Item 9A - MemoITEM 9A
M E M O R A N D U M
August 30, 2022
TO: Shana K. Yelverton, City Manager
FROM: Stacey Black, Senior Director of Human Resources
SUBJECT: Appoint City Council and Board and Commission members to serve on
the Carillon Parc Public Spaces Steering Committee.
Action
Requested: City Council appointment of City Council members and Board and
Commission members to serve on the Carillon Parc Public Spaces
Steering Committee.
Background
Information: At the June 7, 2022 City Council meeting, the Library Task Force
presented their work and recommendations to the City Council for
feedback and direction. Following the presentation, City Council directed
staff to further explore the Carillon Parc development as the future
location for a new public library and performing arts facility.
At the Summer Workshop on June 27, 2022, City Council discussed
forming a Carillon Parc Public Spaces Steering Committee to provide
general governance oversight for the planning and development of
public spaces within the Carillon Parc development. The Carillon Parc
development plan incorporates public uses, including a public library, a
performing arts space, a public park, and public art. The Steering
Committee will advise City Council and appropriate boards and
commissions on project funding and financial plans, conceptual plans,
and other matters as requested by City Council. The Steering
Committee charter is included as Attachment A.
Staff recommends City Council appoint members to serve on the
Steering Committee with representatives from Council, representatives
Boards and Commissions that have a role in the project as defined by
their enabling ordinance or resolution, and representatives from the
community.
City Council Representatives. Staff recommends City Council
appoint members of the City Council to serve on the Steering
Committee.
Shana K. Yelverton, City Manager ITEM 9A
August 30, 2022
Page 2
Board and Commission Representatives. Staff recommends City
Council appoint one representative from each of the following
Boards and Commissions to serve on the Steering Committee:
•Community Enhancement Development Corporation
•Library Board
•Parks & Recreation Board
•Planning & Zoning Commission
•Southlake Arts Council
•Southlake Parks Development Corporation
Community Members. Staff recommends City Council appoint
members from the community to serve on the Steering
Committee following an open application process. The City is
accepting applications from the community for the Steering
Committee through September 18, and appointments are
scheduled for the October 4, 2022 City Council meeting.
As preparations are made for the development of the project, it will be
necessary for City Council to work with its appointed board and
commission members to finalize plans for the public spaces. This
Steering Committee will help facilitate that process.
A draft matrix summarizing the roles and responsibilities of affected
boards and commissions, and their current board membership, is
attached for Council review. In addition, an appointment worksheet is
provided as Attachment C.
Financial
Considerations: The cost of managing the Steering Committee process will include
associated staff time and may include fees from consulting services as
necessary to provide expert advice.
Strategic Link:
•Focus Areas: Infrastructure, Partnerships & Volunteerism, and
Performance Management and Service Delivery.
Citizen Input/
Board Review: N/A
Legal Review: N/A
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 recommends a coordinated approach.
Shana K. Yelverton, City Manager ITEM 9A
August 30, 2022
Page 3
Supporting
Documents: Attachment A: Steering Committee Charter
Attachment B: Board & Commission Matrix
Attachment C: Appointment Worksheet
Staff
Recommendation: City Council appoint City Council members and representatives from
Boards and Commissions that have a role in the project as defined by
their enabling ordinance or resolution to serve on the Carillon Parc
Public Spaces Steering Committee.
CARILLON PARC PUBLIC SPACES
STEERING COMMITTEE
Purpose & Charter
The purpose of the Carillon Parc Public Space Steering Committee is to provide general governance oversight
for the planning and development of public spaces and associated amenities to be included in the Carillon Parc
development. Amenities include a library, a performing arts space, a public park, and public art.
Using master plans, technical studies, and Library Task Force recommendations as a guide, the Steering Committee
will advise City Council and appropriate boards and commissions on project funding and financial plans,
conceptual plans, and other matters as requested for the Carillon Parc public spaces.
Membership
Members will be appointed by City Council, and may include the following:
•Councilmembers
•Community Members
•(1) Community Enhancement Development Corporation Member
•(1) Library Board Member
•(1) Park Board Member
•(1) Planning & Zoning Commission Member
•(1) Southlake Arts Council Member
•(1) Southlake Parks Development Corporation Member
Coordination with Boards & Commissions
Board and Commission members serving on the Steering Committee, along with staff liaisons, will be responsible
for keeping their respective boards informed throughout the process. Advisory Boards will discuss, consider, or
take other formal action on matters in accordance with the board’s enabling ordinance. Note that the Community
Enhancement and Development Corporation will work specifically on incentive agreements, providing comments
on new requests or changes to existing items contained in the Memorandum of Understanding (MOU). Please
refer to the attached matrix for a detailed listing of roles and responsibilities.
