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11-13-2023 (Parks & Recreation) Agenda PacketWylie Parks and Recreation Board Regular Meeting November 13, 2023 — 5:30 PM Council Chambers - 300 Country Club Road, Building #100, Wylie, Texas 75098 CALL TO ORDER 1„I CITY OF WY'LIE COMMENTS ON NON -AGENDA ITEMS Any member of the public may address Board regarding an item that is not listed on the Agenda. Members of the public must fill out a form prior to the meeting in order to speak. Board requests that comments be limited to three minutes for an individual, six minutes for a group. In addition, Board is not allowed to converse, deliberate or take action on any matter presented during citizen participation. REGULAR AGENDA Consider and act upon approval of the September 11, 2023, Pars and Recreation Board Regular Meeting Minutes. Consider and act upon approval of the Wylie High School PTSA Pirate Dash 5K/Walk fundraiser event at Founders Park on April 13, 2024. WORK SESSION ..............:....® Project updates. ........................® Program updates. RECONVENE INTO REGULAR SESSION EXECUTIVE SESSION RECONVENE INTO OPEN SESSION Take any action as a result from Executive Session. ADJOURNMENT CERTIFICATION I certify that this Notice of Meeting was posted on November 9, 2023, at 5:00 p.m. on the outside bulletin board at Wylie City Hall, 300 Country Club Road, Building 100, Wylie, Texas, a place convenient and readily accessible to the public at all times. Stephanie Storm, City Secretary Date Notice Removed IIIIa �� m � 1 1 The Wylie Municipal Complex is wheelchair accessible. Sign interpretation or other special assistance for disabled attendees must be requested 48 hours in advance by contacting the City Secretary's Office at 972.516.6020. Hearing impaired devices are available from the City Secretary prior to each meeting. If during the course of the meeting covered by this notice, the Board should determine that a closed or executive meeting or session of the Board or a consultation with the attorney for the City should be held or is required, then such closed or executive meeting or session or consultation with attorney as authorized by the Texas Open Meetings Act, Texas Government Code § 551.001 et. seq., will be held by the Board at the date, hour and place given in this notice as the Board may conveniently meet in such closed or executive meeting or session or consult with the attorney for the City concerning any and all subjects and for any and all purposes permitted by the Act, including, but not limited to, the following sanctions and purposes: Texas Government Code Section: § 551.071 —Private consultation with an attorney for the City. § 551.072 —Discussing purchase, exchange, lease or value of real property. § 551.073 —Discussing prospective gift or donation to the City. § 551.076 —Discussing deployment of security personnel or devices or security audit. IIIIa m � e 2 2 11113120231tem 1. 1 *1 f N� 07'''Y ()I WYLIE Department: Parks and Recreation Prepared By: Janet Pieper Wylie City Council AGENDA REPORT Account Code: Item 1. Consider and act upon approval of the September 11, 2023, Parks and Recreation Board Meeting Regular Minutes. Motion to approve the Item as presented. The minutes are attached for your consideration. 1111312023 Item 1. Wylie Parks and Recreation Board Regular Meeting Minutes September 11, 2023 — 5:30 pm „ Council Chambers - 300 Country Club Road, Building #100, Wylie, Texas 75098 CITY OF WYLIE CALL TO ORDER Board Chair Beaux Dyson called the regular meeting to order at 5:35 p.m. The following Parks and Recreation Board members were present: Board Vice -Chair Gloria Suarez, Board Member Craig Allen, Board Member Scott Hevel, Board Member Nick Puente, and Board Member Brian Arnold. Board Member Kim Mullis was absent from the meeting. Staff present included Parks and Recreation Director Carmen Powlen, Assistant Parks and Recreation Director Brent Stowers, and Parks and Recreation Executive Administrative Assistant Janet Pieper. PRESENTATIONS No presentations. CITIZEN COMMENTS ON NON -AGENDA ITEMS No Citizens came forward. REGULAR AGENDA 1. Consider and act upon approval of the August 14, 2023, Regular Parks and Recreation Board Meeting Minutes. Board Action A motion was made by Board Vice -Chair Suarez, seconded by Board Member Puente, to approve the August 14, 2023, Regular Parks and Recreation Board Meeting Minutes. A vote was taken, and the motion passed 6-0 with Board Member Mullis absent from the meeting. 