BER  Parks and Recreation Board of Directors Regular Called MEETING MINUTES Thursday. September 19, 2024, 10:00. AM 2801 Ranch Road 1869, Liberty Hill  1.C CALL TOORDER  Chair Nicole Bauer called the meeting to order and established a quorum at 10:01 A.M.  Members Present: Nicole Bauer, Chair Mary LynJones Lisa Messana Travis Tabor Terrie Chambers Members absent: None City Staff:  Jamie Higuera, Parks and Recreation Supervisor Rebecca Harness, Executive Assistant (Recording Secretary)  CALLTO ORDER 10:01 a.m., Mary Lyn. Jones gave the invocation and Mary Lyn  Jones led the Pledge to flags. 2) PUBLIC COMMENTS  The Liberty Hill Parks d Recreation Board of Directors accepis public comments regarding the. Agenda ofregular meetings and Public Hearings of the Parks &. Recreation Board. Individuals wishing t0. speak must complete a Public Comment Form and present the completed) form 10 the Cily Secretary prior 10 the start of the meeting. Your may also. submit comments to simpumdlherolalicgen before 9:00AMthe  day oft the meeting 10 be read by the Cily Secretary.  No Comments. 3) PARK/EVENT PERMITS None.  Liberty Hill Parks Advisory Board  Regular Meeting September 19, 2024  Pagelof4    4) REGULAR. AGENDA  a) Discussion, consideration, and possible action regarding Parks Advisory Board August  15,2024 meeting minutes. (N. Bauer)  Motion by Mary Lyn Jones, 2nd by Travis Tabor, to approve, as presented, the. August 15, 2024, Regular Called Meeting Minutes. Motion carried unanimously by a vote of5-0. Ayes:  5,Nays: 0.  b) Discussion and possible action on usage for FY25 funds for a park improvement project. Jamie Higuera, Parks and Recreation Supervisor, informed the Parks Board that there was another $50,000 for this fiscal year and asked what projects they would like to do this year. Jamie made the following project suggestion to resurface and add a small shade structure with bleachers for the basketball court. Mary Lyn. Jones suggested on the half court to add aj pickle ball court. Jamie will check with other cities to see ift they have pickle ball courts in an open area without ai net. Lisa Messana suggested adding two goggle ball courts. Terrie Chambers suggested Jamie to visit the pickle ball courts at Sun City to get an idea of what aj pickle ball court looks like. Nicole Bauer asked Jamie to get quotes for aj pickle ball court. Nicole Bauer suggested adding some sort ofv work out component. Jamie will check on quotes for work out bars. Jamie to bring conceptual pictures and quotes to the next Parks Board meeting. c) Update and discussion on Facility Usage Fees for parks and amenities. (J. Higuera) Jamie Higuera, Parks and Recreation Supervisor, went over the 2 documents attached to these minutes regarding Facility Reservation Guidelines and Fees. Jamie informed the board that the Fit for Mom Group is under contract with the City for use of City Park one hour every Tuesday and Friday. This Group is a for profit group and right now they are not paying anything because the City does not have any Fee Structure or policy at this time. Jamie did inform the Fit for Mom Group owner that in the future there will be fees associated with the contract. Jamie asked the board for fee structure guidance on the Open Space at City Park. Mary Lyn. Jones suggested as separate fee structure for non-profit and for-profit groups. The board asked Jamie to research  (J.H Higuera)  Profit/Non-Profit Fee Structure.  d) Update on City Park Parking Lot RFQ. (J. Higuera)  Jamie Higuera, Parks and Recreation Supervisor, informed the board that the RFQ is open and has been published online so vendors can apply. The bids are due by October 17th. The responses will be reviewed and scored by Jamie, Katie Amsler, and a couple of other individuals. Once complete, interviews will be scheduled with 2-3 of the bidders and figure out what their  actual monetary proposal is. Liberty Hill Parks Advisory Board  Regular Meeting September 19, 2024  Page 2 of4    e) Hear Parks wpervigommuncatons Update and Staff Report. (J.Higuera &1 K. Jamie Higuera, Parks and Recreation Supervisor provided an update for the Parks The pool has closed for the