Staff Support
Members of the City’s Executive Leadership Team will provide needed support to the Steering Committee.
Attachment A
CARILLON PARC PUBLIC SPACES
ROLES & RESPONSIBILITIES
DRAFT, 8/8/22 PAGE 1CITY OF SOUTHLAKE
Item Staff Steering
Committee City Council P&Z SPDC CEDC Park Board Library Board Arts Council Developer
Develop public space planning project
goals and objectives.
Recommend Informed
(courtesy)
Consider for
approval
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Public Participation Agreements Recommend
based on MOU
approved by
Council
Informed
(courtesy)
Consider for final
approval
Informed
(courtesy)
Consider plan for
portions funded
through SPDC, if
necessary
Review &
Comment on
new requests or
amendments to
MOU
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Approve as party
to agreement
Public Space Project Budget Recommend Consider & advise
appropriate
Boards & Council
Consider for
budget adoption
Informed
(courtesy)
Consider costs
attributable to
SPDC & adopt
budget, if
necessary
Informed
(courtesy)
Informed,
make budget
recommendations
to Council on park
items
Informed,
make budget
recommendations
to Council on
library capital
project and
operations
Informed,
make budget
recommendations
to Council on
public art items
Consulted
for proper
coordination
Professional Services Contract(s)Recommend
needed
professional
assistance;
recommend final
form contracts
Informed
(courtesy)
Consider for
approval
Informed
(courtesy)
Consider contracts
to be funded
through SPDC, if
needed
Informed
(courtesy)
Consider & advise
Council on matters
related to parks
Consider & advise
Council on matters
related to library
Consider & advise
Council on matters
related to public
art
Consulted
for proper
coordination
Community Feedback and/or Input Recommend Seek community
input on concepts
as desired
Receive
community
feedback
during regularly
scheduled
meetings
Receive
community
feedback
during regularly
scheduled
meetings
Receive
community
feedback
during regularly
scheduled
meetings
Informed
(courtesy)
Receive
community
feedback
during regularly
scheduled
meetings
Receive
community
feedback
during regularly
scheduled
meetings
Receive
community
feedback
during regularly
scheduled
meetings
Informed
(courtesy)
Library Concepts Work with
consultant, make
recommendation
Consider & advise
appropriate
Boards & Council
Consider for final
approval
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Consider & advise
Council
Informed
(courtesy)
Consulted
for proper
coordination
Performing Arts Concepts Using general
direction from
Council, work
with consultant
and make
recommendation
Consider & advise
appropriate
Boards & Council
Identify use(s),
provide direction
to staff;
Consider for final
approval
Informed
(courtesy)
Informed
(courtesy)
-or-
Consider plan for
Council-identified
uses to be funded
through SPDC
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
-or-
Consider plan for
Council-identified
uses, if they
involve library
operations
Consider plan for
Council-identified
uses and make
recommendations
to Council
Consulted
for proper
coordination
Attachment A
CARILLON PARC PUBLIC SPACES
ROLES & RESPONSIBILITIES
DRAFT, 8/8/22 PAGE 2CITY OF SOUTHLAKE
Item Staff Steering
Committee City Council P&Z SPDC CEDC Park Board Library Board Arts Council Developer
Public Park Concepts Recommend,
using developer’s
general concepts
Consider & advise
appropriate
Boards & Council
Consider for final
approval
Informed
(courtesy)
Consider plan if
funded through
SPDC
Informed
(courtesy)
Consider & advise
Council
Informed
(courtesy)
Consider &
advise Council
on any public art
inclusions
Consulted
for proper
coordination
Public Art Concepts Recommend Consider & advise
appropriate
Boards & Council
Consider for final
approval
Informed
(courtesy)
Consider plan if
funded through
SPDC
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Consider &
advise Council
on any public art
inclusions
Consulted
for proper
coordination
Site Plan (Park, Library, Performing Arts)Recommend Informed
(courtesy)
Consider for final
approval with a
public hearing
Consider & make a
recommendation
to Council with a
public hearing
Informed
(courtesy)
Informed
(courtesy)
Consider & advise
Council (parks)
Informed
(courtesy)
Informed
(courtesy)
Consulted
for proper
coordination; serve
as applicant
Preliminary Platting – Park, Library lots Coordinate with
developer to
ensure City details
are accurate
Informed
(courtesy)
Consider for
approval with a
public hearing
Consider & make a
recommendation
to Council with a
public hearing
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Consulted
for proper
coordination; serve
as applicant
Final Platting – Park, Library lots Coordinate with
developer to
ensure City details
are accurate
Informed
(courtesy)
No action
necessary
Informed
(courtesy)
Consider item,
no public hearing
required.
