02-28-2011 (Parks & Recreation) Minutes PVC
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Meeting Minutes
Monday, February 28,2011 —6:30 p.m.
Wylie Municipal Complex—Council Chambers
300 Country Club Road, Building 100
Wylie,Texas 75098
CALL TO ORDER
Announcing the presence of a Quorum,Chairwoman Anne Hiney called the meeting to order at 6:31 p.m.
Board Members present:Dan Chesnut*,Cristine Price,Gary Robas and Matt Rose,Jim Ward and Brandi Lafleur
Staff members present: Public Services Director,Mike Sferra, Robert Diaz,Board Liaison and Park Board Secretary, Nancy
Williams.
CITIZENS PARTICIPATION
Deadra Marsh-Foy, 1406 Scottsdale Dr.,Wylie,addressed the Board regarding recent experiences at the new Recreation
Center.She loves playing basketball and interacting with her friends and family. However she was displeased with the fact
she was told she was not allowed to use the aerobics classroom to stretch.She offered three suggestions:
1. Members should be allowed to use the aerobics room and equipment when classes are not scheduled and the
room is not in use.
2. Every new member should receive a tour of the facility and the rules should be explained.
3. Staff should be better trained to answer questions from the public and accept suggestions that would be
forwarded to the director or superintendent.
BUSINESS ITEMS
N Aff,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,
1. Consider and act upon approving the Minutes from the January 24,2011 meeting.
Board Action
Board Member Robas made a motion,seconded by Board Member Rose to approve the minutes from the January
24,2010 meeting.A vote was taken and passed at 7-0.
2. Consider and act upon recommending the art locations and attributes at the Community Park
project.
Board Discussion
Board Liaison Diaz exhibited a drawing of the park with five possible art locations indicated as 1-5,placed in areas
marked for landscaping.Discussion with the Board continued with Chris Seely, `NP.Chair Hiney inquired as to the
height of the Community Park entrance sign(12 feet)and distance from the entrance"ring"to front of concession
stand(40 feet). Member Robas asked where the warm up area for the ball fields was(none are designated in the
plans but they are currently worming up in the outfield beyond the fences;there is an area 12 foot by 60 feet
designated as'Bull Pen'for use as warm up by one pitcher and one catcher, team slated to warm up beyond the
outfields}and expressed his concern that balls would be hitting the art.Chair Hiney queried as to the amount set
aside for the art($14,950 or 1 of the bond).Chair Hiney suggested area one was the most logical but was
concerned with its proximity to the concession stand and suggested moving location 1 closer to the entrance from
the parking lot,half way between the current location designated as"1"and the areas designated as"2"and"3".
Various alternate art locations were discussed.
Member Ward suggested the theme be baseball.Chair Hiney noted that it made sense that the theme would be
baseball,softball or tee ball since it would be placed at the entrance of the baseball quad. Member Price
wondered if it could be placed at the entrance of the parking lot with a more inclusive theme.Chair Hiney inquired
as to entrance signage location. Mr.Seely indicated the entrance signage was not included in the budget.Chair
Hiney noted that the walls at the entrance of the baseball quad would allow for a bit of protection for the art.
Member Price requested that an option be provided to the Art Council that if the art would incorporate the
Community Park name it would remove the need for other signage and allow use of those monies elsewhere.
February 28,2011 Parks and Recreation Board Meeting Minutes Page 2 of 4
.URr Action
Board Member Robas made a motion,seconded by Board Member Ward to recommend to the Arts Council that
the locations considered for art placement are marked as areas"4"and"5"in a raised area possibly including
seating areas in the front or alternatively the area marked as"1"relocated more toward the parking lot with the
theme as"baseball park".A vote was taken and passed at 7-0.
DISCUSSION ITEMS
3. Discuss Wylie Recreation Center.
Board Discussion
Chair Hiney invited anyone from the public to come and speak on the Recreation Center. Having no citizens speak,
Chair Hiney shared her own personal experiences with the Board;very enjoyable with her whole family. She has
also received positive feedback from others with a couple of items being mentioned to her. One being that the 6-
12 age group had few activities to keep their attention for very long and that the staff should be more pro-active in
their approach to members using the equipment; perhaps conduct a new member orientation to help members
learn proper use of the equipment.Staff should be educated to spot improper use of the equipment to be able to
instruct in the proper use.
