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06-13-1990 (Parks & Recreation) Minutes PARY BOARD MEETING MINUTES jUNE Tho Cif,/ Cif Wylje Park and Recreation Board met, in regular ,teso'zich Wednesday. June 13 . 1990 at 7 :00 p. m. in the Council Chambord, ot the Municipal Complex . A quorum was present and notice of the meeting had been posted in the time and manner required by law. Those present were Chairman Joanie Board Members E. J . Upshaw, Bryan Glenn, Karen Cain, Charier., cltotler , and John Burns , Public Works Superintendent Don White. and :-.,eor ,,:tary Lisa th. ' ay-c1 Memhor Ronald Braswoll was rida-F.ent . 1,lareh Coin was Pre:7ent through disc :s-aien df item #4, she loft the moeting at 8 : 30 r:hairoan SeeP callol the aeotin tc APERC:VAL UE THE MA'r 23B0 MEET NC MINUTES : Bryan Glenn requested to omit the renten,ce i5--; expensive" frcm roes Z, paragraph CHDI: 1 '7:::: Stotler re-rested an addition to pare 3, end of paragraildi 3 to read "with a rain date of October 20th. There being no other corrections . additions . or deletions action was made by Charles Stetler to approve the minutes as changed. Seconded by Karen Cain, motion carried with ml in avor . BARK BEST 1990 STATUS REIFORT : Bryan Cl eon said he had corrected the solicitation letter by removing services, and adding an explanation of goods needed. He also asked for names of people to contact regarding food concessions. Charles Stetier said the Wylie Extension Homemakers Club had volunteered to assist with publicity. The first thing to do is advertii.ae in the newspaper . Two or three people can help me with that . We will need to select which newspapers. design the ad ' s, contact the newspapers . It will take B to ten people tc, make poster.:-,. problem is that we don' t have a logo vet . We can' t make the pesters without the logo. 4e need To Co ahead and hove the loo snntasr p -?-ttv 1--ic, h-fM,,,,ft were two en moker-a in town. Fe PH,lv 'Thr, wrighi Charles er asked shout the diEtribution of posters, are there places we cannot put them up. Don White said he thought there was an or against putting them on telephone poles. _ . . Charles Stetier brought up the idea of putting up a banner across downtown. Joe Helmberger said, to put those up you have to close down the street and you must address City Council for street closings . Don White said he didn' t think you had to close down the street to install a banner , but that you would have to go throught City Council for approval to put up the banner . Joe Helmberger asked everyone to get back with him on how many boothes they would need. He brought up the need to set a deadline for money donations. We need to figure out how much up front money we need for various things. Joanie Zeob said she thought got -1 ! ,71T—ge iorrion from the bock for the The Helm'oerger said h.e think that. parking would be z_4 prbiem since the sc:hool would lOt us use their parking let . Mr . Heimberger rid, my wirotocycated her time to oversee the ,:r;aTt jo;,, Heimberer asked Don White about temprzirvelectricit to the par'!: for the event . Don White said he would take care of it . Joe heimberger said he would ask all the local scout troops for their assistance in clean up. Joe Helmberger asked if the city had enough trash barrels to cover the event . Don White said we had 15 or 20 barrels, liner bags, and the dumpster is permanently there anyway. Joe Helmberger said that some craft show participants would want indoor spaces, and asked the city to reserve the communty room for October 13th. Joe Helmberger brought up the need of a first aid station being set up the entire day. Lien White said that RAECT provides volunteers to help with first aid stations and parking attendants to direct traffic ; you may also want to get some of the local ambulance service employees to help. Joe Helmberger said that the craft show participants would be asked to send in a space fee. Who do they make the check out to and where do they send it . Should we open up a checking account . Don White said he would Iind out . Bryan Glens volunteeled to be the treasurer . Board Members agreed thai should he made paybe to Park: Fest 1990. ...:.... Joanie Zeeb said. I will take care et ordering the t-shirts. We need two coordinators, one for the schools and one for the businasses , to instruct and communicate. I ' ve got one volunteer that said he would he the hndiness cordinator . We must get t-,7,h1rt--- to the wInne . Cartwriht Sic'nf-z cieted $4 . = i.:er , hr . Cur In!Thl of'delr• ,21 ! 1 be 1 , 000. D :“.1 Whit said, if th,,, Wornfm ,aage7- is having t-shirts fo.r the 10K l'un and y..-. .,, have 0-no to: t1,- , Park Fest, 1 , 000 may be toe many. He added, that time of year parents are funding clot of activities for their kids . Joanie Zeeb said that the kids who bring in $25. 