2. Consider and act upon approval of the Jingle Bell Jog 5K and Fun Run/Walk hosted by the non-profit group Wally W. Watkins PTA on December 2, 2023, in Founders Park. Board Action A motion was made by Board Member Puente, seconded by Board Member Hevel, to approve the Non -Profit Park Event Application for the Jingle Bell Jog 5K and Fun Run/Walk hosted by the non- profit group Wally W. Watkins PTA on December 2, 2023, in Founders Park. A vote was taken, and the motion passed 6-0 with Board Member Mullis absent from the meeting. 3. Consider and act upon approval of the Parks and Recreation Board Regular Meeting and Tour Calendar. Roard Action A motion was made by Board Member Allen, seconded by Board Member Arnold, to approve the Parks and Recreation Board Regular Meeting and Tour Calendar. A vote was taken, and the motion passed 6-0 with Board Member Mullis absent from the meeting. Page 1 of 3 September 11, 2023, Parks and Recreation Board Regular Meeting Minutes 11113120231tem 1. WORK SESSION WS1. Project Updates. Staff Comments on Projects Assistant Parks and Recreation Director Stowers reviewed the department's current and future project updates. The pickleball courts at Community Park are nearly complete, with the concrete surfacing work, fence, and gate installation having been done. The gates include three court entrances and one larger maintenance access. The addition of the court windscreen mesh will complete the project and allow the opening of the park amenity for public use within the next two weeks. The contractor, RLM EarthCo Construction, has installed all of the mainline irrigation and valves and has completed the first of four concrete pours at the dog park. The form -up has been done for the second concrete pour scheduled this week. The four pours include the three dog paddocks and stamped concrete at the park's main entrance. Because the project bid came in under budget, staff was able to submit a work order change for the installation of sod at the northern dog paddock instead of hydro -mulch. This project is progressing quickly and is expected to be completed by December 2023. During the August meeting, the City Council approved selecting Raindrop Products to supply and install the splash pad equipment features and pump and filtration system in the mechanical room. Including Raindrop Products, this project will contract with five outside vendors to complete the concrete, pavilion, gateway structure, electrical, and restroom facilities. In addition, the City of Wylie Public Works Department, along with the Parks and Recreation Department, will assist with various aspects of the splash pad project. The expected completion date is by May of 2024. Board Member Allen inquired about the anticipated savings for electing to use City staff instead of an outside vendor to act as the general contractor for the splash pad projects. Mr. Stowers responded that typically, 20 percent is added to the anticipated expense when hiring an outside general contractor. Although the exact project savings are yet to be determined, staff assuming the role of general contractor will allow funds for the needed parking lot expansion, pavilion shade structures, and parking lot security lights at the East Meadow Trail splash pad, and the addition of a drop-off safety feature and splash pad shade structures at the Community Park splash pad. Board Chair Dyson asked if adding a Brown Street left turn lane into the East Meadow Trail splash pad facility is included in this project budget. Mr. Stowers responded that a turn lane addition is not included in this project budget but will be budgeted as a separate project when funds become available. The City Council approved the selection of vendor Grand Landscapes and Athletics for the Founders Park field renovation project. The renovation will encompass the three fields located at the northern west side of the park, closest to the Wylie Independent School District Stadium. The project will include bringing up the ground about four inches with material, professional crowning, sand capping, and adding a new full irrigation system on the fields and the surrounding common areas. The sports leagues that the City contracted with are aware of the renovations beginning after November 1, 2023, and