PARKS AND RECREATION BOARD FINANCIAL COMMITTEE WEDNESDAY, AUGUST 18, 2021 – 3:00PM VIA VIDEOCONFERENCING MINUTES The Financial Committee convened in a special meeting on Wednesday, August 18, 2021 via videoconference in Austin, Texas. Chair Faust called the meeting to order at 3:03pm. Committee Members in Attendance: Chair Sarah Faust, Richard DePalma, Kimberly Taylor and Laura Cottam Sajbel Committee Members Absent: Dawn Lewis, Ex Officio Staff in Attendance: Kimberly McNeeley, Suzanne Piper, Anthony Segura, Vanorda Richardson, Nicholas Johnson, Ed Morris, Steven Linnett and Sammi Curless. CITIZEN COMMUNICATION: GENERAL No registered speakers. A. APPROVAL OF MINUTES The minutes from the special called meeting of June 17, 2021 were approved on Committee Member Taylor motion, Committee Member DePalma second on a 4-0 vote with one vacancy. B. NEW BUSINESS: PRESENTATION, DISCUSSION AND POSSIBLE ACTION ITEMS 1. Presentation and discussion of park maintenance and park district fees as possible alternative funding mechanisms. Nicholas Johnson, Edward Morris, Vanorda Richardson and Anthony Segura from the Parks and Recreation Department made a presentation and answered questions from the Committee. Discussion ensued but no action was taken on this item. 2. Discussion of Parks and Recreation Department Fiscal Year 2021 revenue activity summary memo. Vanorda Richardson from the Parks and Recreation Department reviewed the summary Page 1 of 2 memo and answered questions from the Committee. No action was taken on this item. 3. Discussion of Fiscal Year 2022 budget process. Suzanne Piper of the Parks and Recreation Department reviewed the draft approved budget. No action was taken on this item. C. FUTURE AGENDA ITEMS • Tourism Commission recommendation Chair Faust adjourned the meeting at 4:45pm. Page 2 of 2
Austin Parks and Recreation Department Financial Services Division August 18, 2021 1 PARK MAINTENANCE FEE The purpose of a park maintenance fee would be to provide for the operation and maintenance of the parks and facilities within the City of Austin Parks & Recreation Department. A parks maintenance fee would be paid by the responsible part for each developed property within the corporate limits of the city. Collection of the fee would be made by a monthly charge included on the City Utility Bill. Fees collected would be deposited into a City special revenue park fee account. *Source Central Point Oregon Parks & Rec Ordinance 2 PARK MAINTENANCE FEE OPTIONS MODELS Option One – Fixed Monthly Fee, similar to the Clean Community Fee Possible charge of $8.95/residents and $20.75/commercial per month Option Two – Dwelling Type Allocation, similar to the Transportation User Fee Possible charge of about $12.79/residents and $63.99/commercial per acre per month 3 CITIES WITH PARK MAINTENANCE FEES Population Served* Number of Homes Monthly Fee Estimated Annual Collection Type Canby, Oregon 18,000 6,600$5 per dwelling $396,000 Central Point, Oregon Longmont, Colorado Rocklin, California San Antonio, Texas 18,000 7,000$3 per dwelling $252,000 95,000 36,800$2 per dwelling $883,200 65,000 23,146$10-30 per dwelling $8,332,560 1,530,000 550,000$1.50 per dwelling $9,900,000 Austin, Texas 950,807 415,000$8.95 per dwelling $44,820,000 Austin, Texas 950,807 415,000$11-13 per dwelling $63,700,000 Monthly Fixed Fee Monthly Fixed Fee Monthly Fixed Fee Based on Dwelling type Monthly Fixed Fee Monthly Fixed Fee Based on Dwelling type 4 PARK DISTRICT A Park District is a form of local special- purpose district for providing public parks and recreation in or near its geographic boundaries. Some park districts also own or maintain related cultural facilities such as monuments, zoos, sports venues, music venues, or museums. The Park District would be separate from the General Fund Park Districts allow taxes to be levied separate from the traditional city property taxes Admission and registration fees would supplement the Park District 5 PARK DISTRICT MODELS Model #1: Independent governance Stand-alone government entity separate from COA Dissolve current structure of board and PARD leadership structure Board of Commissions/Chief Operating Officer/Personnel Board Workforce: District hired vs. COA Park District fee could be used to create expanded programming including concession programming, sponsorship, advertising & promotion programming Model #2: Under City umbrella …
PARKS AND ENVIRONMENT WORKING GROUP RECOMMENDATIONS May 10, 2021 PARKS AND ENVIRONMENT WORKING GROUP RECOMMENDATIONS 1 | Page Table of Contents Introduction A. Directive from Tourism Commission B. Overview of Working Group Process and Recommendations C. Overview Description of Proposed Projects, Activities and Programs to Benefit Parks and Environment Under Chapter 351 Environment Under Chapter 334 D. Overview Description of Proposed Projects, Activities and Programs to Benefit Parks and Exhibit A - Hotel Occupancy Tax (HOT) Eligible Projects, Activities And Programs That Can Benefit Parks And Environment I. PARKS AND ENVIRONMENT WORKING GROUP RECOMMENDATIONS 2 | Page I. Introduction This document provides recommendations from the Parks and Environment Working Group to identify Hotel Occupancy Tax (HOT) eligible projects, activities, and programs that can benefit parks and environment in our community. A. Directive from Tourism Commission On February 20, 2020, the Tourism Commission appointed the Parks and Environment Working Group look into (1) Chapter 351 funding options for using hotel occupancy tax funds to benefit parks and/or environment, (2) Chapter 334 funding options