Member Chesnut observed that there was no daycare on the weekends. Member Price inquired if there was
someone dedicated to observe the aerobics room so members could use it when it's not being used for classroom
activities. Liaison Diaz thanked the Board for their comments and indicated that they would be passed on to
Recreation staff.
Chair Hiney inquired as to when the new classes would begin registration. Liaison Diaz responded that registration
would begin March 1 but the classes would not start until April. Member Ward asked if they would be putting out
a catalog of classes.Liaison Diaz responded that the focus would be on an online catalog and promotion with flyers
up in the Rec Center and inserts into the water bills due to the big expense of printing and distributing a hard copy
catalog.
Member Robas asked if there was a suggestion box in the Recreation Center. Liaison Diaz said currently there is an
online suggestion form but at the center if there are suggestions or problems that they speak with staff. Chair
Hiney requested staff wipe mats upstairs down as a matter of routine; Mr. Diaz commented that that is currently
part of the cleaning routine for staff. He would mention the request to staff.
Member Price asked why the aerobics room was off limits per Ms. Marsh's comments. Mr.Diaz explained the rules
of the Rec Center were that classrooms and equipment were for use during class time only and that Ms. Marsh
was emailed explaining the rules. Just about all things available in the room are also upstairs to use and/or she
could participate in a class or rent a room. Member Lafleur said we should provide customer service to the women
that wanted to not be in the general workout area. Mr. Diaz stated that use would have to revolve around class
schedule and it was a safety issue for her to be in there alone. He said they could look into putting up portable
partitions upstairs to afford more privacy when classes begin.
Member Price asked if we could purchase games to entertain the 6-12 year old members. Mr. Diaz related that
most similar facilities are phasing out the game rooms they have due to lack of use and/or misuse and abuse of
equipment. Mr. Diaz suggested that the ping pong and foosball tables might be placed into a monitored room and
used as a program element. He said he would follow up and get back with the board on how that could be done.
He also mentioned once the library opens there will also be "passive" space available, the Rec Center is the
"active"space.
Chair Hiney commented to Councilman Jones that the Recreation Center dress code is part of the rules and
regulations and as such will be enforced;specifically underwear not being exposed.
Member Price mentioned the various ema i is on the Family Packet price and wondered if we could do more price
breaks for larger families. Member Lafleur suggested we wait and see how it plays out. Member Robas stated the
fees were decided upon long ago and that time should pass before any changes have been made.
4. Discuss Neighborhood Parks Master Plan concept by Teague,Nall and Perkins,Inc.Presentation by
Chris Seely, Project Manager with Teague, Nall and Perkins, Inc.
February 28,2011 Parks and Recreation Board Meeting Minutes Page 3 of 4
Board Discussion
Chris Seely and Matt Atkins of Teague, Nall and Perkins, Inc.gave an abbreviated PowerPoint version of the
presentation they had given to City Council showing some of their Neighborhood Parks Master Plan concept plans.
5. Discuss progress of Community Park project, Presentation by Chris Seely, Project Manager with
Teague, Nail and Perkins, Inc.
Chris Seely of Teague, Nall and Perkins, Inc. reviewed the Community Park Project with an accompanying
PowerPoint presentation.Available budget out of the 2005 Bond Program is$1.495 million plus Collin County
Grant for$267,500 for trails and additional restroom minus the design fees leaves$1,467 not including any
remaining funds from Founders Park project,any grants or donations.Total estimated cost of the Master Plan is
$2.7 million;cost estimates are based on the estimates provided by an experienced general contractor.As the
project gets closer there will be more realistic numbers;typically estimates are on the high end, Knowing there
were not enough funds to complete all the items on the Master Plan TNP went back to the top priorities identified
at the sta kehold er's meetings.