00 or more will receive a free. t- shirt. Joe Helmberger asked if the kids were going to be asking for donations. Joanie Zeeb said they would be getting sponsors for the March For Parks. Bryan Glenn suggested that initially E200 to 600 t-shirts would be better . There was some discussion of what, color the t- shirts should be. Karen Cain suggested having additional music other than just country western to accomodate the kids. Maybe you can get a station like Y95 or loo. a JAM to crone out and maybe even sponsor the t-shirts if we put their lo -ro on it also. ..—. E. J . Upshaw said, I talked to Patty Flint with The Wylie News . She is coordinating the 10K run right now. We tried to talk her into starting the run at Community Par-I; and ending at the park. E. J . Upshaw said that Bryan Glenn hoer friend that will set up the softbli tournament. He added, the younger children will be involved in soccer at the time. I ' m not quite sure what we car do with middle school and older children. pore;; Cain said Potts Stevens informed her that there would be no problem with using the gym during the week. Joe Helmberger suggested reserving the gym as a back up to use for the craft show in case it rains, stating, that craft shows normally are not rescheduled for rain dates. John Burns said, I didn' t do anything with the games, I wasn' t sure it that fell under entertainment. I have, however, come up with three different contests, one being a pet parade; funniest, ugliest dog etc. Don White informed John Burns that Kevin Mathews, the Animal Control Officer , had been wanting to do something similar to that for a long time and suggested that he call him for assistance with the show. .._.. • _ • _• _____ John Burns added that he would have a funniest video contest , stating that he would like to form a committee. Joe Helmberger suggested having City Council be the official judges, they also need to be involved in the Park Fest . John Burns said that it could be narrowed down to five to eight finalists, and at that point have an open showing set up at. the Library for citizens to view and vote on the finalists entries. Charge $5. 00 per entry. The grand prize winner ' s video would be send to the T. V. show. Set a maximum time limit of two to three minutes per clip. Joanie Zeeb said, don' t we need to contact the T. V. show to fimi out what their : pet.-;itioatiure_. c .1(3 set ours the same was yeu are guien-; to enter the winnef ' s te the show. John Burns informed the board of a third contest called baby Mi . Burns said he saw it in Mesquite, that it is a biez, kick, they have different classifications. John Burns said that he wanted in have various dementraticns cirai 1-1 del- in-: the day such as emergency :., erviceL., ; police and fire departments, and possibly even ease flight . Other boothes could be set up for service groups , substance abuse. Corp of Engineers, city open space program , RC Flaying Club from the lake. Joe Helmberger asked if we were !=_T•aing to need P ami flat bed Purn: said that he did coed to know ohoso .:J1 of this was going to take place. Dun White brought up the fact that some cit icr cc staes are knuwna specific thing and that they held contooto and national events that re ! alc to that . He sufrf,!ested that ; ince Wy ! fe is known on "Wide Awake WHie" that they have a contort ':e Oct who can stay awoke the longest . There the need to devif-,e a time ohednie at ei events. 7.oeh E7aid that Potty Flint . Wylie Now . ,:ion ! ri write Hp cc rtiolrr for so . D ! t wP need to do is rive her tho .Thn Purn I wli t- t VP VFP. 1A17F, RAP:-FR STATIIS REPORT: Joe nathin!:! mafe to report . Pro;re C; Ieren d he Inshed at the Inventory in the c:once:--L= Ien Mr . Story buys from Sams Wholesale, why can ' t we. Joe Helmberger asked if money from the park improvement fund could be used to purchase concession items and then reimbursed. ee After some discussion the board agreed on a menu of hoot dogs, nachos, popcorn, soda pop, candy, and possibly snow cones. Joe Helmberger reminded everyone that the tournament start time was 6 :00 p. m. and that everyone needed to try to be there preferrably at 5 :00, but at least by 6 :00. John Burns had reviewed the Park & Recreation budget and found an existing line item for- food supplies and ice, no monies were allocated so he asked Don White if monies could be transferred into the line item and used to purchase the goods. Don White explained that the line item was created a long time ago for the specific purpose of purchasing ice for the laborer crews and since then we have purchased an ice maker. The line item just has not been deleted from the budget report . John Burns brought up the possibilities of setting up a bank account for fundraiser monies . Don White