for using hotel occupancy tax funds to benefit parks/environment, (3) park amenities to leverage tourism funding for park- specific projects, and (4) Palm Park HOT funding options. The appointed members of the Parks and Environment Working Group include Commissioners Bunch, Cannatti, Fuentes, and Joslove, and also include community/stakeholder representatives Ladye Anne Wofford (Austin Parks Foundation), Clark Hancock (Save Barton Creek Association), Dan Eck (Hill Country Conservancy) Angela Richter (Save Barton Creek Association), Heath Riddles-Sanchez (Pease Park Conservancy), Adrienne Longenecker (Colorado River Alliance), Molly Alexander (Downtown Austin), Ted Siff, (Shoal Creek Conservancy), Heidi Anderson (The Trail Foundation), Chuck Smith (Pease Park Conservancy), Sarah Story (Umlauf Sculpture). B. Overview of Working Group Process and Recommendations Working virtually, the Working Group identified a list of funding categories under the state’s hotel occupancy tax statute that could benefit our parks and environment. For each funding category, we identified the “statutory basis” for the expenditure, any geographic limitations under state law, whether “maintenance and operations” can be funded, the existence of any “statutory cap” under state law, any “real world examples” of such expenditures, and a summary of the position of the Texas Municipal League regarding HOT expenditures in each category. In addition, we included a description of proposed projects to illustrate how the expenditures might be implemented with HOT funds. The details of this analysis are attached at Exhibit A, and an …
Austin Parks and Recreation Department Financial Services Division October 25, 2021 PARD Strategic Planning Follow-Up: Resource Allocation and Cash Handling Audits Background 2 • The PARD Resource Allocation Audit was conducted in 2016. The objective of the audit was “to determine how resources are allocated for PARD programs and maintenance, and if this process results in equity from a City district perspective.” The audit resulted in three findings and four recommendations. • The PARD Cash Handling Audit was conducted in 2017. The objective of the audit was “to determine if PARD accounted for all the money it received.” The audit resulted in two findings and four recommendations. PARD has implemented 6 recommendations related to strategic planning: 3 Source: Auditor analysis of PARD’s actions to address prior audit recommendations, September 2021 Implementation Status of Recommendations - PARD Resource Allocation 4 Recommendations Recommendation 1: The Director should implement a comprehensive program management system to track complete and reliable program information and ensure these decisions are documented and communicated throughout PARD Implementation Status Underway Recommendation 2: The Director should: A. initiate a policy discussion with City Council and the City Manager to determine how to offer an appropriate balance of PARD services given funding; B. perform a sustainability analysis and make adjustments to programs, services, and facilities that better align to decisions made in that policy discussion; and C. better align fees to recover costs Implemented Implementation Status of Recommendations - PARD Resource Allocation (continued) 5 Recommendations Recommendation 3: The Director should ensure registration for all fee-based programs is done in RecTrac, all participants pay for the services they receive, and that payment is made timely or appropriately addressed per policy Recommendation 4: The Director should ensure facility service requests are completed timely and that staff collect and report all information regarding each facility maintenance service request work order including the reasons for any cancellations Implementation Status Implemented Underway Implementation Status of Recommendations - PARD Cash Handling 6 Recommendations Recommendation 1: The PARD Director should identify ways that technology and/or process changes can be used to independently determine expected revenue at PARD sites and eliminate the need for the “over-ring” practice at municipal pools. Recommendation 2: The PARD Director should identify ways that technology and/or process changes can be used to reduce or eliminate the acceptance of paper money at a department or site level. Implementation Status Implemented Implemented Implementation Status of Recommendations …
City of Austin Office of the City Auditor Report Highlights September 2021 PARD Strategic Planning Follow-Up Objective The objective of this special report was to follow up on the Parks and Recreation Department’s (PARD) actions to implement recommendations from the PARD Resource Allocation and PARD Cash Handling audits. What We Learned We verified the department implemented two of the four recommendations we issued in the PARD Resource Allocation Audit and work on the other two recommendations is underway. We issued four recommendations through the PARD Cash Handling Audit, and all four have been implemented. PARD has made significant improvements to managing its resources, including implementation of new cost-recovery and subsidy pricing models and new cash handling procedures. However, the City’s funding priorities may continue to constrain the department’s ability to effectively offer its current wide range of services, especially in high-cost areas such as aquatics, golf courses, and cemeteries. PARD has implemented 6 recommendations related to strategic planning PARD Resource Allocation Audit PARD Cash Handling Audit 2 recommendations implemented 