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05-23-2011 (Parks & Recreation) Minutes Parks and Recreation Board CITY OF WYLIE Meeting Minutes Monday,May 23,2011 —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 and Brandi Lafleur, Jim Ward Staff members present: Robert Diaz, Board Liaison and Park Board Secretary, Nancy Williams. CITIZENS PARTICIPATION No citizens addressed the Board. BUSINESS ITEMS 1. Consider and act upon approving the Minutes from the April 25,2011 meeting. Board Action Board Member Chesnut made a motion, seconded by Board Member Lafleur to approve the minutes from the April 25, 2011 meeting.A vote was taken and passed at 7-0. 2. Consider and act upon approving the Minutes from the May 2,2011 special meeting. Board Action Board Member Rose made a motion, seconded by Board Member Lafleur to approve the minutes from the May 2, 2011 special meeting.A vote was taken and passed at 7-0. 3. Consider and act upon recommending the City Council authorize the City Manager to execute a contract with a General Contractor for the Community Park Improvements project including the Base Bid and specific add alternate items utilizing the appropriate funding sources as approved by City Council. Board Discussion Superintendent Diaz reviewed the submitted bids for the Community Park Improvement Project with the Board. Chris Seely, Teague, Nall and Perkins; 12160 N. Abrams Road, Suite 508, Dallas, was asked to address the Board. He informed the Board that TNP had put together three possible option packages to consider or amend based on the current bids submitted to present to Council. He pointed out on the option sheets were possible additional funding sources proposed by City Manager Manson and Assistant City Manager Butters; he thanked them for their outside of the box thinking. On all options proposed there are varying amounts left over for contingencies such as change orders, the least of which is $118,963, the contingency funds can be used for additional add alternate items if not needed for unforeseen occurrences. Member Ward summarized the main four objectives from the beginning of the project as grading, lighting, parking and a new concession stand. Various cost savings ideas were discussed. Member Rose handed out a copy of an option that he proposed which included a large concession stand that was to be the focal point of the park and no parking improvements due to the lack of issues with parking in the last few years as opposed to the issues that were transpiring in 2005 when the project began. The major concern of most Board Members was to make sure that at least some parking was considered in the selected option. Member Rose asked how much parking could be built for $200,000. Mr. Seely said according to his records it was 112 spots. An unofficial poll was taken of the Board to see which options they were leaning toward. In the first poll six members indicated they were favoring the option provided by Member Rose and Member Price May 23,2011 Parks and Recreation Board Meeting Minutes Page 2 of 2 indicated she favored Option 2 with a restroom instead of the football field grading. The major concern over Member Rose's option was no inclusion of parking and the high cost of the previously bid Jim Wilson concession stand of$425,000. Chair Hiney asked the members to indicate which of the first three options they would choose if those were the only options to choose from and six members indicated Option 1 with Member Price choosing Option 2. Member Chesnut suggested prior to the presentation to City Council they should come to a consensus. Member Rose proposed changing his option by limiting the amount for the concession stand to$300,000 adding 112 parking spaces and moving the bleacher covers, bleachers and landscaping and seeding of the plaza to the contingency plan. Board Action Board Member Rose made a motion, seconded by Board Member Price to recommend the City Council authorize the City Manager to execute a contract with JC Commercial for the Community Park Improvements project including the Base Bid and the add alternate items (listed below) utilizing the appropriate funding sources as approved by City Council: • Transformer Relocation =$22,060(per Oncor agreement) • Cooper Field Irrigation and Sod =$32,000 • Full Lighting Replacement pkg. =$435,000 • Relocation of the existing light pole in Football Field#4= $5,500 • Design/Build Concessions Stand= Capped @$300,000 • 112 Space Parking-$200,000 • Contingency=$160,163 O 8 Bleacher Covers(piers only)=$15,400 possible funding from WBA O 8 New Bleachers=$33,000 o Landscaping and Seeding Plaza=$22,000 o Change Orders o Art=$14,500 o Football Press box=$15,000 o Football Scoreboards o Football Concessions/Restroom (PCM bid of$48,050.00 for 12)(24) o T-Ball Concessions/Restroom (PCM bid of$48,050.00 for 12)(24) A vote was taken and passed at 7-0. DISCUSSION ITEMS 4. Discuss holding a joint City Council/Park Board Work Session meeting on Monday,May 31,2011, regarding the award of a construction contract for Community Park Improvements. Board Discussion Superintendent Diaz recommended the Board attend the proposed City Council/Park Board Work Session scheduled for May 31, 2011 at 6:00 pm where members could discuss their Community Park Improvement recommendations with the City Council. Member Ward indicated he would be unable to attend and Member Lafleur was unsure. ADJOURNMENT There being no further business a motion to adjourn was made by Board Member Chesnut and seconded by Board Member Robas. The meeting was adjourned at 8:21 p.m. by unanimous consent. ATTEST: Nancy William P rk Board Secretary nne Hiney, C it