Loading...
02-28-2011 (Parks & Recreation) Minutes PVC f� , Dui ,,,,,. I/,p�.�lun�,nn � J �i,,,��,1 �J. ,� �i�„rn. „or IlA11M��n�� 1 r„.,,ri n!i'J T iiin„���� III 1111 i �i��� ��� fi � d� � �� ��„ ��w�l ��� � ���� 1I�l�.ni�� �� ����1�)��� �(„,,',''rw I 'Y I �mlll I Icy n w I i M I I 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 �, n it �I' m /rCl imp u m..io „ '� r," io"�umuliv m mm m iooinoiioimi iR IIIII'nw ,Yl,!( omm I ml�imi nnnnnnin N J m Nancy ulliarn, ark Board Secretary Anne Hiney, Chair