4 recommendations implemented 2 recommendations underway SOURCE: Auditor analysis of PARD’s actions to address prior audit recommendations, September 2021 Background The PARD Resource Allocation Audit was conducted in 2016 because prior audits had indicated risks relating to PARD resource allocation may not have been fully addressed. The objective of audit was “to determine how resources are allocated for PARD programs and maintenance, and if this process results in equity from a City district perspective.” The audit resulted in three findings and four recommendations. The PARD Cash Handling Audit was conducted in fiscal year 2017 after PARD and City Auditor staff identified risks related to cash management in prior audits and investigations. The objective of the audit was “to determine if the Parks and Department (PARD) accounted for all the money it received.” The audit resulted in two findings and four recommendations. Both audits evaluated how PARD manages its resources and the many programs and functions the department oversees. Making efficient use of those resources is critical in achieving PARD’s mission to “inspire Austin to learn, play, protect and connect by creating diverse programs and experiences in sustainable natural spaces and public places.” 1 Office of the City Auditor DRAFTPARD Strategic Planning Follow-Up Report Highlights September 2021 Implementation Status Underway City of Austin City of Austin Office of the City Auditor Office of the City Auditor Implementation Status of Recommendations Audit Recommendations …
City of Austin Office of the City Auditor Special Report PARD Strategic Planning Follow-Up September 2021 This is a special report to follow up on the recommendations related to PARD strategic planning made in the Resource Allocation and Cash Handling audits. The Parks and Recreation Department (PARD) has made significant progress to address the recommendations made in these audits, including actions taken to enhance cost recovery, implement equitable program subsidies, and improve training for staff. However, City leadership will need to address the long-term financial sustainability of PARD programming. DRAFT Contents Objective Background Objective and Background What We Learned and What PARD has Done Appendix A - Findings Issued Appendix B - Implementation Status of Recommendations Scope and Methodology 2 3 8 9 10 Cover: Roy Kizer Golf Course, City of Austin. The objective of this special report was to follow up on the Parks and Recreation Department’s (PARD) actions to implement recommendations from the PARD Resource Allocation and PARD Cash Handling audits. The PARD Resource Allocation Audit was conducted as part of the Office of the City Auditor’s fiscal year 2016 Audit Plan and because prior audits had indicated risks relating to PARD resource allocation may not have been fully addressed. The objective of the audit was “to determine how resources are allocated for PARD programs and maintenance, and if this process results in equity from a City district perspective.” The audit resulted in three findings and four recommendations. The PARD Cash Handling Audit was conducted in fiscal year 2017 after PARD and City Auditor staff identified risks related to cash management in prior audits and investigations. The objective of the audit was “to determine if the Parks and Recreation Department (PARD) accounted for all the money it received.” The audit resulted in two findings and four recommendations. Both audits evaluated how PARD manages its resources and the many programs and functions the department oversees. Making efficient use of those resources is critical in achieving PARD’s mission to “inspire Austin to learn, play, protect and connect by creating diverse programs and experiences in sustainable natural spaces and public places.” 2 Office of the City Auditor DRAFTPARD Strategic Planning Follow-Up What We Learned Summary What has the department done to address the issues we identified? We issued four recommendations through the PARD Resource Allocation Audit in 2016. We verified the department implemented two of these recommendations, and two are underway. …
PARKS AND RECREATION BOARD FINANCIAL COMMITTEE MONDAY, OCTOBER 25, 2021 – 12:00PM MINUTES The Financial Committee convened in a special meeting on Monday, October 25, 2021 at 1183 Chestnut Avenue in Austin, Texas. Chair Faust called the meeting to order at 12:05pm. Committee Members in Attendance: Chair Sarah Faust, Lisa Hugman, Kimberly Taylor and Dawn Lewis, Ex-Officio Committee Members Absent: Richard DePalma Staff in Attendance: Suzanne Piper, Vanorda Richardson, Nicholas Johnson, Ed Morris, and Sammi Curless CITIZEN COMMUNICATION: GENERAL None. A. APPROVAL OF MINUTES The minutes from the special called meeting of August 18, 2021 were approved on Committee Member Taylor motion, Chair Faust second on a 3-0 vote with Committee Member DePalma absent and one vacancy. To ensure adequate time for discussion, Item B3 was heard first followed by B1 and B2. B. NEW BUSINESS: PRESENTATION, DISCUSSION AND POSSIBLE ACTION ITEMS 1. Discussion and possible action on Park Districts and Park Fees in follow up from August 18, 2021 presentation. The Committee discussed the item; no action was taken on the item. 2. Discussion and possible action on a recommendation to the Parks and Recreation Board regarding Hotel Occupancy Tax. Chair Faust led the discussion; no action was taken on the item. 3. Presentation, discussion and possible action on Parks and Recreation Department Page 1 of 2 Strategic Planning Follow Up Audit by City of Austin Office of the City Auditor. Vanorda Richardson and Iliyas Vohra of the Parks and Recreation Department made a presentation and answered questions from the Committee. No action was taken on the item. C. FUTURE AGENDA ITEMS • Park Districts and Park Fees • Recommendation to the Parks and Recreation Board regarding Hotel Occupancy Tax • Fiscal Year 2023 budget process overview • Annual report and review of list of topics Chair Faust adjourned the meeting at 1:32pm. Page 2 of 2
PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE TUESDAY, OCTOBER 12, 2021 – 12:00PM BRITTON, DURST, HOWARD AND SPENCE BUILDING 1183 CHESTNUT AVENUE, AUSTIN, TX 78702 COMMITTEE MEMBERS: Anna L. DiCarlo (D-2), Chair Nancy Barnard (D-7) VACANT CALL TO ORDER Nina Rinaldi (D-1) Laura Cottam Sajbel (D-9) Dawn Lewis (D-10), Ex-Officio AGENDA CITIZEN COMMUNICATION: GENERAL The first 10 speakers who register to speak no later than noon the day before the meeting will be allowed a three-minute allotment to address their concerns regarding items not posted on the agenda. A. APPROVAL OF MINUTES Approve the minutes of the Contracts and Concessions Committee special called meeting of August 19, 2021. B. NEW BUSINESS: PRESENTATION, DISCUSSION AND POSSIBLE ACTION ITEMS 1. Presentation, discussion and possible action regarding a recommendation to the Parks and Recreation Board to recommend to City Council approval of an ordinance waiving up to $9,315 in Parks and Recreation Department Asian American Resource Center rental fees for Austin Community College; and authorize the negotiation and execution of an Interlocal Agreement with Austin Community College to provide classrooms at the Asian American Resource Center for English as a Second Language classes and potentially other adult education programs free of charge.. (PARD Long Range Plan Strategies – Program Alignment; SD23 Outcomes – Economic Opportunity and Affordability, Culture and Lifelong Learning) Presenter(s): Bianca Xoyamayagua-Galvan, Acting Culture and Arts Education Supervisor, Parks and Recreation Department 2. Presentation, discussion and possible action regarding a recommendation to the Parks and Recreation Board to recommend to City Council the negotiation and execution of an amendment to an existing contract with Interment Services, Inc. for continued Page 1 of 2 interment services at city cemeteries and to extend the term by two years. (SD23 Outcomes – Economic Opportunity and Affordability, Health and Environment and Government that Works for All) Presenter(s): Tonja Walls-Davis, Division Manager and Jason Walker, Parks Grounds Manager, Parks and Recreation Department C. MONTHLY REPORT ON NEW AND ONGOING CONTRACT DEVELOPMENT (PARD Long Range Plan Strategies – Relief from Urban Life, Operational Efficiency, Urban Public Spaces, Park Access for All; SD23 Outcomes – Health & Environment) Presenter(s): Patricia Rossett, Contract Management Supervisor II, Parks and Recreation Department D. FUTURE AGENDA ITEMS ADJOURNMENT The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. …
PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE THURSDAY, AUGUST 19, 2021 – 5:30PM VIA VIDEOCONFERENCING MINUTES The Contracts and Concessions Committee convened in a special meeting on Thursday, August 19, 2021 via videoconference in Austin, Texas. Chair Di Carlo called the meeting to order at 5:37pm. Committee Members in Attendance: Chair Anna Di Carlo, Nina Rinaldi, Nancy Barnard and Dawn Lewis, Ex Officio. Staff in Attendance: Suzanne Piper, Liana Kallivoka, Christine Chute Canul, Patricia Rossett, Margaret Stenz, Denisha Cox and Sammi Curless. CITIZEN COMMUNICATION: GENERAL None. A. APPROVAL OF MINUTES The minutes from the special meeting of April 14, 2021 Contracts and Concessions Committee were approved on Committee Member Rinaldi motion, Committee Member Barnard second on a 3-0 vote with two vacancies. B. NEW BUSINESS: PRESENTATION, DISCUSSION AND POSSIBLE ACTION ITEMS 1. Make a recommendation to the Parks and Recreation Board to recommend to City Council approval for the negotiation and execution of a partnership agreement with The Trail Foundation for the operations, maintenance and programming for the Ann and Roy Butler Hike-and-Bike Trail at Town Lake Metropolitan Park. Committee Member Rinaldi made a motion to recommend to the Parks and Recreation Board to recommend to City Council approval for the negotiation and execution of a partnership agreement with The Trail Foundation for the operations, maintenance and programming for the Ann and Roy Butler Hike-and-Bike Trail at Town Lake Metropolitan Park; Committee Member Di Carlo seconded the motion. The motion passed on a vote of 3-0 with two vacancies. 2. Presentation and discussion of draft scope of work for a Request for Proposals (RFP) for a boating concession on Lady Bird Lake. Page 1 of 2 Susan Goldberg, current owner and operator of The Rowing Dock attending to better understand the RFP process. Margaret Stenz from the Parks and Recreation Department made a presentation and answered questions from the Committee. Discussion ensued but no action was taken on this item. C. MONTHLY REPORT ON NEW AND ONGOING CONTRACT DEVELOPMENT Patricia Rossett from the Parks and Recreation Department presented the monthly report. D. FUTURE AGENDA ITEMS None. Chair Di Carlo adjourned the meeting at 6:52pm. Page 2 of 2
