06-12-2023 (Parks & Recreation) MinutesWylie Parks and Recreation Board Regular Meeting Minutes JAI
June 12, 2023 — 5:30 pm f
Council Chambers - 300 Country Club Road, Building #100, Wylie, Texas 75098
CITY OF
WYLI E
CALL TO ORDER
Board Chair Kim Mullis called the regular meeting to order at 5:31 pm. The following Parks and Recreation
Board members were present: Board Vice -Chair Gloria Suarez, Board Member Brian Willeford, Board
Member Craig Allen, Board Member Nick Puente, and Board Member Gerald Dyson. Board Member
Randall Zabojnik was absent from the meeting.
Staff present included: Parks and Recreation Director Carmen Powlen, Assistant Parks and Recreation
Director Brent Stowers, Parks and Recreation Administrative Assistant II Janet Pieper, Parks and Recreation
Revenue and Programming Supervisor Annika Sacco, Recreation Programmer Jeni Lambert, and Recreation
Programmer Ally Holmen.
PRESENTATIONS
Annika Sacco, Jeni Lambert, and Ally Holmen presented on National Park and Rec Month.
CITIZEN COMMENTS ON NON -AGENDA ITEMS
No Citizens came forward.
REGULAR AGENDA
1. Consider and act upon approval of the May 8, 2023, Regular Parks and Recreation Board Meeting
Minutes.
Board Action
A motion was made by Board Member Willeford, seconded by Board Member Puente, to approve the
May 8, 2023, Regular Parks and Recreation Board Meeting Minutes. A vote was taken, and the motion
passed 6-0, with Board Member Zabojnik absent from the meeting.
2. Consider and act upon approval of the Non -Profit Park Event Application from Cure San Filippo
Foundation representative Katharine Sink, to hold the 2nd Annual Do it for Declan 5K and Fun
Run event at Founders Park on Saturday, December 9, 2023.
Board Action
A motion was made by Board Member Dyson, seconded by Board Vice -Chair Suarez, to approve the
Non -Profit Park Event Application from Cure San Filippo Foundation representative Katharine Sink, to
hold the 2nd Annual Do it for Declan 5K and Fun Run event at Founders Park on Saturday, December 9,
2023. A vote was taken, and the motion passed 6-0, with Board Member Zabojnik absent from the
meeting.
3. Consider and act upon approval of the Non -Profit Park Event Application from Hope's Gate
representative Patricia Bauman, to hold the "Hope Under Stars" fundraiser event at Olde City
Park on Saturday, October 2, 2023.
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June 12, 2023, Parks and Recreation Board Regular Meeting Minutes
Board Action
A motion was made by Board Vice -Chair Suarez, seconded by Board Member Puente, to approve the
Non -Profit Park Event Application from Hope's Gate representative Patricia Bauman, to hold the "Hope
Under Stars" fundraiser event at Olde City Park on Saturday, October 2, 2023. A vote was taken, and the
motion passed 6-0, with Board Member Zabojnik absent from the meeting.
WORK SESSION
WSI. Project Updates.
Staff Comments
Assistant Director Brent Stowers updated board members on some of the larger departmental projects.
He advised that the City's Purchasing staff are in the process of writing up contract documents for the dog
park project after City Council approved a project bid on May 30`h from general contractor RLM EarthCo
Construction, whose bid came in well below the City's budget.
Mr. Stowers stated that during that same May 30`h meeting, City Council rejected the one and only bid
submitted for the two splash pad projects. It was determined that this bid was not considered fair and
reasonable, coming in much higher than the City had budgeted for. Mr. Stowers assured the Board that the
splash pad projects will continue to move forward without using a general contractor, with staff instead
pursuing quotes from several BuyBoard vendors.
Board Comments
Board Member Allen asked if pursuing individual vendors and not utilizing services from a general
contractor for the splash pad projects would affect the construction warranties. Mr. Stowers responded that
all individual BuyBoard vendors used to construct the splash pads will include the same warranty standards
as a general contractor; however, a maintenance bond could be required for any utility work within the
project.
