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12-14-2009 (Parks & Recreation) Minutes Parks and Recreation Board - CITY OF WYLIE MINUTES Monday, December 14, 2009—6:30 p.m. Wylie Municipal Complex—EOC Conference Room 2000 Hwy.78 North Wylie,Texas 75098 CALL TO ORDER Announce the presence of a Quorum. Chairman Anne Hiney called the meeting to order at 6:32 p.m. Board Members present: Co-Chair Donna Larson, Dan Chesnut, Brandi Lafleur, Gary Robas, Eddie Rodgers, and Jim Ward. Staff Members present: Public Services Director Mike Sferra, Recreation Superintendent Robert Diaz and Park Board Secretary Sara Kisely. CITIZEN COMMENTS ON NON-AGENDA ITEMS Residents may address Board regarding an item that is not listed on the Agenda.Residents must provide their name and address.Board requests that comments be limited to three(3)minutes.In addition,Board is not allowed to converse,deliberate or take action on any matter presented during citizen participation. No citizens addressed the Board. BUSINESS ITEMS 1. Consider, and act upon, approval of the Minutes of the November 16, 2009 Regular Meeting. Board Action: A motion to approve the minutes from the November 16, 2009 meeting was made by Co-chair Donna Larson and Board Member Gary Robas seconded the motion. The Board approved the motion 7-0. 2. Consider, and act upon, approval of a request from Wylie East High School Baseball for a Baseball Tournament Fundraiser at Community Park on February 5th and 6th, 2010. Board Action: The Board discussed and considered a request from the Wylie East High School Baseball Program to sell concessions and spirit wear at Community Park for a Ragball Tournament in February 2010. A motion to approve the request was made by Co-chair Donna Larson and Board Member Brandi Lafleur seconded the motion. The Board approved the motion 7-0. DISCUSSION ITEMS Recreation Superintendent Robert Diaz requested Agenda Item 10 be addressed ahead of all other discussion items. 10. Discuss Boards availability for upcoming stakeholder meetings to be scheduled in January 2010. Board Action: The Board discussed and agreed upon holding two stakeholder meetings regarding the Community Park Improvements Project. The meetings will take place at the City of Wylie Council Chambers on Thursday, January 14, 2010 and Tuesday, January 18, 2010 at 6:30 p.m. Public Services Director Mike Sferra requested Agenda Item 7 regarding Community Park be addressed after Item 10. 7. Update on Community Park Improvements Project. Board Discussion: Chris Sealy, P.E., with Teague, Nall, and Perkins reported progress on Community Park to the Board. Teague, Nall, and Perkins have an approved contract and completed field survey, conceptual plans will be submitted to Public Services Director Mike Sferra within the week. Parking spaces are estimated to be increased from 227 currently, to above 500 at project completion. The new concession stand will be 52' x 40' and much larger than the existing stand due to significant reductions in the anticipated construction costs. The new stand is modeled after Craig Ranch in McKinney, Texas and originally thought to cost near$350,000. Mr. Sealy stated he contacted the architect of Craig Ranch and was informed the concession stand total was $270,000. An extension of the existing walking trail will be added between the parking lot and football fields with two connections from the restrooms and pavilion. The football restrooms have been budgeted $65,000 with the use of some prefabricated materials. Chairman Anne Hiney requested Agenda Item 4 be moved to follow the discussion of Agenda Item 7 regarding Community Park. 4. Update on the cost and design of a football press box at Community Park. Board Discussion: Recreation Superintendent Robert Diaz reported the cost of a double sided press box back to the Board. Austin Mohawk and Company in Utica, New York provided the press box layouts and costs. According to Austin Mohawk an efficient design for a dual purpose box would be divided lengthwise with an interior partition wall and sliding door. An 8' x 12' press box was quoted at costing $31,211 and 10' x 12' press box quoted at $38,009. It is undetermined at this time whether or not this item will be included in the Community Park budget or listed as an add alternate item. 3. Update on splash park information gathered from Belton Lake Outdoor Recreation Area and the City of Stephenville, Texas. Board Discussion: Recreation Superintendent Robert Diaz informed the Board of the operations at Belton Lake Outdoor Recreation Area, Ft. Hood, Texas and Splashville Water Park, Stephenville, Texas. Both facilities use recirculated commercial water although they are located near natural bodies of water. Park Board Secretary Sara Kisely contacted Stephenville's Recreation Superintendent Brenda Haggard and reported the $3.4 million project costs to the Board. 