary United States Power Squadron 10

11 City Council Agenda Item Report Date: Wednesday, May 17, 2017 Agenda Item No Contact: Drew Wells Subject: Discussion and possible action concerning FY Budget and Capital Improvement Program 1. Executive Summary The City of Buda five year Capital Improvements Plan is a planning tool to help the City forecast the timing and funding of future capital projects. The Plan is reviewed and updated annually as part of the annual budget development process. Projects are derived from the Buda 2030 Comprehensive Plan as well as infrastructure specific master plans. Projects are also identified through staff observations, citizen comments, and development trends occurring in and around the City. The Parks and Recreation Commission reviews and suggests capital improvements to city parks during the city's annual budget process. The oversight of the Parks Commission is typically limited to the Parks Capital Fund. 2. Background/History Improvements to city owned parks and public grounds are typically funded in two (2) ways: Capital Improvement Plan (CIP), or Parks Capital Fund project. CIP s are normally larger projects in excess of $50,000 and may be funded through various sources such as grants, debt, and potentially Parks Capital Fund. The Parks Capital Fund, however, is used for smaller improvement projects less than $50,000 but more than $5,000. Park fees paid in lieu of land dedication and/or development funds the Parks Capital account. 3. Staff's review and analysis Parks CIP: 1. Garison Park Development 2. Sportsplex Field Lights (softball complex only) 3. Eastside Community Park Land Acquisition 4. Aquatic Center Feasibility Study 11

12 Parks Capital Fund: 1. Shade structures - Dog Park (2) 2. Irrigation for Dog Park facility 4. Financial Impact The Parks Capital Fund (PCF) balance beginning in FY17 is $391,964. Two projects were approved for FY17 that will decrease the PCF by approximately $40,000. These two projects were the completion of the greenbelt trail and furnishings/equipment for the new Parks Maintenance Building. The proposed projects for FY18 are anticipated to cost $32,678. The ending balance of the PCF for FY18 should be $319,286. The five year CIP reflects no projects within Parks in FY18. All projects are anticipated for future years. 5. Summary/Conclusion The City Park will be under construction during calendar year Because of the construction oversight, and added coordination efforts to facilitate relocation/modification of special events held in City Park, staff is proposing few capital improvements for next fiscal year. 6. Pros and Cons 7. Alternatives 8. Recommendation Staff is seeking direction from the Commission concerning proposed Parks Capital projects and Capital Improvement Projects. 12

13 Parks Capital Improvement Program FY Sources of Funding Prior Years Total Operating Fund ,000 75,000 Fund Balance Debt Proceeds - - 4,275,000-3,750,000-8,025,000 Other , ,000 Total - - 5,175,000-3,750,000 75,000 9,000,000 Uses of Funds Prior Years Future Total Parks Projects: P00 City Park P01 Garison Park Development - - 4,000, ,000,000 P02 Sports Complex Field Lights , ,000 P03 Greenbelt Improvements (Downtown Plan) , ,000 P04 Eastside Community Park Land Acquisition ,750, ,750,000 P05 Aquatic Center Feasibility Study ,000 3,800,000 3,875,000 Total Uses of Funds - - 5,175,000-3,750,000 75,000 9,000,000 4,000,000 Cumulative Balance Sources Over/(Under) Uses

14 City of Buda, Texas Capital Improvement Program - Parks Garison Park Development Responsible Department: Parks CIP No. P01 Financial Plan : Prior Years Projected Future Total - - 4,000, ,000,000 Description : Phase I of Garison Park development Insert map showing location of project or related picture Estimated Project Cost: Project Task: Duration (Months) Design/Engineering 400,000 Planning/Design - ROW Acquisition - Right-of-way/Utilities - Construction 3,600,000 Construction - Other - Total - Total 4,000,000 Funding Source: Ongoing Operational Impact: Operating Fund - Personnel - Debt 3,500,000 Supplies & Materials - Grants/Other 500,000 Repair & Maint. 77,500 Total 4,000,000 Capital & Other - Notes: Total 77,500 Grant application through Texas Parks and Wildlife Department for Garison Park development. Operational impact is combined personnel, supplies, and repairs based on Design Workshop report. 14