suggested that they may have to obtain Council approval on that, and that he would find out. Bryan Glenn asked that the minutes read that all funds from the Jubilee Week project will be used in Park Fest 1990 to purchase needed supplies . REVIEW AND DISCUSSION OF THE CURRENT AGREEMENT BETWEEN WSA AND THE CITY OF WYLIE: Don White advised the Board that a joint board meeting between the Park and Recreation Board, City Council and the Wylie Sports Association would be held within the next two weeks, most likely on a Monday night at. 7: 30. Prior to that meeting the Mayor, Acting City Manager , myself , Joanie r:eeb, and the W. S. A. President will meet in executive session to renew the W. S. A. /City Of Wylie agreement. The Board reviewed the current agreement . which raised several questions ; payment beginning on January 1st, have financial activities ever been requested by City Council , is $1 , 700 per year enough to pay the electric bill - needs to state clearly who pays the amount in exce.ss of that . need to discuss and further clarify the meeting of final field prenaration, have U. S. A. address the Park Board regarding requests rather than going directly to the City Manager or to City Council and the Park Board report and request those necessary requests through Council . send the document to the city attorney and make it. a ? e:'al binding document. DISCUSSION OF PROSPECTIVE OVERALL PARK SYSTEM GOALS : John Burns motioned to table this order of business . Motion was seconded, and carried with all in favor. CONSIDER RECOMMENDATION TO CITY COUNCIL TO CONSTRUCT THE VOLLEYBALL, HORSESHOE, AND CROQUET COURTS AT COMMUNITY PARK AS DESIGNATED IN THE APPROVED MASTER PLAN, USING THE REMAINING MONIES IN THE PARK IMPROVEMENT FUND: There was some discussion of what to spend this years budget money on: put in croquet courts, extend sprinkler system, build additional restroom facility, shoot the parking lot , volley ball pit . Motion was made to table this business . Motion was seconded with all in favor . DISCUSSION, PREPARATION, AND RECOMMENDATION TO CITY COUNCIL TO APPROVE A FIVE YEAR CAPITAL IMPROVEMENT PROGRAM FnR THE PARK SYSTEM : Jeanie 2leeb had compiled the questionnaire results data and distributed a report to all present.. She also distributed a cost report for the Community Park Master Plan. Joe Heimberger said, I thought we decided to ash fol $L00. 000 next year which is one fifth of the money needed to complete the master plan. juhn Burns suggested asking that a Parks Recreation Director be employed beginning fiscal year 90/91 . Joe Helmberger said , this is only for capital improvements. Hiring a director does not fall under that category. John Burns said, you must be realistic, the park budget was approximateiy $80, 000 this year. He added, if we ask for a director we will hove to add anothel. $40. 000 and you would • want to ask for another 100, 000 for improvements. think they will tell us to get all the money for capital improvements from donations and fund raisers . Joe Helmberger said that was fine, but he still thought the board should ask for one fifth of the cost of the master P lan. Don White said, I concur with John Burns about hiring O di rector because he would have the know edge of who and whore fi g to got of these things done. There was some discussion of tieing everything in together , not just oapital improvements, into a five year plan to he presented to Council . Bryan Glenn said, we are pinpointing only one park . We Must consider all parks. 1 think we can justify monies needed for maintenance, putting in a. jogging I rail or basketball court . Joe Helmberger said . now that we have the fi ,,;!ures we need to lock at . 1 think we should all take the information home, study it and come back to the next meeting with suggestions from each member and make a final decision then. John Burns motioned to table the business until the next meeting. Motion was seconded and carried with ail in favor. GENERAL DISCUSSION : B. J . Upshaw asked Don White what the status was on the fire ant killer application. Don White said that. Philip Bounds had said he would get some put out this week, that he would find out for- sure. Joanie Zeeb said that it needs to be done regularly. There was some discussion of the temporary soccer fields regarding construction, drainage, parking, and one field at the edge of the creek maybe being a problem because of balls rolling into the creek and when the creek rises from excessive rain run off . Bryan Glenn said that a fence would be put up. There was some concern that if the creel-: 1. ises from rain that it will knock down the fence. John Burn kkr.Luested that E . J . Upsh: w submit the plans for thc, field cha cc at. hr? nMPN ! P . j . ' - - h./ T =Irie airman gLO:k 01(›M Keith, Secretary