INTERLOCAL AGREEMENT BETWEEN AUSTIN COMMUNITY COLLEGE AND THE CITY OF AUSTIN FOR FACILITY USE AND ADULT EDUCATION AT THE ASIAN AMERICAN RESOURCE CENTER Agreement Overview Austin Community College (ACC) has received federal and state grant funding to provide Adult Education Programming including English as a Second Language (“ESL”) course instruction at the City of Austin’s Asian American Resource Center (“AARC”). ACC wishes to hold ESL classes and potentially other Adult Education Programs at the AARC, and the City wishes to provide space for such classes at mutually agreed upon dates and times. ACC’s Adult Education Programming provides classes in English as a Second Language, literacy and civics, and GED preparation. The purpose of the ESL Program is to help Austin residents learn basic English in order to succeed. These are survival classes for beginner students, who primarily want to learn English for everyday life, employment skills enhancement, and to assist in situations such as obtaining housing, shopping, and communicating at work. What is the Purpose of the Agreement? This is an interlocal agreement between the City of Austin and Austin Community College to establish the roles and responsibilities of the parties. What Programs Are Provided? • Up to three levels of ESL classes (Basic - Level 4), free of charge. What is the Term of the Agreement? The initial term for this agreement is three years and will be renewed automatically on the anniversary date for three successive 12-month terms. What Services and Deliverables Will ACC Provide? • ACC will offer ESL classes and potentially other Adult Education programs free of charge. • ACC will manage student registrations and provide any necessary class materials and • ACC will secure qualified instructors, as well as any other personnel needed to effectively equipment. conduct each class. What Services and Deliverables Will the City Provide? • The City may promote the classes at the AARC. Page 1 of 2 INTERLOCAL AGREEMENT BETWEEN AUSTIN COMMUNITY COLLEGE AND THE CITY OF AUSTIN FOR FACILITY USE AND ADULT EDUCATION AT THE ASIAN AMERICAN RESOURCE CENTER • The City will provide access to the facility, classrooms and reasonable assistance with room set-up. What are the Next Steps? • Presentation to Parks and Recreation Board – October 26, 2021 • Request for City Council Action – November 18, 2021 • ACC Board of Trustees Action - TBD • Negotiate and Execute Agreement with ACC Page 2 of 2
CEMETERY OPERATIONS Contracts and Concessions Committee October 12, 2021 MISSION STATEMENT | Cemetery Operations strives to honor the past, present, and future of Austin’s sacred municipal burial grounds with integrity, empathy, and respect. VISION STATEMENT | Cemetery Operations utilizes available resources to provide the best quality of service and care to our diverse community and historic cemeteries. Cemetery Operations The Founding of Historic Cemeteries 1839 • Oakwood Cemetery 1872 • Stanley- Nolen 1878 • Cemetery at Longview Park 1898 • Plummers Cemetery 1915 • Oakwood Cemetery Annex 1926 • Evergreen Cemetery 1927 • Austin Memorial Cemetery 2 Cemetery Operations Background and History Public Works Department manages cemeteries. • 26 Full-Time Employees (All are Grounds employees (with 15 Seasonal). • Public Works management ends in 1986. • 1990-2013 Intercare assumes management of cemeteries. Parks and Recreation Department takes on management responsibility. • 2013- Present • April 1, 2013, PARD assumed management of the City of Austin municipal cemeteries, and the cemetery team was established to handle the administration, interment, and maintenance functions. • 23 Full-time Employees: 6 administrative and 17 grounds (5 Seasonal) • Cemetery Operations maintain 200+ acres of cemetery land, which consists of over 80,000 burials • An average of 600 interments per year and 800 space sales 3 Progression of Contract Cemetery Operations Background and History (cont’d.) 1990-2013 PARD contracted with a vendor to manage all cemetery responsibilities. April 2013 Due to several years of stakeholder complaints and documented vendor mismanagement, PARD began directly managing the sales, operations, and maintenance areas. PARD contracted with ISI to provide interments and burials services. November 28, 2018 PARD amended the existing contract with vendor for interments and burial services only and assumed settings in- house. Currently, the vendor performs grave opening/closing and graveside preparation and set-up services at all five (5) municipal cemeteries. 4 Cemetery Operations Interment Contract In June 2013, City Council approved a five-year contract, for $3.8 million, with Interment Services, Inc. In November 2018, under Resolution 20181115- 022, with the direction to return to Council for approval of contract extension options, City Council approved a three-year extension option. Staff estimates the need to continue to outsource these services, thus utilizing the remaining two years options extension. Without this extension, the contract for burial and interment services expires November 28, 2021. 5 Cemetery Operations At the moment… • PARD staff is actively managing interments in all five of the …