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Informed
(courtesy)
Consulted
for proper
coordination; serve
as applicant
Construction Management Manage City
budget and
construction
quality interests
Informed
(periodic updates)
Informed
(periodic updates)
Informed
(periodic updates)
Informed
(periodic updates)
Informed
(periodic updates)
Informed
(periodic updates)
Informed
periodic updates)
Informed
(periodic updates)
Manage overall
construction
process;
coordinate with
City on budget
and construction
quality interests
Change Orders that exceed budget or
staff spending authority OR materially
affect scope of project
Prepare & approve
if within budget
and staff spending
authority
Informed
(courtesy) if
change order
materially affects
scope of project
Consider if change
order materially
affects scope of
project or exceeds
staff spending
authority
Informed
(courtesy)
Consider if change
order materially
affects scope of
project or exceeds
staff spending
authority (SPDC
funding)
Informed
(courtesy)
Informed
(courtesy)
-or-
Consider if park
change order
materially affects
scope of project
Informed
(courtesy)
-or-
Consider if library
change order
materially affects
scope of project
Informed
(courtesy)
-or-
Consider if art
project change
order materially
affects scope of
project
Consulted
for proper
coordination
Attachment A
BOARDS & COMMISSIONS
~ Carillon Parc Public Spaces Project ~
AUGUST 3, 2022 PAGE 1CITY OF SOUTHLAKE
Board & Commission Role as defined by the Enabling Ordinance or Resolution
(summary only, please refer to the enabling document for full details)Current Members
CEDC (Community
Enhancement
Development
Corporation)
Res. No. 15-044 and
Bylaws
Purpose, Powers, and Limitations:
•The purpose of the Corporation is to promote economic development within
the City of Southlake, Texas ( the “ City”) and the State of Texas in order to
eliminate unemployment and underemployment and to promote and encourage
employment and the public welfare of the City by developing, implementing,
providing and financing projects as defined in the Act. Projects may additionally
include a community entertainment and recreational center and land, buildings or
improvements that provide new or expanded business enterprises that create or
retain primary jobs as authorized by Section 505. 155 of the Act.
Jeff Wang, Director 1
(term expires: September 2023)
Martin Schelling, President, Director 2
(term expires: September 2022)
Robert (Bob) Mundlin, Director 3
(term expires: September 2023)
Jennifer Kolb, Director 4
(term expires: September 2022)
Craig Sturtevant, Secretary, Director 5
(term expires: September 2022)
VACANT, Director 6
(term expires: September 2023)
Mike Pazera, Director 7
(term expires: September 2022)
Library Board
Ord. No. 716
Bylaws
Board Duties & Responsibilities:
•Act in an advisory capacity to the City Council in all matters pertaining to library
facility planning and programming, including development of long range capital
improvements programs.
•Cooperate with other City boards and commissions, other governmental agencies,
civic groups, and all citizens of the city in the advancement of sound library planning
and programming.
•Recommend policies for library services.
•Recommend the adoption of standards for public library facilities and their financial
support.
•Receive requests for public funding for educational purposes of any public or private
person, persons, associations or business entities, and to forward such request with
recommendation to the City Council.
•Review the annual operating budget and capital improvement requests relating to
library programs prior to submission by the City Manager to the City Council, and
submit a recommendation on the budget.
Lori Burr, Place 1 *Library Task Force Member
(term expires: October 2022)
William Doby, Place 2
(term expires: October 2022)
Katherine Bennett, Place 3
(term expires: October 2022)
Lauren Darr, Place 4
(term expires: October 2022)
Vacant, Place 5
Rebecca Petty, Place 6
(term expires: October 2022)
Janet Theaker, Place 7
(term expires: October 2022)
Attachment B
BOARDS & COMMISSIONS
~ Carillon Parc Public Spaces Project ~
AUGUST 3, 2022 PAGE 2CITY OF SOUTHLAKE
Board & Commission Role as defined by the Enabling Ordinance or Resolution
(summary only, please refer to the enabling document for full details)Current Members
Parks & Recreation
Board
Ord No. 646B
Bylaws
Duties & Responsibilities:
•Act in an advisory capacity to the City Council in all matters pertaining to parks and
recreation including the development of long range capital improvements programs.