season. There were some staffing issues at the end and will approach differently next year. The plan next year is to advertise that the pool will only be open until school starts and if therei is enough staff may be open some additional days untill Labor Day. Jamie will bring the final numbers for the pool to the next Parks Board Austen Coleman has been hired and is working as the dedicated Parks Foreman. Austen isw working on some affordable projects for the parks. Austen has started working on the concession stand and the area around it. The concession stand repairs are coming from the General Parks Maintenance Budget. Terrie Chambers suggested reaching out to the Liberty Hill High School construction class for additional labor help.  Amsler) Department.  meeting.  The Sculpture Festival will be October 19th.  ) Discussion, consideration, and possible action regarding scheduling a joint meeting with the Parks & Recreation Board, City Council, and Economic Development Corporation to Nicole Bauer introduced the item and thought this would be a good opportunity to start the conversation about the need for additional sports fields. Nicole would like to have a joint meeting and see where the Parks Board fits into the 2040 Comprehensive Plan. Jamie informed the board that Katie notified The Independent and they are watching the meeting and are still planning on doing a story on the need for sports fields. Jamie suggested a possible Joint Workshop in November or December. Jamie also asked the board to discuss and figure out what their agenda will look like for the. Joint Workshop. Nicole Bauer volunteered to lead the initiative to get the. Joint Workshop going. Nicole asked if the YMCA Workshop had been rescheduled. Jamie will check and let the Parks Board know oft the new YMCA Workshop meeting date. It was decided to wait until  discuss the need for sports fields. (N. Bauer)  after the YMCA Workshop before having the. Joint Workshop.  5) REPORTS  At this time, the Board may consider reports which do not require action. Examples might be reports from other committees or from the Cross-Committee  Communications group. No Reports.  Liberty Hill Parks Advisory Board  Regular Meeting September 19, 2024  Page 3of4    6) FUTURE AGENDA ITEMS Final numbers for the pool. General quotes. Facility Reservation Guidelines 7) ADJOURNMENT  With no other business on the agenda, and no objections from the Parks Board, Lisa Messana made a motion to adjourn the meeting, seconded by Terrie Chambers. Nicole Bauer adjourned the meeting at 10:56 a.m. Motion passed on vote of5 ayes, 0 nays, and 0 abstentions. PASSED AND APPROVED by, the Parks and Recreation Committee of the City ofLiberty  Hill, Texas on the'of ctRen 2024 on vote of 5  ayes,  3 nays,and  abstentions.  Nicole Bauer, Chair Board or City Secretary u  Liberty Hill Parks Advisory Board  Regular Meeting September 19, 2024  Page 4 of4    H GEORGETOWN parks Arereutim-  Outdoor Athletic Facilities Reservation  Guidelines and Information  (Updated May 2024)  Table of Contents:  Page 2/Distribution of Responsibility and Contact Us Information  Page 3/Rental Process and How-To Page 41Scheduling and Closures Pages 5-6IGuidelines for During the Rental Page 6/Cancellations, Closures and Refunds Page 7 |McMaster Complex Information and Pricing  Pages 8-9IVFW Complex and San Gabriel Park Information and Pricing  1l0age    Distribution of Responsibility safe, high-quality environment.  The City of Georgetown Parks and Recreation Department manages thes scheduling and maintenance for all athletic facilities to ensure equitable distribution, achieve maximum sustainable use, and maintain a Management of any event or tournament is the responsibility of the Renter and may not be sanctioned by or affiliated with the City of Georgetown or the Georgetown Parks and Recreation Department in any way. For any facility or field rental, events, and tournaments, Renters assume all responsibility for any attendees. Georgetown Parks and Recreation Department does not assume responsibility for any equipment provided by the Renter, participants, or others. Please collect your belongings each day after play has ended. It is the responsibility of the Georgetown Parks and Recreation Department to: share this information with All users are responsible for following any posted site-specific rules and regulations as well as the policies and procedures set forth in this document. Failure to comply with Department policies and/or damage to facilities may result in the cancellation ofc any current reservations as well as loss ofanyf future The Georgetown Parks and Recreation Department promises to administer these policies and procedures  each Renter.  