Parks and Recreation Department Contracts Under Development Concessions and Contracts Committee Oct-21 Contract/Project Zilker Miniature Train Concession Contract Type Contractual Obligation/ Services Phase N A NCP NA S / NS NA CCC NA PARB Nov-21 Council Nov-21 Development of a Land Management Plan for Austin Nature Preserves System Contractual Obligation/ Services E NCP S Nov-21 Nov-21 Dec-21 Grey Rock Golf and Tennis Facility Contractual Obligation/ Services E NCP Nov-21 Nov-21 Dec-21 Concession P/D NA Aug-21 Jan-22 Feb-22 Concession P/D NA Dec-21 Dec-21 Jan-22 Concessionaire for Operation and Management of Watercraft Rental Concession on Lady Bird Lake (Rowing Dock) Concessionaire for Operation and Management of Watercraft Rental Concession on Barton Creek (Zilker Park Boat Rental) S S S Notes On February 20, 2020, Austin City Council approved a resolution to explore options to procure a temporary vendor, through an expedited process, to oversee the repair and operations of the Zilker Park train ride. PARD has identified APF to establish a contract with a vendor to oversee the repair and operations of the Zilker Park train ride. A draft contract between PARD and APF for this purpose is being reviewed by the COA Law Department and the APF attorney. APF provided a status update on train specifications and site planning status at the February 23rd PARB meeting. APF anticipates grand opening in its Q4 of 2021. Currently, the contract is under review by the APF and COA Law Department. The purpose of this Request for Proposal (RFP) is to create a land management plan that will guide the management of the Austin Nature Preserves system and other parkland natural areas to sustainably and resiliently provide vital ecosystem services to Austin and its residents, now and in the coming decades. Presented draft scope of work to CCC on 8/21/2020. PARD worked with Austin Fire Department (AFD) to finalize proposal. Corporate Purchasing posted solicitation on by 2/1/2021, and it closed on 3/4/2021. Evaluation of responses began on March 25, 2021. In April, the evaluation team did not recommend a successful proposer. The re-posted solicitation closed on August 24, 2021, evaluation of responses expected by mid-October with a recommendation of award expected to be presented to CCC in November 2021. This will be a Qualified Management Agreement. The SOW was provided to PARB for review and comment at its May 25th meeting. Corporate Purchasing issued the solicitation on June 30, 2021. The solicitation closed July …
INTERLOCAL AGREEMENT BETWEEN AUSTIN COMMUNITY COLLEGE AND THE CITY OF AUSTIN FOR FACILITY USE AND ADULT EDUCATION AT THE ASIAN AMERICAN RESOURCE CENTER Agreement Overview Austin Community College (ACC) has received federal and state grant funding to provide Adult Education Programming including English as a Second Language (“ESL”) course instruction at the City of Austin’s Asian American Resource Center (“AARC”). ACC wishes to hold ESL classes and potentially other Adult Education Programs at the AARC, and the City wishes to provide space for such classes at mutually agreed upon dates and times. ACC’s Adult Education Programming provides classes in English as a Second Language, literacy and civics, and GED preparation. The purpose of the ESL Program is to help Austin residents learn basic English in order to succeed. These are survival classes for beginner students, who primarily want to learn English for everyday life, employment skills enhancement, and to assist in situations such as obtaining housing, shopping, and communicating at work. What is the Purpose of the Agreement? This is an interlocal agreement between the City of Austin and Austin Community College to establish the roles and responsibilities of the parties. What Programs Are Provided? • Up to three levels of ESL classes (Basic - Level 4), free of charge. What is the Term of the Agreement? The initial term for this agreement is one year and will be renewed automatically on the anniversary date for five successive 12-month terms. What Services and Deliverables Will ACC Provide? • ACC will offer ESL classes and potentially other Adult Education programs free of charge. • ACC will manage student registrations and provide any necessary class materials and • ACC will secure qualified instructors, as well as any other personnel needed to effectively equipment. conduct each class. What Services and Deliverables Will the City Provide? • The City may promote the classes at the AARC. Page 1 of 2 INTERLOCAL AGREEMENT BETWEEN AUSTIN COMMUNITY COLLEGE AND THE CITY OF AUSTIN FOR FACILITY USE AND ADULT EDUCATION AT THE ASIAN AMERICAN RESOURCE CENTER • The City will provide access to the facility, classrooms and reasonable assistance with room set-up. What are the Next Steps? • Presentation to Parks and Recreation Board – October 26, 2021 • Request for City Council Action – November 18, 2021 • ACC Board of Trustees Action - TBD • Negotiate and Execute Agreement with ACC Page 2 of 2
PARKS AND RECREATION BOARD CONTRACTS AND CONCESSIONS COMMITTEE MINUTES The Contracts and Concessions Committee convened in a regular meeting on Tuesday, October 12, 2021 at 1183 Chestnut Avenue in Austin, Texas. Chair Di Carlo called the meeting to order at 12:01pm. Committee Members in Attendance: Chair Anna Di Carlo, Nancy Barnard, Laura Cottam Sajbel, Nina Rinaldi and Dawn Lewis, Ex Officio. Staff in Attendance: Suzanne Piper, Lucas Massie, Patricia Rossett, Bianca Galvan, Tonja Walls-Davis, Jason Walker and Sammi Curless. CITIZEN COMMUNICATION: GENERAL None. A. APPROVAL OF MINUTES B. APPROVAL OF MINUTES The minutes from the special meeting of the August 19, 2021 Contracts and Concessions Committee were approved on Committee Member Rinaldi motion, Committee Member Barnard second on a 4-0 vote with one vacancy. C. NEW BUSINESS: PRESENTATION, DISCUSSION AND POSSIBLE ACTION ITEMS 1. Presentation, discussion and possible action regarding a recommendation to the Parks and Recreation Board to recommend to City Council approval of an ordinance waiving up to $9,315 in Parks and Recreation Department Asian American Resource Center rental fees for Austin Community College; and authorize