Item 9A - MemoITEM 9A
ICITY OF
SOUTHLAKE
MEMORANDUM
September 27, 2022
TO: Shana K. Yelverton, City Manager
FROM: Stacey Black, Senior Director of Human Resources
SUBJECT: Appoint community and board members to serve on the Carillon Parc
Public Spaces Steering Committee.
Action
Requested:
Background
Information:
City Council appointment of community and board members to serve on
the Carillon Parc Public Spaces Steering Committee.
At the Summer Workshop on June 27, 2022, City Council discussed
forming the 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.
The Steering Committee will include representatives from City Council,
representatives from 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 appointed City
Council and Board and Commission members to serve on the Steering
Committee in September. Council is scheduled to appoint community
members at the October 4, 2022 City Council meeting.
The Council Members and Board and Commission members below
have been appointed to serve on the Steering Committee.
Affiliation
Appointed
Council
Ronell Smith
-City
Council
Kathy Talley
-City
Community Enhancement Development
Corporation
Martin Schelling
Parks & Recreation Board
Magdalena Battles
Planning & Zoning Commission
Austin Reynolds
Southlake Arts Council
Tamara McMillan
Southlake Parks Development Corporation
Amy Tores-Lepp
Shana K. Yelverton, City Manager
September 27, 2022
Page 2
ITEM 9A
City Council did not appoint a representative from the Library Board at
the September 20, 2022 meeting. Instead, they indicated they would
consider an appointment at the October 4, 2022 meeting when
community member appointments are made.
Members of the community were invited to apply to be considered to
serve on the Steering Committee through an open application process.
The application was available from September 1 through September 18,
2022, and seventeen applications were received by the deadline.
Copies of the applications were provided to the City Council for review
on September 20, 2022. An appointment worksheet is included as
Attachment B.
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 and not appoint community
members to the steering committee.
Supporting
Documents: Attachment A: Steering Committee Charter
Attachment B: Appointment Worksheet
Staff
Recommendation: City Council appoint a Library Board representative and community
members to serve on the Carillon Parc Public Spaces Steering
Committee.
Attachment A
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.
CITY OF
SOUTHLAKE
Loig]
CARILLON PARC PUBLIC SPACES
ROLES & RESPONSIBILITIES
Item
Staff
Steering
City Council
P&Z
SPDC
CEDC
Park Board
Library Board
Arts Council
Developer
Committee
Develop public space planning project
Recommend
Informed
Consider for
Informed
Informed
Informed
Informed
Informed
Informed
Informed
goals and objectives.
(courtesy)
approval
(courtesy)
(courtesy)
(courtesy)
(courtesy)
(courtesy)
(courtesy)
(courtesy)
Public Participation Agreements
Recommend
Informed
Consider for final
Informed
Consider plan for
Review &
Informed
Informed
Informed
Approve as party
based on MOU
(courtesy)
approval
(courtesy)
portions funded
Comment on
(courtesy)
(courtesy)
(courtesy)
to agreement
approved by
through SPDC, if
new requests or
Council
necessary
amendments to
MOU
Public Space Project Budget
Recommend
Consider & advise
Consider for
Informed
Consider costs
Informed
Informed,
Informed,
Informed,
Consulted
appropriate
budget adoption
(courtesy)
attributable to
(courtesy)
make budget
make budget
make budget
for proper
Boards & Council
SPDC & adopt
recommendations
recommendations
recommendations
coordination
budget, if
to Council on park
to Council on
to Council on
necessary
items
library capital
public art items
project and
operations
Professional Services Contract(s)
Recommend
Informed
Consider for
Informed
Consider contracts
Informed
Consider & advise
Consider & advise
Consider & advise
Consulted
needed
(courtesy)
approval
(courtesy)
to be funded
(courtesy)
Council on matters
Council on matters
Council on matters
for proper
professional
through SPDC, if
related to parks
related to library
related to public
coordination
assistance;
needed
art
recommend final
form contracts
Community Feedback and/or Input
Recommend
Seek community
Receive
Receive
Receive
Informed
Receive
Receive
Receive
Informed
input on concepts
community
community
community
(courtesy)
community
community
community
(courtesy)
as desired
feedback
feedback
feedback
feedback
feedback
feedback
during regularly
during regularly
during regularly
during regularly
during regularly
during regularly
scheduled
scheduled
scheduled
scheduled
scheduled
scheduled
meetings
meetings
meetings
meetings
meetings
meetings
Library Concepts
Work with
Consider & advise
Consider for final
Informed
Informed
Informed
Informed
Consider & advise
Informed
Consulted
consultant, make
appropriate
approval
(courtesy)
(courtesy)
(courtesy)
(courtesy)
Council