consideration for use.  inane equitable and fair manner. Please treat staff courteously.  Contact Us! ledenaldgagetownag  Ashley Allen, Recreation Supervisor 1512-930-3594 Georgetown Recreation Center Business Hours1512-930-3596  Monday-Friday, 530am.-9p.m. Saturday 7a.m.-71 p.m. Sunday noon-6p.m. After-Hour Concerns  Fora anyi issues at an athletic facility after hours, please contact the on-call Parks Attendant. The Parks Attendant will be able to assist witha anyonsite situations (locked gates, bathroom upkeep,  equipment malfunction, trash pickup, etc.) On-Call Parks Attendant 512-215-1889  21Pag4    Rental Process (how to rent a field/court)  Georgetown Parks and Recreation programs have priority use over all facilities. Rentals to the public are available around department program times. Renter is not guaranteed all dates/times requested.  Request deadlines are firm: RENTER CATEGORIES Tournaments (One or Multi-Day Events) Resident Schools (School Address is within Georgetown City Limits)  CONTRACTDATES Each tournament will have a separate contract and deposit. Fall/Winter Season: August -January Spring/Summer Season: February-July Fall/Winter Season: August -January Spring/Summer Season: February-July Fall/Winter Season: August -January Spring/Summer Season: February-July  REQUEST TIMELINE Requests are accepted up to ay year (12 months) in advance. Fall/Winter Season: Requests are accepted on the second Mondayi in February Spring/Summer Season: Requests are accepted on the second Monday in August Fall/Winter Season: Requests are accepted on the second Monday in April Spring/Summer Season: Requests are accepted on second Monday in October Fall/Winter Season: Requests are accepted on the second Monday of June. Spring/Summer Season: Requests are accepted on second Monday in December.  Nonresident Schools (School Address is outside Georgetown City Limits)  General (Individuals, families, organizations, athletic teams/clubs, etc.)  Step 1: Read/review. this entire document. Acknowledgement of guidelines and process is required to request field/ facility use with the City of Georgetown Parks and Recreation Department. Step 2: Check out the availability calendar and refer to field maintenance day and seasonal closures. Step 3: Submit a Rental Request online: parksgeorgetownorglourdoorfelds-and-athletic-faclities Prior approved rentals do not guarantee future approval of the same or additional requests. Step 4: Ifapproved, a Rental Contract showing scheduled facilities and their intended use, approved dates, fees, and payment due dates will be emailed to the person who submitted the request. The Renter is responsible for reviewing the contract and confirming with a digital signature. Step 5: To finalize contract and secure dates, the renter must pay-in-full two weeks prior to the first date on the contract. Approved requests within. 2 weeks of the date of the booking must be paid-in-full Payments can be made by calling the Georgetown Recreation Center 512-930-3596 and providing.your facility contract number located at the top of the contract. In-person or mailed to the Georgetown Recreation Center located at 1003 N. Austin Ave., Georgetown TX, 78628.  immediately. No American Express cards.  Checks must be made payable to The City of Georgetown.  Reservation requests are not final until all steps are completed.  31Paxs    Scheduling and Closures Guidelines  Rentals can be made between. 5 a.m.