•Cooperate with other City boards and commissions, other governmental agencies,
civic groups, and citizens of the City in the advancement of sound park and recreation
planning programming.
•Recommend policies on recreation services and park improvements.
•Recommend programs for development of recreational areas, facilities, programs and
improved recreation services.
•Recommend the adoption of standards for recreational areas, facilities, programs and
their financial support.
•Review an annual report of existing park and recreation programs and services.
•Review the Annual Operating and Capital Improvement Program Budget of the
Community Services Department prior to submission to the City Council and submit a
recommendation on the budget.
John Thomas, Place 1
(term expires: June 2024)
William Thornton, Place 2
(term expires: June 2023)
Frances Scharli, Place 3, Chair
(term expires: June 2024)
Magdalena Battles, Place 4
(term expires: June 2023)
Stacy Driscoll, Place 5
(term expires: June 2024)
Chad Bedwell, Place 6
(term expires: June 2023)
Paul Venesky, Place 7, Vice-Chair
(term expires: June 2024)
Planning & Zoning
Commission
Ord No. 292
Primary Responsibilities:
•Make recommendations to City Council on matters concerning zoning and site plans,
public improvements, civic improvements, street changes, the routing of public
utilities, and strategic planning.
•Make recommendations to City Council regarding updates or amendments to
the city’s Master Plan, which guides growth, development, beautification and
infrastructure for its citizens. The Commission’s responsibility for the Master Plan is to
have a planning horizon addressing at least ten years in the future.
•Review and make recommendations to City Council on development of property.
•Review and make recommendations to City Council on platting of property.
•Consider and hold public hearings when required on development and land use
issues.
Daniel Kubiak, Charmian
(term expires: June 2024)
Mike Forman, Vice Chairman
(term expires: June 2024)
Austin Reynolds
(term expires: June 2024)
Gina Phalen
(term expires: June 2023)
Michael Springer
(term expires: June 2023)
Scott Dyche
(term expires: June 2023)
Craig Rothmeier
(term expires: June 2023)
Attachment B
BOARDS & COMMISSIONS
~ Carillon Parc Public Spaces Project ~
AUGUST 3, 2022 PAGE 3CITY OF SOUTHLAKE
Board & Commission Role as defined by the Enabling Ordinance or Resolution
(summary only, please refer to the enabling document for full details)Current Members
Southlake Arts
Council
Ord No. 908
Duties and Responsibilities:
•(a) Act as an advisory board to provide input and advice to the city council on all
matters pertaining to public art including visual art and performing art programs and
facilities, including the incorporation of art into the design of selected city projects
and the commissioning of art pieces for public spaces and facilities, and the use of
city funds for art projects and facilities.
•(b) The arts council shall make recommendations to the city council concerning the
following matters related to the city’ s arts policy: 1) Overall policies for implementing
the arts policy and public art projects, taking into consideration the policy’s purposes
and goals and established general criteria, with a focus on the development,
promotion, and preservation of aesthetic excellence in city public spaces. 2)
Any proposed changes which the arts council thinks are necessary to previously
established policies in order to maintain consistency of review and implementation.
•(c) The arts council shall make recommendations to the city council concerning the
following matters related to the budget and financing for the arts: 1) Establishment of
a public art budget for inclusion in the annual budget of city funds including a budget
for visual art, the performing arts and capital projects (facilities) related to the arts. 2)
Grants for the arts or art facilities that may be available to the city.
•(d) The arts council shall make recommendations to the city council concerning the
following matters regarding public art project management: 1) Appropriate elements
to be included in specific proposals for public art projects, including, without
limitation, the design, execution, placement, maintenance and ownership of selected
artwork. The arts council may employ the public art project guidelines established to
assist in this process. 2) Appropriate methods of artist selection for public art projects;
public art project proposal review, selection and oversight; artwork acquisition,
display, use, maintenance, storage, and its return, sale or other deaccession, when
and if applicable. 3) Elements to be selected for public art projects including design,
execution, placement, maintenance and ownership thereof. 4) Proposals for public art
projects, changes, additions or deletions to such proposals, and recommendations to
the city council on the final acceptance or rejection of such proposals 5) Community
services agreements that the city may make with outside art groups.
