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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