15 City of Buda, Texas Capital Improvement Program - Beautification Sports Complex Field Lights Responsible Department: Parks CIP No. P02 Financial Plan : Prior Years Projected Future Total , ,000 Description : Add a lighting system consisting of lighting, electrical and structural components to the softball/baseball fields. This will allow teams to utilize the fields more times of the year and opens up the facility to host tournaments. Luminaires will be constructed with a die-cast aluminum housing or external hail shroud to protect the luminaire reflector system. All exposed components shall be constructed of corrosion-resistant material and/or coated to help prevent corrosion. All exposed steel shall be hot dip galvanized per ASTM A123. All wiring shall be enclosed within the crossarms, conduit, pole, or electrical components enclosure. All outdoor structures shall be equipped with lightning protection meeting NFPA 780 standards. Insert map showing location of project or related picture Estimated Project Cost: Project Task: Duration (Months) Design/Engineering - Planning/Design - ROW Acquisition - Right-of-way/Utilities - Construction 400,000 Construction 2 Other - Total 2 Total 400,000 Funding Source: Ongoing Operational Impact: Operating Fund - Personnel - Debt - Supplies & Materials 30,000 Grants/Other 400,000 Repair & Maint. - Total 400,000 Capital & Other - Notes: Total 30,000 The funding could be made from the Hotel Occupancy Tax if pending legislation is approved. The ongoing operational impact is the assumed increase for electricity. 15

16 City of Buda, Texas Capital Improvement Program - Beautification Greenbelt Improvements (Downtown Plan) Responsible Department: Parks CIP No. P03 Financial Plan : Prior Years Projected Future Total , ,000 Description : The Greenbelt Park (Action 5, 2015 Downtown Master Plan) is intended to be configured for every-day use as a beautiful contemplative signature public space in Downtown Buda as well as a location for events. Walkways should encompass the event lawn area, and new garden-like landscaping should be installed in the area between the lawn and Main Street to create a vegetative buffer. A terminus sight-line feature should be incorporated at the end of Elm Street and the Greenbelt Park. Insert map showing location of project or related picture Estimated Project Cost: Project Task: Duration (Months) Design/Engineering 90,000 Planning/Design - ROW Acquisition - Right-of-way/Utilities - Construction 600,000 Construction - Other 85,000 Total - Total 775,000 Funding Source: Ongoing Operational Impact: Operating Fund - Personnel - Debt 775,000 Supplies & Materials - Grants/Other - Repair & Maint. - Total 775,000 Capital & Other - Notes: Total Downtown Master Plan 16

17 City of Buda, Texas Capital Improvement Program - Parks Eastside Community Park Land Acquisition Responsible Department: Parks CIP No. P04 Financial Plan (thousands of dollars) : Prior Years Projected Future Total ,750, ,750,000 Description : All existing Community and Regional Parks are located on the west side of IH-35. The residents on the eastern side of Buda do not have easy access to a community park. An approximately 50 acre site for a future community park on the east side of IH-35 should be identified and acquired while land values remain relatively affordable. While land acquisition for a community park is a priority, development of the park might not be needed for another 5 to 10 years. PRIORITY: high for identifying park site; long-term for developing the park. Need for future Community park Insert map showing location of project or related picture Estimated Project Cost (000's): Project Task: Duration (Months) Design/Engineering - Planning/Design - ROW Acquisition 3,750,000 Right-of-way/Utilities - Construction - Construction - Other - Total - Total 3,750,000 Funding Source: Ongoing Operational Impact: Operating Fund - Personnel 50,000 Debt 3,750,000 Supplies & Materials 2,500 Grants/Other - Repair & Maint. 15,000 Total 3,750,000 Capital & Other - Notes: Total 67,500 Identified in 2012 Parks Master Plan. Potential funding sources include bonds, private donations, in-kind services, certificates of obligation, general fund, park development fees. 17

18 City of Buda, Texas Capital Improvement Program - Parks Aquatic Center Feasibility Study Responsible Department: Parks CIP No. P05 Financial Plan : Prior Years Projected Future Total ,000 3,800,000 3,875,000 Description : The only swimming facilities in Buda are private or semi-private, located at six (6) HOA parks or the YMCA. The HOA pools can only be used by the residents who live in those neighborhoods, and the YMCA pool is available to anyone with a paid membership. The 2012 Parks Master Plan recommends the city should conduct a feasibility study prior to FY 2022 to determine the community's interest in a facility and potential locations. PRIORITY: medium - target level of service - 1 pool for every 20,000 residents Insert map showing location of project or related picture Estimated Project Cost: Project Task: Duration (Months) Design/Engineering 455,000 Planning/Design - ROW Acquisition - Right-of-way/Utilities - Construction 3,345,000 Construction - Other - Total - Total 3,800,000 Funding Source: Ongoing Operational Impact: Operating Fund 75,000 Personnel - Debt 3,725,000 Supplies & Materials - Grants/Other - Repair & Maint. - Total 3,800,000 Capital & Other - Notes: Total - Initial cost would be to conduct a feasibility study and to develop schematic plans. Full design and construction would occur in the future. This project could be included in a future bond election. 18