-10 p.m. in conjunction with city park hours. All other times may All fields are designated for sport-specific use only except for the Multipurpose fields. Multipurpose fields can be used for various sports. Specific field marking or painted lines requests are subject to  be subject to additional fees. Lightsmay only be scheduled until 1:59 p.m.  additional fees. Maintenance Days:  Each field is designated a day for maintenance and is closed to rentals.  McMaster Multipurpose Field Mondays McMaster Soccer A& B Fields - Mondays McMaster Softball Fields - Fridays San Gabriel Baseball Field - Fridays San Gabriel Multipurpose Field-T Thursdays VFW'Softball Fields Fridays  All fields have Seasonal Closures for maintenance and sustainability. In addition to the following dates, fields may be closed to rentals for various Departmental holidays or park permitted events.  Soccer and Multipurpose fields: Summer closure:. Julyl-August's Winter closure: Novemberl- December 31 Softball Fields and Baseball fields League seasons.  McMaster Softball fields are not available on Thursdaysevening during PARD Adult  VFW Softball fields are not available during GYGSAS seasons. Winter Maintenance: December 15-January: 31  The Renter requesting the reservation must be in good financial standing with the Georgetown Parks  and Recreation Department.  Field preparation and lighting services will not be activated with an outstanding balance. Itis the responsibility of the Renter to provide the Georgetown Parks and Recreation Once rental requests are approved and fields are reserved, scheduled times cannot be subleased to  Department with accurate and truthful information.  other individuals or organizations.  41,36    During Rental- Guidelines and] ReponsbhlityAgreement  All maintenance or repair of athletic facilities shall be performed by Department staffo only. Renters shall not make any modifications to Georgetown athletic fields or facilities. Any requests for changes or accommodations should be made directly to the Georgetown Parks and Recreation The Renter shall be responsible for expenses incurred by Georgetown Parks and Recreation Department in correcting, cleaning, repairing, or replacing any facility or property which was damaged by the Renter's actions, or the actions of anyone participating in or attending the event. Georgetown Parks and Recreation Department-owned equipment (bases, pitching rubbers, soccer goals, goal posts, bleachers, nets, etc.) are not to be removed from or relocated to anya athletic fields The Renter must always be present at each reservation carrying a copy of the contract and/or Georgetown Parks and Recreation Department athletics teams are not permitted to use athletic  Department.  without expressed permission from the Department. receipt for the rental to avoid any conflicts.  facilities unless pre-scheduled and approved by the Athletics staff.  Prohibited Items and Activity VFW Park.  Glass containers are not permitted at any athletic facility at McMaster Complex, San Gabriel Parko or The use of all forms of tobacco (smoking, chewing tobacco, snuff, etc.) is not permitted at anyathletic  facility. Vaping /electronic cigarettes are not permitted.  Animals (dogs, pets, horses, etc.) are not allowed at any athletic facility or complex. Fireworks, inflatables, waterslides and confetti are not permitted at any athletic facility. Alcoholic beverages, including unopened containers, are not permitted on playing fields, dugout No participant, renter or attendee shall intentionally throw, hit or kick balls into or over the fences,  areas, and during gameplay. backstops or buildings. Dor not practice in goal mouth areas.  Waste Management provided trash cans.  Renters are responsible for making sure their litter and garbage is properly disposed ofi int the Georgetown Parks and Recreation staff are responsible for emptying trash cans at all parks and facilities. If heavy traffic during a rental has caused trash cans to fill moret frequently than expected, Forfeiture of field time or additional fees may result from fields being left in unsatisfactory condition.  please contact Georgetown Parks and Recreation so we can empty them.  Athletic Field Lights  Lights are: scheduled based on the reservation request. Lights must be scheduled no less than 30 minutes prior to sunset. responsible for the light activation fees starting at 5:45, p.m.  