Beatriz Terrazas, Place 1, Secretary
(term expires: October 2023)
Leslie Walker, Place 2
(term expires: October 2022)
Julie Doyle, Place 3
(term expires: October 2023)
Terri Messing, Place 4
(term expires: October 2022)
Alison Viktorin, Place 5
(term expires: October 2023)
Deanna Kienast, Place 6, Vice Chair
(term expires: October 2022)
Tamara McMillan, Place 7, Chair
*Library Task Force Member
(term expires: October 2023)
Nadia Hassan, Alternate No. 1
(term expires: October 2022)
Attachment B
BOARDS & COMMISSIONS
~ Carillon Parc Public Spaces Project ~
AUGUST 3, 2022 PAGE 4CITY OF SOUTHLAKE
Board & Commission Role as defined by the Enabling Ordinance or Resolution
(summary only, please refer to the enabling document for full details)Current Members
Southlake Arts
Council
(Continued)
•(e) The arts council shall consult with the department of community services and
the city council as appropriate throughout each public art project proposal and
implementation process, to ensure that the policy is implemented effectively.
•(f) The arts council shall make recommendations to the city council on the following
matters regarding the acceptance and placement of art related gifts of state and loans
or donations for the arts: 1) Acceptance of donations valued over $ 1, 000 or loans of
artwork to be placed for more than 60 days. 2) Placement of art related gifts of state.
•(g) The arts council shall have authority to accept or reject proposed art donations
to the City valued up to $ 1, 000. At the discretion of the arts council, proposed art
donations valued up to $1,000 may be forwarded to the City Council for a decision
concerning whether to accept or reject the proposed donation.
•(h) The arts council shall make recommendations to the city council on the following
matters regarding a performing arts center: 1) Development of a building program,
construction budget and budget priorities for a performing arts center. 2) Selection of
professionals to assist in the design, development and construction of a performing
arts center. 3) A concept plan for a performing arts center. 4) Award of construction
contract(s) for a performing arts center. 5) Approval of change orders to construction
contract(s) for a performing arts center in accordance with state bid limits or
purchasing policy limits.
•(i) The arts council shall accept and fund from the budget, if any, provided the Arts
Council by the City Council public arts projects as deemed appropriate by the Arts
Council, provided such public arts projects are consistent with this Division and the
policies regarding public art established by the City Council.
Attachment B
BOARDS & COMMISSIONS
~ Carillon Parc Public Spaces Project ~
AUGUST 3, 2022 PAGE 5CITY OF SOUTHLAKE
Board & Commission Role as defined by the Enabling Ordinance or Resolution
(summary only, please refer to the enabling document for full details)Current Members
Southlake Parks
Development
Corporation (SPDC)
Ord No. 597
Bylaws
Functional Corporate Duties and Requirements:
•a) It shall be the duty and obligation of the Board to finance and implement the
Southlake Parks Development Corporation Plan subject to approval or disapproval by
City Council.
•b) In carrying out its obligations under subsection (a), the Corporation shall be
authorized to exercise all rights and powers granted under the act, including, but not
limited to Section 4B.
•c) The Board shall periodically submit reports to the City Council as to the status of its
activities in carrying out its obligations under this Section.
•d) Any and all agreements between the Corporation and other parties shall be
authorized, executed, approved, and delivered in accordance with applicable law
Kathy Talley, City Council
Representative
(term expires: June 2023)
Ronell Smith, City Council
Representative
(term expires: June 2023)
Amy Torres-Lepp, City Council
Representative
(term expires: June 2023)
Randy Williamson, City Council
Representative
(term expires: June 2023)
Lori Palmer, Citizen Representative
(term expires: June 2023)
Tamara A. McMillan, Citizen
Representative *Library Task Force Member
(term expires: June 2024)
Frances Scharli, Secretary, Parks and
Recreation Board Representative
(term expires: June 2024)
Attachment B
CARILLON PARC PUBLIC SPACES
STEERING COMMITTEE
APPOINTMENT WORKSHEET
The purpose of the Carillon Parc Public Space Steering Committee is to provide general governance oversight
for the planning and development of public spaces and associated amenities to be included in the Carillon Parc
development. Amenities include a library, a performing arts space, a public park, and public art.
Using master plans, technical studies, and Library Task Force recommendations as a guide, the Steering
Committee will advise City Council and appropriate boards and commissions on project funding and
financial plans, conceptual plans, and other matters as requested for the Carillon Parc public spaces.
APPOINTMENTS
CHARTER & PURPOSE
AFFILIATION APPOINTED
City Council
CEDC
(Community Enhancement
Development Corporation)
Library Board
Parks & Recreation
Board
Planning & Zoning
Commission
Southlake Arts
Council
SPDC
(Southlake Parks
Development Corporation)
Attachment C