the negotiation and execution of an Interlocal Agreement with Austin Community College to provide classrooms at the Asian American Resource Center for English as a Second Language classes and potentially other adult education programs free of charge. Committee Member Cottam Sajbel made a motion to recommend to the Parks and Recreation Board to recommend to City Council approval of an ordinance waiving up to $9,315 in Parks and Recreation Department Asian American Resource Center rental fees for Austin Community College; and authorize the negotiation and execution of an Interlocal Agreement with Austin Community College to provide classrooms at the Asian American Resource Center for English as a Second Language classes and Page 1 of 2 potentially other adult education programs free of charge; Committee Member Barnard seconded the motion. The motion passed on a vote of 4-0 with one vacancy. 2. Presentation, discussion and possible action regarding a recommendation to the Parks and Recreation Board to recommend to City Council the negotiation and execution of an amendment to an existing contract with Interment Services, Inc. for continued interment services at city cemeteries and to extend the term by two years. Committee Member Barnard made a motion to recommend to the Parks and Recreation Board to recommend to City Council the negotiation and execution of an amendment to an existing contract with Interment …
PARKS AND RECREATION BOARD September 14, 2021 MINUTES The Parks and Recreation Board convened in a special meeting on Tuesday, September 14, 2021 at 2220 Barton Springs Road in Austin, Texas. Board Members in Attendance: Dawn Lewis, Nancy Barnard, Laura Cottam Sajbel, Anna Di Carlo, Sarah Faust and Kimberly Taylor. Board Members Absent: Richard DePalma, Lisa Hugman and Nina Rinaldi. Staff in Attendance: Kimberly McNeeley, Liana Kallivoka, Anthony Segura, Scott Grantham, Robynne Heymans, Steven Linnet, Thomas Rowlinson, Randy Scott, Atha Phillips, Liz Johnston and Sammi Curless. CITIZEN COMMUNICATION: GENERAL None. A. APPROVAL OF MINUTES The minutes from the regular meeting of August 24, 2021were approved on Board Member Faust motion, Board Member Cottam Sajbel second on a 6-0 vote with Vice Chair DePalma and Board Members Hugman and Rinaldi absent and two vacancies. B. STAFF BRIEFING 1. Presentation on parkland dedication and overview of recent achievements in acquiring new parkland. Presentation material is available online at austintexas.gov/atxparkland and https://youtu.be/_m7dM94FSgw. Thomas Rowlinson and Robynne Heymans of the Parks and Recreation Department made a presentation and answered questions from the Board. The viewing of the Parkland Acquisitions video was taken up with Item B2. To ensure adequate time for discussion, Chair Lewis moved Item C1 to be heard after Item B1 and Item B2 was heard after Item C2. 2. Presentation regarding the implementation of the 2018 Bond Program. Steven Linett and Randy Scott of the Parks and Recreation Department made a presentation and answered questions from the Board. Page 1 of 2 C. NEW BUSINESS: PRESENTATION, DISCUSSION AND POSSIBLE ACTION ITEMS 1. Presentation, discussion and possible action regarding a recommendation to the Planning Commission regarding the applicant's appeal of the Parkland Dedication Requirements for 403 East Koenig Lane (SP-2020-0419C; Koenig MF). Board Member Barnard made a motion to recommend to the Planning Commission to deny the applicant's request to exclusively pay fee in lieu of land dedication for Koenig Multifamily (SP-2020-0419C); Board Member Cottam Sajbel seconded the motion. The motion passed on a 6-0 vote with Vice Chair DePalma and Board Members Hugman and Rinaldi absent and two vacancies. 2. Presentation and discussion on the proposed 305 South Congress Avenue "Statesman" Planned Unit Development. Scott Grantham of the Parks and Recreation Department and Atha Phillips of the Watershed Protection Department made a presentation and answered questions from the Board. No action was taken on this item. 3. Discussion of potential Parks …
Zilker Cafe Conditional Use Permit Parks and Recreation Board Presentation Kimberly McNeeley, Director September 28, 2021 Summary: • Zilker Café renovations are complete, awaiting a food concessionaire to serve park patrons • A Conditional Use Permit is required to authorize the sale of beer/wine on land zoned “P” • The zoning of this defined portion of property from Public to Park and Recreation Services Special • The contemplation of beer/wine sales supported by previous actions including CCC, PARB & City Council via approval of the RFP process Board is an element to the process • While the PARB is not the sovereign/independent decision maker- a recommendation from the • The Planning Commission review anticipated on October 12, 2021 2 Clarifications perimeter, signage • Operational controls: 6’ non-climbable pool fence, defined vendor • Safety Measures in place: entry TABC licensed concession staff • Revenue generated is allocated to the COA General Fund 3 Pre-Solicitation Survey and Planning • Survey conducted in Spring 2015 prior to solicitation for Café issued What items would you like to be available? Responses included: • Beer, wine, whiskey, and alcohol. • Requests for a biergarten. Pre-Proposal Meeting RFP Close Date RFP Evaluation: Solicitation Timeline: Pre-Solicitation Meeting September 7, 2018 Concessions and Contract Committee Meeting: RFP Review/Committee Feedback RFP Published (including Committee Feedback) April 9, 2019 April 29, 2019 May 22, 2019 June 6, 2019 July 8, 