Example:. Ar reservation from 5-7 p.m. where the sun is predicted to set at 6:15 p.m. the renter is Lights may only be scheduled during the field reservation. Lights may not start before or extend outside the field rental time. Additional field and light time may be added in 15-minute increments. Payment for lights must be processed 24 hours before intended use for automatic activation.  5Page    Parking  Vehicles improperly or illegally parked may be ticketed or towed by the Georgetown Police Allo clients and visitors park at their own risk. Georgetown Parks and Recreation Department is not Do not park in the grass along College Street, San Gabriel Masonic Lodge parking lots, and' VFW Hall parking lot. Alternative parking can be found at the Georgetown Parks and Recreation Vehicles are not allowed on Georgetown Parks and Recreation Department athletic fields or adjacent RVI parking (overnight or daytime) is prohibited at McMaster Athletic Complex, Parks Administration Building, along College Street, San Gabriel Masonic Lodge parking lots, and' VFW Hall parking lot. Salec ofconcessions is not permitted at any Athletic Facility without a concessions contract with the Georgetown Parks and Recreation Department. Georgetown Parks and Recreation Department must Electronic scoreboards are available for use at McMaster Athletic Complex and VFW Park. Request for use of scoreboard must be made through the Georgetown Parks and Recreation Department at least Any Renter using the controllers will be directly responsible if they are lost, stolen or damaged inany  Department  responsible for theft or damage to vehicles. Administration office building.  pathways. Concessions  approve all vendors. Electronic Scoreboards  two weeks in advance. way.  Closures, Cancellations and Refunds  Renter Cancellation: Rentals must be cancelled at least two (2) weeks prior to reservation date to receive a full refund. Rentals cancelled within two (2) weeks of the reservation date will be charged a 20% Field Closures: The Parks and Recreation Department may close certain facilities due to weather conditions, safety issues, repairs or maintenance. If a facility is closed, no activities may take place at that field/facility. It is the rents responsibility to obtain field closure information. Closure information is updated online at teamsideline.com/georgetown around 41 p.m.Afull refund will be given for department closures. Inclement Weather: If inclement weather occurs during a rental and the renter is unable to use their full rental time the renter must contact the department by email fieldrental@georgetown.org) or by phone (512-930-3594) by the end of the following business day to be eligible for a refund of unused time. Renters should specify the time effected by inclement weather. Renters should call off lights by call the Recreation Center at 512-930-3596 during operational house. Activated lights will not be refunded. Refunds: Refunds will be processed either in the form of original payment (e.g. credit card) or as an account credit. Achecki in the mail is available upon request. Checks may take up to two weeks to arrive. Department Cancellation: The City of Georgetown Parks and Recreation Department reserves the right to  administrative fee.  modify or cancel any reservations at any time for any reason.  61Pa8.    Outdoor Athletic Facilities MCMASTER ATHLETIC COMPLEX 101 W.L. Walden Drive  The McMaster Athletic Complex has four softball fields with covered seating, two soccer fields, four sand volleyball courts, and a multipurpose field that can be used for football, soccer, and lacrosse. All fields/courts are available for rent. Other complex amenities include a concession stand, restrooms, playground, The fields are lluminated with ournament-qualty lighting installed by MUSCO Lighting Inc. Lights are not  horseshoe and washer pits, pickleball courts, and al large parking lot. included in rental rates but are available for an additional fee.  