accepted the probability that the project would cause a delay in the start of the spring season. Board Member Allen asked if the field renovation project included any of the Founders Park Master Plan done by Halff and Associates. Mr. Stowers advised that portions of the plan will be completed over time as the budget allows. He added that in the 2023/2024 fiscal year budget, 4B Funds have been allocated to fund the Page 2 of 3 September 11, 2023, Parks and Recreation Board Regular Meeting Minutes 11113120231tem 1. Pirates Cove playground replacement in Founders Park, a project included in the Founders Park Master Plan. Last week, staff received a final proposal from LMC Corporation for the Senior Recreation Center renovation project, which is in review by the City Purchasing Department. If the City Council approves the proposal, construction could begin as early as late October. The vendor estimates a 90-day renovation timeline, and because the proposal came in under budget, exterior resurfacing and additional parking were added to the project. Board Co -Chair Suarez inquired about the closing of the Senior Recreation Center. Mr. Stowers stated that during the renovations, the facility will be closed completely. He explained that some activities will be suspended, but many will resume at the Recreation Center location during renovations. WS2. Program Updates. Staff Comments on Programs Parks and Recreation Director Powlen reviewed the recent and upcoming Parks and Recreation Department programs and events. She advised that many new items were added to the current ones in the Fall and Winter schedule this year, including pickleball classes, the Welcome Center at the Brown House exhibit of "School Days in Wylie, Then and Now" and "Wylie and the Wider World," Picnic in the Park, the Victorian Christmas Market, the Senior Recreation Center Christmas Banquet, Pumpkins on the Prairie, Boo on Ballard, the Wylie Arts Festival, the Tree Lighting, and Parade. Many volunteer opportunities will be available for these events. WS3. Discuss rescheduled Fall Tour. Staff Comments on Rescheduled Fall Tour Executive Administrative Assistant Janet Pieper reviewed the new date and itinerary for the Fall Tour with the Board. The tour will begin at 9:00 a.m. on Saturday, October 14, and conclude with Lunch at the Municipal Complex at approximately 11:15 a.m. All Board Members plan to attend; however, Board Member Mullis advised previously that she will be absent for the tour. ADJOURNMENT A motion was made by Board Member Allen, seconded by Board Co -Chair Suarez, to adjourn the meeting at 6:30 p.m. A vote was taken, and the motion passed 6-0 with Board Member Mullis absent from the meeting. Beaux Dyson, Board Chair ATTEST: Janet Pieper, Executive Administrative Assistant Page 3of3 September 11, 2023, Parks and Recreation Board Regular Meeting Minutes 11113120231tem 2. 1 *1 f N� 07'''Y ()I WYLIE Department: Parks and Recreation Prepared By: Janet Pieper Wylie City Council AGENDA REPORT Account Code: Consider and act upon approval of the Wylie High School PTSA Pirate Dash 5K/Walk fundraiser event at Founders Park on April 13, 2024. Motion to approve the Item as presented. The Wylie High School PTSA, a non-profit group, submitted a Non -Profit Park Event Application requesting to host their third annual Pirate Dash 5K/Walk fundraiser and community event in Founders Park on April 13, 2024 from 5:00 a.m. to 12:00 p.m. The event target audience is the entire Wylie Community for a fun and active family event. They intend to have a one -mile fun run and a certified 5K race with prices. Vendors and food truck are invited to participate. Food items will be sold, and the applicant has already reached out to the Collin County Environmental Services for approval of the food items and food trucks. 