5. Discuss the US Army Corps of Engineers costs and site restrictions policies, and the Dallas Off-Road Bicycle Associations sample memorandum of agreement for a public use access trail. Board Discussion: Recreation Superintendent Robert Diaz presented this item to the Board. Public Services Director Mike Sferra clarified the USACE at Lavon Lake is willing to execute an agreement with the city and is opposed to working directly with an organization. Chairman Anne Hiney requested to see a more specific example of the collaboration between a municipality, DORBA, and USACE. Mr. Sferra reported the USACE preference for a disc golf course instead of additional trails. Board Member Ward recommended Staff contacts DORBA and begins the necessary plans and process to be moving forward once the bond projects are completed. 6. Discuss the potential trail connection underneath the FM 1378 bridge structure. Board Discussion: Minutes—December 14,2009 Wylie Parks and Recreation Board Page 2 of 3 Public Services Director Mike Sferra verified the feasible addition of a trail underneath the FM 1378 bridge. Staff will consult with the project engineer and determine what changes can be made to incorporate the new design. Staff will present additional information at the January 25, 2010 Regular Board Meeting. 7. Update on Founders Park Improvements Project. Board Discussion: Public Services Director Mike Sferra presented this item to the Board. A public notice of invitation to bid has already been sent to The Wylie News. The legal notice will run on December 16, 23 and 30, 2009. A mandatory pre-bid conference is scheduled for January 5, 2010 at 10:00 a.m. All sealed bids are due by January 13, 2010 at 2:00 p.m.Wylie City Council should be able to award contracts by February 2010. 8. Review final drafts for the Parks, Recreation, and Open Space Master Plan, Chapters 1-6. Board Discussion: Recreation Superintendent Robert Diaz presented copies of the Parks, Recreation, and Open Space Master Plan, Chapters 1-6 to the Board for their review. The Boards packet included a digital copy for their personal records and a hardcopy for mark ups and comments due back to Staff by the January 25, 2010 Regular Meeting. Chapters 7 and 8 will be delivered to the Board in January 2010. The final chapters reflect Staffs comments previously received by Half Associates. An immediate observation by both Board Member Ward and Board Member Robas was the inadequate attention to property lines when designing a master plan trail system. Public Services Director Mike Sferra explained that the current designs are conceptual and funding was not available during the beginning of the project for a more operational trail system. 9. Discuss and consider recreation center facility names, hours of operation, and fees regarding facility rentals, membership dues, and employee membership fees. Board Discussion: ,."""" Recreation Superintendent Robert Diaz presented this item to the Board. The Board considered naming the new recreation center the Wylie Recreation Center and renaming the Bart Peddicord Community Center to Bart Peddicord Senior Activity Center. The Board reviewed the recreation center hours of operation and concluded a competitive schedule would be 5:00 a.m. — 9:00 p.m., Monday through Thursday, 5:00 a.m. — 6:00 p.m., Friday, 8:00 a.m. —5:00 p.m., Saturday, and 1:00 p.m. —6:00 p.m., Sunday. The Board evaluated facility rental fees for residents, non-residents, and non-profits. Staff will revise the proposed fee structure and bring back for discussion at the January 25, 2010 Regular Meeting. The Board did not discuss membership fees at this meeting. ADJOURNMENT A motion was made by Board Member Ward to adjourn and Board Member Rodgers seconded the motion. The meeting was adjourned at 8:50 p.m. by unanimous consent. Anne Hiney,Chair ATTE : / / ra Kiseiy, ark = • a Secretary Minutes—December 14,2009 Wylie Parks and Recreation Board Page 3 of 3