WS Item 5 Packet Memo
M E M O R A N D U M
August 14, 2018
TO: Shana K. Yelverton, City Manager
FROM: Ben Thatcher, Assistant City Manager
SUBJECT: Worksession Item 5 - Carillon Parc Public Spaces – Roles &
Responsibilities
Action
Requested: City Council discussion of the roles and responsibilities of each City
board during the Carillon Parc public space planning process.
Background
Information: City Council approved the Zoning Change and Development Plan for
Carillon Parc on final reading at the June 19, 2018 City Council
meeting. The development plan incorporates a number of public uses
including, but not limited to, a public library, parks and open spaces,
and public art. As part of the development of the library, there has
been initial discussion of the potential for second floor performing arts
and museum spaces.
As preparations are made for the development of the project, it will be
necessary for City Council to work with its appointed boa rd and
commission members to finalize plans for the public spaces, and work
closely with the development team through final construction and
occupancy.
Staff is proposing the formation of a Steering Committee, comprised of
representatives from involved boards and commissions, to ass ist
Council with the development process. The Steering Committee will
provide general governance oversight for planning and development of
public spaces and associated amenities to be included in the Carillon
Parc development. This work will include:
Review of City of Southlake comprehensive plan elements for
project alignment. Update as necessary;
Develop and recommend to Council project Vision, Goals and
Objectives to establish the framework for public space decision-
making;
Review and comment on project funding plan, including
budgets;
Work closely with project staff, consultants, and developer to
finalize conceptual plans for facilities; and,
Advise Council on other matters as requested.
A matrix detailing the roles and responsibilities of each board is
attached for Council review.
Financial
Considerations: The cost of managing the project through the Steering Committee
process would be minimal; however, the investment in the public
spaces could be significant and require multiple funding sources. As
such, Council will need to carefully consider the planning and
implementation of public space development ideas, and provide
guidance and oversight to involved boards and commissions.
Strategic Link: This item aligns to Council’s strategic focus areas of Infrastructure and
Partnerships/Volunteerism. The project can be linked to the corporate
objective of C3-Provide attractive and unique spaces for the enjoyment
of personal interests.
Citizen Input /
Board Review: The Steering Committee concept will be reviewed with Southlake
board members once Council sets the direction.
Legal Review: No legal review has been initiated. This will be done once Council
establishes its preferred direction.
Alternatives: Council could choose to take no action, leaving the development of the
project to the process that would be normally followed. Given the
magnitude of the Carillon Parc project, and the financial
considerations, staff is recommending a more coordinated approach.
Supporting
Documents: The packet contains two documents. First, a Steering Committee
Charge is included, outlining the composition and purpose of the
group. Second, a roles and responsibilities matrix is included in the
packet.
Staff
Recommendation: Staff recommends Council discussion of the steering committee
concept, with associated roles and responsibilities, at the August 21,
2018 City Council meeting.