1111312023 Item 2. C FTY OF"" WYLIE., Parks & Recreation Department 300 Country Club Rd, Building 100 Wylie,, TX 75098 9i72-516-6340 I Parks@wylietexasgoiv Please note that this application is NOT required in order to reserve a paviliis l private group parties, ineetin,gs, reUni , ons, or family, events. It is also NOT requir ed to reserve an athietic field for practices or pick up games; instead click on the following link to make a reservation: ht,tps-./liveclomimunities.com/wylle Submission of this Non -Profit Park Event Application is required forspecial public non-profit events, Ifun runs. I fundraisers, events with food andlor merchal7dise vendors, and all events wherein items will be sold. This form is reviewed by staff for aoval prior to the requested event and must be submitted a minimurn oftwelve weeks in advance, and no sooner than 6 months prior to the event date being requested. After City staff reviews the applicatiO,17, a Non -Profit Park Event Application may be considered for recommendation of approval by the WElie Parks and Recreation Board, with the final review for approval completed by Wylie City Council if' staff finds that.- • Prio, rity use is given to City Events and private rentals,W • All fees have been paid;. M The event does not: a. Conflict or compete with another approved non -City event, if7 consideration of event size, location, expected attendance, etc., as determinedby staff,- b. Conflict or compete with City events and pro grams, as determined by staff (no car show's permitted 30 days prior to or, 14 days after the City -sponsored Bluegrass on Ballard event),,- c. resent an, unreasonable danger, to health or safety; d. Cause loss or damage to City property,, e. Interfere with or place a burden on Public Safety services,,- f Interrupt the safe and orderly movement of pedestrians and vehicles. For events including foold items, applicant provides documentation from the Collin County Environmental Services indicating whether or not a Food Seryice lHealth permit is required for the event. This includes all fdoid items* sold, fee, food trucks, catering, home/Vade, prepackaged, etc ., - a. Please contact the Environmental Services Specialist at 972-548-5528 or 972-548-,5,585. The Collin County wet site is ww,w. collincountytx. gOv for further infbrmation. b. If peirr it is require d by Environmental Servies, provide staff with a list of all planned food vendors and a copy of their CUrrent Collin Courity Food Seryice lHealth permit, or intent to receive a Terry porarylShort-Tear Event Food Servicell-lealth Permit. • There will e adequate sanitation available in or adjacent to the event, in additiOn to the City facilities as deerned necessary, such as port-a-le,ts, wash stations, and otherrequired health facilities. • The event is not being conducted for unlawful or discriminatory purposes. The event is in adherence to, all Parks, and Recreation rules and City Ordinances. Please call the Parks and Recreation Depadwent at 972-516-6340, prompt 1, if', ou have any questions pertaining to the Park Event Application. Apphcant Information 1111312023 Item 2. Name of Organization, Welbsite Wylie High School PTSA littps-//pir°atedasli,5k.,w1 sptsa.org/ Are you a n�on profit?* Please uploadl 5010 Documents Yes No L.etter of Good Standing.pdf 103.78KB Cont,act Information Primary Contact Name* Cristiana Nunn, Event Informiation Event Name/Title Pirate Dash EventType 5k,/'Walk Purpose of event, Fundraiser and Cornrnlinity Event Event Location* Founders Park Proposed Event Date* 04/13/2024 Start T'ime * 05-00-00 AM h­ichide Sel"U� Alternative Event Date 04113/2024. End Time * 12-00-00 PM Do you plan to sell items, of any kind? exan­#&� drinks, food items, [­shlima, no conE)S, rnen-iberships, regisft'abons et(,1.'-1 Yes No �Please specify all items you plan to sell vendors, selling arts, crafts, etc Will there be food items provided? Yes No Please specif items to be provided Ucensed and certified -food truI Who is providing the food? Applicant Food Vendor, Other 1111312023 Item 2. Anticipated nurrilber of Participating Vendors* Anticipated Event Attendance 30 250 Event Targ�et Audience * Wylie Farnilies and high school students Event Detafls * 3rd Annual Pirate Dash targeting the whole Wylie Community for a fun and active family event. We will have a one mile fun run as well as a cerfified 51K race with prizes. Vendors and food trucks willl be invited to participate. Event Announcement and/or Flyers Date * 10/16/2023 10 1111312023 Item WS 1. 1 *1 f N� 07'''Y ()I WYLIE Department: Parks and Recreation Prepared By: Janet Pieper WS 1. Project Updates. Discuss Parks and Recreation Department project updates. Wylie City Council AGENDA REPORT Account Code: M 1111312023 Item WS2. 1 *1 f N� 07'''Y ()I WYLIE Department: Parks and Recreation Prepared By: Janet Pieper WS2. Program Updates. Wylie City Council AGENDA REPORT Account Code: Discuss Parks and Recreation Department program updates. 12