City Council Workshop or Special Called Meeting

CITY COUNCIL WORKSHOP WEDNESDAY - JULY 12, 2023 - 5:00 PM Notice of AGENDA City Council Chamber/Municipal Courtroom 2801 Ranch Road 1869 Liberty Hill, TX 78642 Angela Jones Chris Pezold Crystal Mancilla Amanda L Young Will Crossland Liz Branigan LIVE VIDEO ACCESS AND RECORDINGS The live video link will be on the City's Facebook page. Following the meeting, the link for the live meeting will be removed. The recording of the meeting will be placed on the City's webpage: www.libertyhilltx.gov PLEASE SILENCE YOUR CELL PHONES 1) CALL TO ORDER AND ESTABLISH QUORUM 2) REGULAR AGENDA a) Hear Presentation from representatives of Kimley Horn - Austin Powers and Morgan Depine - related to the Liberty Hill City Park Masterplan, regarding issues including but not limited to the proposed Phases of the Masterplan, estimated costs, and options for potential grants in the future. (Jaime Higuera, Katie Amsler) 20230705_Liberty Hill City Park Render(1).pdf 20230707_LH_TPW_OPCC.pdf Budget for TPWD Application.pdf 3) ADJOURNMENT 1 The City Council, Boards, and Commissions reserve the right to reconvene, recess, realign, change the order of business, or adjourn into Execu ve Session at any me during the course of the mee ng, prior to adjournment, to discuss any item listed above, as authorized by Texas Government Code Sec on §551.071 (Consulta on with A orney), §551.072 (Delibera ons about Real Property), §551.073 (Delibera ons about Gi s and Dona ons), §551.074 (Personnel Ma ers), §551.076 (Delibera ons about Security Devices), and §551.087 (Development). In compliance with the Americans with Disabili es Act, the City of Liberty Hill will provide reasonable accommoda on for persons a ending mee ngs. To be er serve you, requests need to be received 48 hours prior to the meeting. Contact the City Secretary at 512-778-5449 – Extension 125. POSTING CERTIFICATION: I, ELAINE SIMPSON – CITY SECRETARY – CITY OF LIBERTY HILL certify that the attached notice of meeting was duly posted on the bulletin board at City Hall located at 926 Loop 332, Liberty Hill, Texas 78642 and on the City website (www.libertyhilltx.gov) on the ______ day of ____________________, 202_ at ______. Elaine Simpson – City Secretary. REMOVAL CERTIFICATION: I ELAINE SIMPSON – CITY SECRETARY – CITY OF LIBERTY HILL certify that the attached notice of meeting was removed from the bulletin board at City Hall located at 926 Loop 332, Liberty Hill, Texas 78642 on the ______ day of __________________, 202_ at _______. INITIALS _______ 2  CITY COUNCIL WORKSHOP CITY COUNCIL WORKSHOP WEDNESDAY - JULY 12, 2023 2801 Ranch Road 1869 - Liberty Hill AGENDA ITEM 2.a Hear Presentation from representatives of Kimley Horn - Austin Powers and Morgan Depine - related to the Liberty Hill City Park Masterplan, regarding issues including but not limited to the proposed Phases of the Masterplan, estimated costs, and options for potential grants in the future. (Jaime Higuera, Katie Amsler) 3 4 City Park Master Plan Liberty Hill, Texas Opinion of Probable Cost - Conceptual Master Plan 7/7/2023 PHASE 1A - GRANT ELEMENTS Item Unit Quantity Cost Item Cost Amphiheatre LS 1 $250,000.00 $250,000.00 Green Space/Natrual Space LS 1 $33,208.00 $33,208.00 Trees and Landscaping LS 1 $200,000.00 $200,000.00 Walking Trails LS 1 $81,600.00 $81,600.00 4" Concrete Trail LS 1 $170,000.00 $170,000.00 5" Concrete Trail LS 1 $125,000.00 $125,000.00 Pavilion Canopy Allowance LS 1 $200,000.00 $200,000.00 Site Furnishings Allowance LS 1 $75,000.00 $75,000.00 Playground Allowance LS 1 $205,015.00 $205,015.00 Subtotal $1,339,823.00 Total Phase 1A Construction Costs $1,500,000.00 12% Indirect Costs (Topo, Geo-tech, Engineering) LS 1 $180,000.00 $180,000.00 Total Phase 1A Project Costs $1,680,000.00 PHASE 1B - OVERMATCH Site Lighting/Electrical Allowance LS 1 $230,000.00 $230,000.00 Fencing LS 1 $170,000.00 $170,000.00 Concrete Parking Lot LS 1 $100,000.00 $100,000.00 Subtotal $500,000.00 Total Phase 1B Construction Costs $500,000.00 12% Indirect Costs (Topo, Geo-tech, Engineering) LS 1 $60,000.00 $60,000.00 Total Phase 1B Project Costs $560,000.00 Total Phase 1A &1B Project Costs $2,240,000.00 NOTE: The Consultant has no control over the cost of labor, materials, equipment, or over the Contractor's methods of determining prices or over competitive bidding or market conditions. Opinions of probable costs provided herein are based on the information known to Consultant at this time and represent only the Consultant's judgment as a design professional familiar with the construction industry. The Consultant cannot and does not guarantee that proposals, bids, or actual construction costs will not vary from its opinions of probable costs. 5  Project Budget Details City of Liberty Hill LP-2024-Liberty Hill-00061 Itemized Budget All TPWD Local Park Grants are matching grants, meaning the sponsor must match each grant dollar requested. If an applicant requests $250,000 in grant funding, they must provide $250,000 of their funds. Grant funds are distributed via reimbursements requested by the sponsor once the grant is active. A sample budget can be viewed HERE. A. Professional services: These may not exceed 12% of the estimated construction cost. You may select a pre-agreement date for professional services. If awarded a grant, you may request reimbursement for professional service costs incurred before the grant agreement date. B. Land Acquisition Costs: If acquiring land, please provide a credible estimate for its value. You do not need to have the land appraised at the time of application, but you must provide support for your land value estimates from a third-party, preferably via a broker’s opinion letter.. If using the land value as match because it is being donated or because it is publicly-owned non-parkland, please note: the actual appraised value will determine the amount we can reimburse. Please provide the most reasonable amount possible. C. Construction Costs: Please provide an itemized budget with credible cost estimates for each recreational and support element proposed in the grant application. NOTE: Grant elements are ONLY those expenses for which you will be requesting reimbursement if the grant is approved. The project budget, statement of work, and the site plan must be consistent in order for your application to be properly evaluated! Grant elements = grant funds (50%) + applicant match (50%). Overmatch elements are ONLY those expenses for which you are covering the costs above the grant limit , overmatching the grant or constructing elements not part of the grant. You may receive points if the project demonstrates outside support above and beyond the required match, but you will not be scored on the individual elements in overmatch and overmatch will not be part of the grant agreement. Grant Program Maximum Project Amount Maximum Grant Amount Urban Indoor & Outdoor $3,000,000 $1,500,000 Non-Urban Indoor $2,000,000 $1,000,000 Non-Urban Outdoor $1,500,000 $750,000 Small Community $300,000 $150,000 07/06/2023 Page 1 of 6 6  Project Budget Details City of Liberty Hill LP-2024-Liberty Hill-00061 Beginning date of pre-agreement services: 8/1/2023 Must be within 3 years of application due date For TPWD use only Grant Overmatch Grant + Approved Approved Grant + Elements Over-Match Grant Over-Match Total Total Elements A. PROFESSIONAL SERVICES Professional Services $160,177 $160,177 $0 TOTAL PROFESSIONAL SERVICES COST $160,177 $0 $160,177 $0 $0 07/06/2023 Page 2 of 6 7  Project Budget Details City of Liberty Hill LP-2024-Liberty Hill-00061 For TPWD use only Grant Overmatch Grant + Approved Approved Grant + Elements Overmatch Grant Over-Match Total Total Elements B. LAND ACQUISITION TOTAL LAND ACQUISITION COST $0 $0 $0 $0 $0 Grant Overmatch Grant + Approved Approved Grant + Elements Overmatch Grant Over-Match Total Total Elements C. CONSTRUCTION Amphitheatre $250,000 $250,000 $0 Green Space/Natural Space $33,208 $33,208 $0 Trees and Landscaping $200,000 $200,000 $0 Walking Trails $81,600 $81,600 $0 4" Concrete Trail $170,000 $170,000 $0 5" Concrete Trail $125,000 $125,000 $0 Pavilion Canopy $200,000 $200,000 $0 