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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.