2019 July 18, 2019 July 23, 2019 • Solicitation delayed due to building repairs schedule • Renewed solicitation process began in 2018 RFP Demo and Interviews: Top 2 Vendors Recommendation for Award Posted: Austin Finance Online Concessions and Contract Committee Meeting: Recommendation to PARB September 10, 2019 Parks and Recreation Board Meeting: Recommendation to City Council September 24, 2019 City Council Recommendation to Negotiate and Execute New Contract with Springfed LLC JV Contract Executed with Springfed LLC, JV October 3, 2019 October 18, 2019 4 Basic Contract Terms and Conditions • Contract Term: • Maintenance: Ten (10) years initial term; Extension with two (2) Five (5) years extension options • At its sole cost and expense, maintain a preventative maintenance program and make all regular and ordinary nonstructural building maintenance repairs • • • • Menu Selection: Includes options that are low in salt, sugar, saturated and trans fats; vegetarian and gluten-free; and include fruits and vegetables and whole grains • Has price points for healthy, nutritious foods that are …
CITY OF AUSTIN PUBLIC WORKS DEPARTMENT SPICEWOOD SPRINGS ROAD REGIONAL MOBILITY IMPROVEMENTS Wastewater Rehabilitation in Critical Natural Resources CONNECTING YOU ALL AROUND AUSTIN Project Location / Background Critical Pipe Characteristics Critical Condition- A failure may impact health & safety Location Characteristics Erosion Hazard Zone Possible obstruction in pipe Pipe is in the bed of tributary of Bull Creek. Location Characteristics Edwards Aquifer Recharge Zone according to City of Austin Golden-cheeked Warbler – Zone 1 Endangered Cave Species Habitat Karst – Zone 1 Critical Water Quality Zone BCCP zone Threatened Salamanders in creek 100 YR Floodplain 2 DETERIORATED CONCRETE PIPE (END OF SERVICE LIFE) Identified Needing Rehabilitation Approx. 779 LF 18” Concrete Pipe and Manholes (Built 1972) Cured-In-Place Pipe Rehabilitation – Approx. 779 LF 18” pipe to be rehabilitated – Use one manhole MH#40115 to insert liner and other manhole MH#40391 to capture liner – Minimal impact to Environment – Bypass pumping pipe to be routed through the top culvert to minimize impact to salamanders and traffic – Construction method eliminates the need for US Fish and Wildlife permit – Increase life of pipe with minimal disturbance to creek PROPOSED REPLACEMENT N NTS 3 PROJECT DETAILS Construction Cost Estimate $250,000 Area of Parkland needed for temporary use: 1,066 sq. ft. for work area. 6,138 sq. ft. for staging area Permitting Site Plan Development Permit, Temporary traffic control permit from TxDOT, Balcones Conservation Canyon Preserve, Stormwater Pollution Prevention Plan. Design & Permitting Duration 6 months Construction Duration 2 weeks installation; One-month total construction time Construction Method Cured in place Rehabilitation Tree Impact Public Impact Trim trees for clearance Block section of Trail and parking lot while rehabilitating segment in Parkland and during spoils removal. 4
M E M O R A N D U M O F U N D E R S T A N D I N G 9/28/2021 M.O.U. # PARD 21-003 Greg Meszaros, P.E. Director, Austin Water Department Kimberly McNeeley, CPRP Director, Parks and Recreation Department TO: FROM: SUBJECT: Spicewood Springs Regional Mobility Improvements DATE: Austin Water is allowed to use the parkland located at Lower Bull Creek Greenbelt (7806 N Capital of Texas Hwy) as part of the work site for the above referenced project, as indicated in Attachment “A” (Location Map). The parkland is to be used for Temporary Use only. The requested area is: Temporary Use (Work Area): 1,066 sq. ft. = $333 Temporary Use (Staging Area): 6,138 sq. ft. = $1,918 Total Mitigation Value = $2,251 Austin Water is in agreement to provide the following 6-inch cement-treated base course at the north gravel parking lot at 5300 ½ Old Spicewood Springs Road, as mitigation in return for the temporary use of the parkland. The area of the restoration is 5,151 sq. ft., and is located adjacent to the existing concrete driveway. This area will be used for staging during the proposed project (see Attachment “B” Mitigation Area). No other mitigation is required. Subgrade Preparations = $1,502 6-Inch Cement Treated Base Course = $4,730 Total Park Value of Improvements = $6,232 The estimated Project Start Date is January 2023 The estimated duration of the parkland use is 30 Calendar Days. Estimated Date of Final Completion (Restoration complete and accepted by Environmental Inspector and PARD; Parkland open for Public Use) is February 2023 Extension/modification of parkland use must receive prior written approval from PARD. Additional fees will be assessed at the same daily rate as stated in Attachment “C” of this M.O.U. Austin Water Point of Contact is: Ron Crane, P.E. Phone Number: 512-972-0260 1 of 2 Phone Number: 512-974-3418 Public Works Department Point of Contact is: Grishma Shah, P.E. Parks and Recreation Department Point of Contact is: Gregory Montes Phone Number: 512-974-9458 Parks & Recreation Board: 9-28-2021 ____________________________________________________________ Kimberly McNeeley, CPRP Director, Parks and Recreation Department CONCURRENCE ____________________________________________________________ Greg Meszaros, P.E. Director, Austin Water Date Date Attachments: A (Mitigation Calculation Worksheet) B (Mitigation Area) C (Location Map) 2 of 2 ATTACHMENT "A" - M.O.U. MITIGATION FEES CALCULATION WORKSHEET - SUMMARY Calculated Fee Project: Spicewood Springs Regional Mobility Improvements - AW MOU # 21-003 Temporary Use - Residential Work …