Benches / Picnic Tables $75,000 $75,000 $0 Playground $205,015 $205,015 $0 $0 $0 Site Lighting/Electrical Allowances $230,000 $230,000 $230,000 Fencing $170,000 $170,000 $170,000 Concrete Parking Lot $100,000 $100,000 $100,000 TOTAL CONSTRUCTION COST $1,339,823 $500,000 $1,839,823 $0 $500,000 TOTAL PROJECT COST $1,500,000 $500,000 $2,000,000 $0 $500,000 GRANT FUNDS REQUESTED - 50% $750,000 Rounded up to the nearest dollar, will populate after page save. SPONSOR MATCH - 50% $750,000 Rounded up to the nearest dollar, 07/06/2023 Page 3 of 6 8  Project Budget Details City of Liberty Hill LP-2024-Liberty Hill-00061 will populate after page save. VERIFY GRANT + OVERMATCH $2,000,000 APPROVED GRANT FUNDS REQUESTED - 50% $0 Rounded up to the nearest dollar, will populate after page save. {VERIFIED SPONSOR MATCH - 50%} $0 Rounded up to the nearest dollar, will populate after page save. VERIFY APPROVED GRANT + OVERMATCH $500,000 TOTAL Professional Services cannot exceed 12% $160,779 of Total Construction Costs as shown here: Budget Narrative Describe and quantify the costs associated with professional services, land acquisition, and the construction of the grant elements. Describe your match source and indicate which portions of the project will be covered by the match, and which parts will be covered by the grant. Click here to see a sample budget narrative. The Heart of the Park grant project in the City of Liberty Hill has a total cost of $1,500,000. It requires a match contribution of 50%, amounting to $750,000, and a grant request of $750,000. The City has not committed to any overmatch for the project, and there is no land acquisition involved in this grant. The construction costs for the project are as follows: General Conditions cost $100,000, Grading and Site Preparation require $200,000, Onsite Utilities amount to $200,000, 4" Concrete Trail costs $200,000, 5" Concrete Trail comes to $150,000, Pavers total $81,600, Pavilion Canopy is estimated at $200,000, Site Furnishings require $75,000, and Playground expenses are $293,400. The application's supplementary documentation includes the additional materials used to derive these price estimates. How did you derive your cost estimate? What assurances are there that the costs listed are reasonable? Please consider local labor markets, variability in construction material costs, and the local park grant timeline when determining your costs. Upload verification of pricing information. Examples include manufacturer-produced estimates, professionally 07/06/2023 Page 4 of 6 9  Project Budget Details City of Liberty Hill LP-2024-Liberty Hill-00061 prepared/sealed cost estimates. Sponsor Match What is the source of your match? An example for source of match can be found HERE. Note: Most federal funding sources cannot be used to match Land and Water Conservation Fund grants. The federal source legislation must include explicit permission to match LWCF grants to be eligible - to our knowledge, only CDBG and Recreational Trails grants include these provisions. As noted in the application, we expect LWCF funding will comprise most of our Non-Urban and Urban Outdoor grant awards. We strongly recommend contacting Local Park Grant Staff before the application deadline to determine the eligibility of a potential federal match, including ARPA funding. Applications that include ineligible sources of match cannot be scored. Match Source Match Type Match Value (in dollars) Applicant Funds Financial $750,000 Total Match $750,000 Please upload commitment letters or other documentation that verifies all sources of required match and their availability. Do you have additional matching funds (overmatch) beyond the required amount? (Please note: Overmatch is NOT required, but if you entered Overmatch values for any of the line items in your budget, you must select 'Yes' and then list the requisite source/value of the Overmatch in the area below) Yes [ ] No [a] TPWD Notes: For TPWD use only 07/06/2023 Page 5 of 6 10  Project Budget Details City of Liberty Hill LP-2024-Liberty Hill-00061 07/06/2023 Page 6 of 6 11