AMENITIES Eence Foul Pole Warning Track Spectator Seating ElectricAccess Water Access Garbage Removal FEES Hourly Rate (2-hour minimum) Lights Field Prep Onsite Staffing  Sortbalr Field182 20' Yellow foul pole Yes Yes Covered No Yes Yes Softball Field1&2 $20/hour/field $20/hour $60/field $50/hour  Softbal Field364 20' Yellow foul pole Yes Yes |Covered No Yes Yes Softball Field3&4 $20/hour $60/field $50/hour  Sand Velleyball N/A N/A N/A Nol [Open No No Yes  Multipurpose Field N/A N/A N/A Yes No Yes Field $20/hour $60/field $50/hour  Soccer FieldA&B N/A N/A N/A No No Yes Soccer FieldA&B $20/hour $60/field $50/hour  300' long 18' high 315' longl 18' high  Yes |Open Yes] Covered  Sand' Volleyball Multipurpose  $20/hour/field $20/hour/court $25/hour $25/hour/field  No $60/court $50/hour  71548    VFW PARK 401 E. 2nd Street  The VFW Parki includes three youth softball fields, batting cages and a playground. Other amenities include The fields are illuminated with tournament-quality lighting installed by MUSCO Lighting Inc. Lights are not  a concession stand, restrooms and adequate parking. Availability is limited. included in rental rates but are available for an additional fee.  VFW'Softball Complex (3 fields) 200' long 16' high 20' yellow foul pole Lights No Yes/Covered Yes Yes Yes  FEES Hourly Rate (2-hour minimum) Field Prep Labor (2-man crew)  VFW Softball Complex $20/hour/ field $20 per hour $60/prep/field $50/hour  AMENITIES Fence Foul Pole Warning Track Spectator Seating Electric, Access Water Access Garbage Removal SAN GABRIEL PARK  Between Austin Avenue and Morrow Street  The 180-acre San Gabriel Park is the largest in Georgetown, with playgrounds, picnic tables and pavilions, trails and disc golf. San Gabriel Park also includes fields for soccer, football, lacrosse and baseball, as well sand volleyball courts and a basketball court. None ofthe fields offer spectator seating.  AMENITIES Fence Foul Pole Warning Track Field Prep Available Access FEES Hourly Rate (2-hour minimum) 8Hour Per Day Rental Lights Field Prep Onsite Staffing  5G Baseball Field 400' Yes No Yes Yes Yes Baseball Field $35/hour $240 $20/hour $60/field $50/hour  SGYouths Soccer Fields1&2 45/70yards N/A N/A Yes No Yes Youth Soccer Fields $20/hour/ield $160 N/A $60/field $50/hour  Concession: Stand, Electric, Access, and Water Restrooms, Garbage and Waste  8IFEE    Ammenity Park Pavilion  Entity City ofl Leander City of Burnet City of Georgetown City of Cedar Park. PROPOSED COLH City of Leander City of Burnet City of Cedar Park PROPOSED COLH City ofLeander City of Burnet City of Georgetown City of Cedar Park PROPOSED COLH City of Leander City of Burnet City of Georgetown City of Cedar Park PROPOSED COLH City of Leander City of Burnet City of Georgetown City of Cedar Park PROPOSED COLH City ofLeander City of Burnet City of Georgetown City of Cedar Park City of Liberty Hill City of Leander City of Burnet City of Cedar Park City of Liberty Hill  Resident $75/4hr. $100/day $55/half day & $85/full day $50/half day & $75/full day $55/nalfday & $85/fullday $70/4hr. & $65-$130/8hr. N/A N/A) Vball = $20/hr. (2h hr min.) N/A Vball=$ $20.00/hr $35/1.5hr (light t+$20/hr) N/A $20/hr./field (light +$20/hr) $12.50/hr (light +$25/hr) $25/hr./field $40/1.5hr (light +$20/hr) N/A $25/hr./field (light +$20/hr) $30/hr (light +$25/hr) $35/hr. $25/1.5hr (light +$20/hr) N/A $25/hr./field (2 hrmin.) $30/hr (light +$25/hr) $20/hr. N/A N/A ? $25-$50/3hr. $35-S100/3hr. $225-$300/2hr. N/A $200/2hr. $100/S275/2hr. $250/2hr.  Non-Resident $101.25/4hr. $100/day $70/half day &$ $110/full day $150/half day & $200/full day $70/half day &$ $105/full day $94.50/4hr. & $87.75-8 $229.50/8hr. N/A N/A Vball = $20/hr. (2hr min.) N/A Vball = $40.00/hr $65/1.5hr (light +$20/hr) N/A $20/hr./field (light+$20/hr) $40/hr (light+$25/hr) $40/hr-/field $75/1.5hr (light +$20/hr) N/A $25/hr./field (light+$20/hr) $30/hr (light +$25/hr) $55/hr. $50/1.5hr (light +$20/hr) N/A $25/hr./field (2 hrr min.) $30/hr (light +$25/hr) $30/hr. N/A N/A ? $45-$90/3hr. $50-S150/3hr. $303.75-$405/2hr. N/A $200/2hr. $150/$425/2hr. $325/2hr.  Basketball Court City of Georgetown  Soccer Field  Football Field  Open Space (ex:fitness classes)  Pool Shade Rental (varies bys size)  Private Pool Rental City of Georgetown