(courtesy)
for proper
recommendation
Boards & Council
coordination
Performing Arts Concepts
Using general
Consider & advise
Identify use(s),
Informed
Informed
Informed
Informed
Informed
Consider plan for
Consulted
direction from
appropriate
provide direction
(courtesy)
(courtesy)
(courtesy)
(courtesy)
(courtesy)
Council -identified
for proper
Council, work
Boards & Council
to staff;
uses and make
coordination
with consultant
-or-
-or-
recommendations
and make
Consider for final
to Council
recommendation
approval
Consider plan for
Consider plan for
Council -identified
Council -identified
uses to be funded
uses, if they
through SPDC
involve library
operations
CARILLON PARC PUBLIC SPACES
ROLES & RESPONSIBILITIES
Item
Staff
Steering
City Council
P&Z
SPDC
CEDC
Park Board
Library Board
Arts Council
Developer
Committee
Public Park Concepts
Recommend,
Consider & advise
Consider for final
Informed
Consider plan if
Informed
Consider & advise
Informed
Consider &
Consulted
using developer's
appropriate
approval
(courtesy)
funded through
(courtesy)
Council
(courtesy)
advise Council
for proper
general concepts
Boards & Council
SPDC
on any public art
coordination
inclusions
Public Art Concepts
Recommend
Consider & advise
Consider for final
Informed
Consider plan if
Informed
Informed
Informed
Consider &
Consulted
appropriate
approval
(courtesy)
funded through
(courtesy)
(courtesy)
(courtesy)
advise Council
for proper
Boards & Council
SPDC
on any public art
coordination
inclusions
Site Plan (Park, Library, Performing Arts)
Recommend
Informed
Consider for final
Consider & make a
Informed
Informed
Consider & advise
Informed
Informed
Consulted
(courtesy)
approval with a
recommendation
(courtesy)
(courtesy)
Council (parks)
(courtesy)
(courtesy)
for proper
public hearing
to Council with a
coordination; serve
public hearing
as applicant
Preliminary Platting - Park, Library lots
Coordinate with
Informed
Consider for
Consider & make a
Informed
Informed
Informed
Informed
Informed
Consulted
developer to
(courtesy)
approval with a
recommendation
(courtesy)
(courtesy)
(courtesy)
(courtesy)
(courtesy)
for proper
ensure City details
public hearing
to Council with a
coordination; serve
are accurate
public hearing
as applicant
Final Platting - Park, Library lots
Coordinate with
Informed
No action
Consider item,
Informed
Informed
Informed
Informed
Informed
Consulted
developer to
(courtesy)
necessary
no public hearing
(courtesy)
(courtesy)
(courtesy)
(courtesy)
(courtesy)
for proper
ensure City details
required.
coordination; serve
are accurate
Informed
as applicant
(courtesy)
Construction Management
Manage City
Informed
Informed
Informed
Informed
Informed
Informed
Informed
Informed
Manage overall
budget and
(periodic updates)
(periodic updates)
(periodic updates)
(periodic updates)
(periodic updates)
(periodic updates)
periodic updates)
(periodic updates)
construction
construction
process;
quality interests
coordinate with
City on budget
and construction
quality interests
Change Orders that exceed budget or
Prepare & approve
Informed
Consider if change
Informed
Consider if change
Informed
Informed
Informed
Informed
Consulted
staff spending authority OR materially
if within budget
(courtesy) if
order materially
(courtesy)
order materially
(courtesy)
(courtesy)
(courtesy)
(courtesy)
for proper
affect scope of project
and staff spending
change order
affects scope of
affects scope of
coordination
authority
materially affects
project or exceeds
project or exceeds
-or-
-or-
-or-
scope of project
staff spending
staff spending
authority
authority (SPDC
Consider if park
Consider if library
Consider if art
funding)
change order
change order
project change
materially affects
materially affects
order materially
scope of project
scope of project
affects scope of
project
CITY OF SOUTHLAKE
Attachment B
CITY OF
SOUTHLAKE
9
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.
City Council members and Board and Commission members, with the exception of the Library Board, were
appointed to serve on the Steering Committee at the September 20, 2022 City Council meeting.
IFFFILIATION.jM•
City Council
Kathy Talley
Ronell Smith
CEDC
Martin Schelling
(Community Enhancement
Development Corporation)
Library Board
Parks & Recreation Board
Magdalena Battles
Planning & Zoning
Austin Reynolds
Commission
Southlake Arts Council
Tamara McMillan
SPDC
Amy Torres-Lepp
(Southlake Parks Development
Corporation)
Community Members
Attachment B
CITY OF
SOUTHLAKE CARILLON PARC PUBLIC SPACES
STEERING COMMITTEE
APPOINTMENT WORKSHEET
The following community members have applied to serve on the Carillon Parc Public Spaces project.
1. Marylee Alford
2.
Frances Bankester
3.
Katherine Bennett
4.
Lori Burr
5.
Amber Butcher
6.
Kathi Couch
7.
Kathryn Del Calvo
8.
William Doby
9.
Maria Duque
10.
Mark Flores
11.
Lauren Green
12.
Lois Melbourne
13.
Samad Rizvi
14.
Susan Steinbrecher
15.
Christina Taggart
16.
Tabitha Thomann
17.
Helen Wong