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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