1. Baseball field renovations-$821,000—Minimum base bid$186,200
2. Parking(156 new spaces)-$298,000—Base bid as an add alternate$138,350(131 spaces)
3, Trail l rnprovements-$183,500($202,000 set aside for trail improvements)—from Collin County Grant
4. Field Lighting-$575,000;infield only-$300,000— Base bid package as add alternate. Minimum Base Bid
includes$50,000 for light bases,conduit and re-wiring
5. Concession Stand Improvements-$334,000—Minimum base bid package as add alternate
6. Plaza improvements-$27,940—Base bid package as add alternate
2. Additional Baseball Field Improvements
a. Cooper Field Improvements-$46,860—Base bid package as add alternate
b. General Baseball Field Improvements(bleachers)-$80,000—Base bid package as add alternate
B. Football Improvements-$60,000—Base bid package as add alternate
Board Discussion
Member Price wanted to make sure the Press Box was included on the add alternates, Chair Hiney asked staff if
the base bid was what was absolutely necessary according to the Master Plan, Mr. Diaz assured the Chair that was
the case. Member Robas asked if asphalt would lessen the price on the parking. Mr. Seely informed him that
concrete was required per the City. Member Rose asked Mr. Diaz what the future looked like for Community Park.
He asked if the parking priority could change if Football were to move elsewhere. Mr. Diaz commented that at
least for the next couple of years the use at Community Park would be the same as it is.There were no plans to
move Football to other fields.Things might need to be adjusted for the construction, but that the current design is
what Council has directed;the plans are geared toward Football remaining at Community Park.
Chair Hiney noted that with the current base bid there was no way to build the concession stand short of finding
$300,000 more dollars. Member Robas suggested the bid include a modular concession stand. Mr.Seely indicated
that was possible but it would still be an add alternate item. It was also noted that the utilities would be placed in
the location for the concession stand per the base bid whether or not it is built at the present time.
Mr. Seely requested approval to place the request to go out to bid on the first available Council agenda and
wanted to make sure the bid list met with the Board's approval. Member Chesnut questioned the point of going
out to bid with no concession stand or restrooms in the base bid.The biggest complaints of the community are the
restroom/concession stand issues. Member Robas asked if the budget would be met if the fields were not
improved and a concession stand/restroom were built. Mr. Seely said that was correct, however, he then
illustrated the current drainage issues for all the fields, It was also noted without the improvements the
concession stand could not be any larger. The add alternate bid items are designed to be a menu list that can be
prioritized after the bids come in.
Member Chesnut related in the earlier meetings the biggest complaints were the parking and
concession/restrooms.Chair Hiney asked if it were possible to leave the fields in their current locations and just fix
the drainage. Mr. Seely noted in the affirmative to a degree but there would then be additional issues. Member
Chesnut asked if just sodding would improve the current fields. Mr.Seely advised that drainage would still need to
be addressed and that the sod would then have to be irrigated.
Member Ward indicated infield lighting and concession stand were paramount to add as soon as feasible. Mr.
Akins of TNP indicated any changes in design will delay the project to prohibit construction commencement this
February 28,2011 Parks and Recreation Board Meeting Minutes Page 4 of 4
year thus making the available funds stretched even thinner.
Member Price voiced her agreement with Member Chesnut and suggested the possibility of not moving the
current fences and putting those saved funds toward and adding a bleacher cover and the concession stand. Mr.
Seely stressed that actual costs of each element won't be known until the base bids come in, Member Rose
expressed that adding parking spaces without making playable fields was counterproductive. It was requested that
a Special Meeting be set after Teague,Nall and Perkins, Inc.adjusts the base bid items prior to sending to Council.
Lance Wallace, 100 Mahonia Drive, Wylie, President of Wylie Baseball was asked to address the Board. Mr.
Wallace stated the number one priority for baseball was the lights; without the lights the program is seriously
impacted; no lights would kill the program by not allowing weekday play. Although parking has been a problem,
they were able to work it out with the Wylie Football League to make it have less of an impact.There are very few
complaints about the parking now. He said if the fields were not reconditioned, however, there's no point in
putting in new lights because there are lights now, but they have to be moved when they recondition. The
association is also trying to raise money to help with add alternate items. Member Price indicated that football's
number one issue was parking but with the implementation of the ropes and t-posts to control parking it hasn't
been a problem. Mr. Seely suggested putting the lighting into the base bid and putting parking into the add
alternate section. The difference in cost is approximately $30,000 which could be put toward a modular
concession stand.
A Special Meeting will be set for Monday, March 7,2011,6:30 pm in the Council Chambers.
ADJOURNMENT
A motion to adjourn was made by Board Member Ward and seconded by Board Member Robas.The meeting was
adjourned at 9:32 p.m.by unanimous consent.
ATTEST: 1
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Nancy ulliarn, ark Board Secretary Anne Hiney, Chair