19 FORM A-9 Supplemental (Non-Fleet and Non-Personnel) Request Form Fiscal Year 2018 Date Dept. # April 18, 2017 Initiating Director Drew Wells Department Name Parks Capital Fund *List in Ranking Order for each department. # 1 Name of Request: Dog Park Improvements Is this request tied to the opening of the new City Hall, Library, or Police Facility? Y or N City Council Goal or Department Goal: Department # of Unit Cost Item Description Account Number Total Cost Units Four Post Slanted Hip Shade Canopy 20' x 30' 9' -10' eave heights, 2 7, $ 15,678 Inground Mount 1 17,000 Irrigation for dog park facility $ 17,000 $ $ - - Total Annual Cost Justification of Request: What are you asking for? Why is it needed? Does it support any of your performance measures? Attach any documentation to support the request. Can this request be funded with grant funds? Y or N Provide additional shade covering for new dog park (large dog area) facility at Sportsplex. Install irrigation within the dog park for turf management. $ 32,678 19

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21 City Council Agenda Item Report Date: Wednesday, May 17, 2017 Agenda Item No Contact: Drew Wells Subject: Staff report on Movies in the Park 1. Executive Summary Buda Parks and Recreation Department offers Movies in the Park as an annual program. 2. Background/History Movies in the Park is a special event offered by the Parks and Recreation Department each year. The show dates are every Friday in June. This year's dates and movie schedule follows: 6/2 - Moana 6/9 - The Secret Life of Pets 6/16 - Rogue One 6/23 - Sing! 6/30- Mr. Smith goes to Washington 3. Staff's review and analysis 4. Financial Impact Sponsorship opportunities are available for $300. There are direct expenses related to hosting the event such as licensing fees, movie rentals, advertising and promotion, and staff costs. 5. Summary/Conclusion Sponsors as of : RE/MAX Asset Realty HE Solar LLC Tina's Tiny Texans Texas TopFlight Volleyball Texas Lehigh Cement Company 21

22 6. Pros and Cons 7. Alternatives 8. Recommendation For informational purposes only 22

23 J JUN 16

24 June 2 June 9 June 16 June 23 June 30 Moana The Secret Life of Pets Rogue One Sing! Mr. Smith goes to Washington At Buda City Park, movies start at 9pm Sponsorship Form* (Sponsorship Deadline: May 19th) Business Name: (As it should appear on flyers, advertising, etc.) Contact Name: Contact Address: Phone: Sponsorship Amount: $ Sponsorship includes your business name/logo placed on the official event flyer that will be distributed to all Buda elementary schools. In addition, your business name will be placed on the City of Buda website as a sponsor, you can set-up a booth at each movie to visit with residents and promote your business. All sponsor s logos will be displayed on the movie screen prior to each movie. * Please mail a copy of this form and your sponsorship payment to: City of Buda Parks and Recreation Department P.O. Box 1380 Buda, TX Please make checks payable to the City of Buda. For more information, call Buda Parks and Recreation Department at (512) or dwells@ci.buda.tx.us. 24

25 City Council Agenda Item Report Date: Wednesday, May 17, 2017 Agenda Item No Contact: Drew Wells Subject: Staff report on Buda Fun Fish scheduled for Saturday, June 10th 1. Executive Summary 2. Background/History The Buda Fun Fish event is scheduled for Saturday, June 10th. The event times are 8am to 1pm and will held at Bradfield Park Pond. Vincent Lecca, former Parks and Recreation Commissioner and Texas Parks and Wildlife volunteer, will be coordinating the activities for the day. Mr. Lecca will report on the event at the May 17th Commission meeting. 3. Staff's review and analysis 4. Financial Impact The majority of the event is funded through donations and contributions. There are minimal expenses funded through the Parks and Recreation budget. The financial obligation to the city is less than $ Summary/Conclusion 6. Pros and Cons 7. Alternatives 8. Recommendation For informational purposes only. 25

26 Buda Fun Fish Saturday, June 10th, 2017 Time: 8am-1pm Location: Bradford Village Park Fishing Equipment & Bait Provided Kids 16 & Under Do Not Require a Fishing License Free Snacks & Beverages Free Admission Prizes and Raffle Tickets For More Information, Contact Buda Parks and Recreation at For Volunteer Opportunities vincentlecca@yahoo.com Sponsored by 26

27 City Council Agenda Item Report Date: Wednesday, May 17, 2017 Agenda Item No Contact: Drew Wells Subject: Review and discuss Commissioner's Request for Future Agenda Items procedure 1. Executive Summary 2. Background/History Attached is a form that will be used to record/track Commissioners requests for future agenda items. 3. Staff's review and analysis 4. Financial Impact 5. Summary/Conclusion 6. Pros and Cons 7. Alternatives 8. Recommendation 27

28 PARKS AND RECREATION COMMISSION PENDING/FUTURE ITEM REQUEST MEETING DATE COMMISSION MEMBER REQ# REQUESTED ITEM STATUS Revised: 5/11/2017, Page 1 28