Staff Comments
Mr. Stowers advised that the Founders Park renovation, the Community Park restroom, and the Welcome
Center at the Brown House restroom projects are still in the planning phases. At this time, staff is in the
process of negotiating changes to the conceptual design and pursuing quotes from vendors.
Regarding the Senior Recreation Center renovation, the project's conceptual design and scope of work are in
their final stages, and staff is moving forward with the job order contracting.
Staff is pursuing separate vendors for the Pickle Ball project who will be selected to do the concrete, fencing,
surfacing, and nets. Construction is expected to begin within the summer of 2023.
WS2. Summer Events.
Staff Comments
Director Carmen Powlen gave feedback on the successful Summer Kick -Off event stating that over 3,000
participants attended, resulting in a sales increase of 70 percent; over $10,000 was netted during that
weekend alone. The event included a mini -train on the Municipal Trail, a foam party, DJs, a clown, bounce
houses, a touch -a -truck segment, a meet and greet with camp instructors, and vendor participation from Kona
Ice and the In and Out Burger franchise. Activities occurred inside and outside the Recreation Center and the
Rita Smith Public Library.
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June 12, 2023, Parks and Recreation Board Regular Meeting Minutes
Ms. Powlen advised that the 10`h Annual Bluegrass on Ballard Event is scheduled for Saturday, June 24",
from 10:00 am to 9:00 pm in the Historic Downtown Wylie. 9,000 attendees, half of whom live outside of
the City of Wylie, are expected to attend this event. A car show, arts and crafts vendors, children's activities,
and fair food will all be offered, with the downtown area shops remaining open during the event. Blue Grass
on Ballard is being sponsored by the City of Wylie, the Downtown Merchants Association, the Bluegrass
Heritage Foundation, and many other sponsors. The Parks and Recreation Department staff will maintain the
grounds, supervise inflatables, and offer popsicles at the Welcome Center at the Brown House.
Ms. Powlen stated that the City is hosting a 17-minute firework show at 9:45 pm on Sunday, July 2"d, in the
Founders Park area adjacent to the Wylie Independent School District (WISD) Agriculture Barn. Patrons
wanting to view the firework show are encouraged to do so from the East Meadow Trail area, parking at the
Municipal Complex parking lot and the Collin County Community College parking lot. WISD's Cooper
Junior High School and Draper Intermediate School parking lots will be available for parking for citizens
preferring to watch the fireworks show in Founders Park.
Board Comments
Board Vice -Chair Suarez inquired about what prompted the City to host a firework show this year after going
without one for so many years. Ms. Powlen explained that the City Council decided to host the event after
funds became available from not having a 2023 election.
WS3. Ethiopian Soccer Tournament Discussion.
Staff Comments:
Director Powlen encouraged the Board to access the May 30`' City Council Meeting on the City website to
clarify the Ethiopian Soccer Tournament event details and to gain answers to many of the questions and
concerns the Board expressed during the previous Parks and Recreation Board meeting. Ms. Powlen
specified that the $100,000 donation to the Ethiopian Sports Federation in North America (ESFNA) from the
City of Wylie included staffing, supplies, and other related expenses.
Board Comments
Board Vice -Chair Suarez asked for more details regarding capacity limits for the Ethiopian Soccer
Tournament. Ms. Powlen responded that the WISD, whom the ESFNA is working with, established capacity
limits.
WS4. July Board Nominations
Staff Comments:
Mr. Stowers reminded the Board that Chair and Vice -Chair nominations will occur during the July loth
Regular Parks and Recreation Board Meeting.
ADJOURNMENT
A motion was made by Board Member Willeford, seconded by Board Member Puente, to adjourn the
meeting at 6:25 pm. A vote was taken, and the motion passed 6-0, with Board Member Zabojnik absent from
the meeting.
n , Kim Mullis, Board Chair
ATTEST:
Janet Pieper, Administrative _Assistant II
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June 12, 2023, Parks and Recreation Board Regular Meeting Minutes