12-12-2011 (Parks & Recreation) Minutes it( Parks and Recreation Board
CITY OF WYLIE
Meeting Minutes
Monday,December 12,2011 —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 6:33 p.m.
Board Members present: Gary Robas, Matt Rose, Dan Chesnut, Cristine Price (arrived at 6:35 p.m.), Jim Ward
and Jeff Harris(departed at 7:19 p.m.).
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 November 14,2011 meeting.
Board Action
Motion from Member Harris, seconded by Member Robas to accept the minutes as written. The motion
passed 6-0(Member Price being absent).
2. Consider and act upon approving the Parks and Recreation Board 2012 meeting calendar.
Board Discussion
Member Robas expressed a conflict on the December 17 meeting and asked if it could be changed to
December 10.
Board Action
Motion from Member Rose, seconded by member Robas to approve the Parks and Recreation Board
2012 meeting calendar with the request to move the December 17 meeting to December 10, 2012. The
motion passed 7-0.
3. Consider and act upon approving changes to the Community Park concession stand design.
Board Discussion
Liaison Diaz remarked that the questions the Board had at the last meeting were all answered in the letter
from JC Commercial. Chris Seely from Teague, Nall and Perkins was present to answer any particular
questions or concerns the Board had. Chair Hiney asked if anyone had any specific questions. Member
Ward noted that the$57,900 referenced as decorative items in the first letter were now deemed used for
additional square footage and in that same letter indicated$76,000 was the charge for additional square
footage which meant we have two separate line items for the same thing.
Mr. Seely responded that originally the contractor bid$160,000 for a 24 x 36 building that was like the old
one in Community Park but with the addition of a stone front. When the columns and metal roof were
added along with items as designed in the original Jim Wilson Architects facility the extra cost was
$57,900. When the size was increased by 448 square feet to 28x44 the cost increased$76,160.
Chair Hiney asked where that put us on the budget other than $5,177 over the$300,000 that was
allowed. Mr. Seely replied that the final price for the concession stand, as approved, is$294,060. The
contractor did price the options the Board requested and the Board can approve all or part; the total of the
options comes to an additional$11,117 the building total would then be set at$305,177 which is$5,177
over budget. Mr. Diaz said he was directed to keep the final cost to just under or at$300,000. To avoid
December 12,2011 Parks and Recreation Board Meeting Minutes Page 2 of 5
any delay, he suggested the Board move forward and vote on the alternates tonight. Mr. Seely said the
sign for the building is accounted for in the$294,060 but to provide the contoured frame as shown in
previous meetings an additional $4,075 is needed to do the machine work necessary. Chair Hiney said
she believed it needed a straight sign. Member Rose said he was the one that initially proposed the
rounded sign but that he didn't believe it was worth the extra money; he would rather have the extra
drinking fountain, natural lighting, include the bond cost and 10% overhead and profit that brings the cost
down to$300,684.10. Member Rose asked Mr. Diaz how stringent the Board needed to be regarding the
$300,000 maximum cost. Mr. Diaz said he knew some of the costs were bond costs and overhead, but he
felt the total costs met the intent of Council.
Member Price asked Mr. Seely what the difference between glass block versus the glass block windows;
if it just meant one style would open why charge an extra$1,900 if they were already in the bid. Mr. Seely
responded that glass block was not in the original bid; this bid is to install additional natural lighting.
Member Robas stated that where the glass block was being installed is taking the place of what was
originally stone; he assumed there was a credit for the stone that would now not be used. Mr. Seely said
the contractor did say he credited the cost of the unused stone that would not be used for windows in the
natural lighting bid.
Member Price said she understood why the cost from the base bid increased $57,900 to make the
building more appealing but inquired if Mr. Seely had more specifics besides adding columns. He stated
some of them were metal roof, different decorations along the walls and window trim among others; he
didn't have a full list at the moment but it included things to keep it from looking like a big box.
Mr. Seely showed the Board some recent construction photos of Community Park, highlighting the area
being prepared for the concession stand.
Board Action
Motion from Member Ward, seconded by member Rose to approve the final Community Park concession
stand design to include the addition of a drinking fountain and natural lighting for the restrooms which
would bring the cost from$294,060 to$299,991, notwithstanding bond costs and overhead . The motion
passed 6-1 with Member Price voting against it.
4. Consider and act upon approving the Tree Preservation Ordinance.
Board Discussion
Liaison Diaz explained to the Board that Shohn Rodgers, Parks Manager, wrote the agenda report and
was present to answer any questions. Mr. Rodgers reported that he took out any references to Tree City
USA and it was reviewed by the City Attorney. It is ready to be presented to Council as it hasn't changed
substantially. Chair Hiney thanked him for his dedication to the project.
Board Action
Motion from Member Ward, seconded by member Robas to approve the Tree Preservation Ordinance as
written. The motion passed 7-0.
DISCUSSION ITEMS
5. Discuss current parkland dedication ordinance
Board Discussion
Liaison Diaz explained that included in the packet was a portion of the Parks, Recreation and Open
Space Master Plan that was adopted in 2010 that spoke specifically to parkland dedication with some
recommendations. Ms. Williams surveyed the same cities that were surveyed for a previous internal fee
analysis and she included recommendations from the Master Plan. Half Associates, Master Plan
consultants, didn't have a whole lot of changes with the exception of the establishment of a Park
Improvement Fee (PIF). The only changes noted from the other cities were from Sachse and McKinney
which increased their fees.
Chair Hiney noted that the way the developers reacted to the initial fees she had a hard time believing
they would go along with it. With the state of current building trends she felt Council would not be willing
to impose more fees. It would also put the City out of line from what the surrounding communities are
doing.
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Member Rose asked if any of the surrounding cities had PIF fees. Mr. Diaz noted the cities Ms. Williams
surveyed, none were found. Mr. Diaz noted the Kreymer Estates developer had a unique situation and
with the limited land that is available in Wylie to develop, it's not going to be as straight forward as it's
been in the past. The Kreymer situation worked out well; they wanted to dedicate the land, build the park
and maintain it through their HOA. That's never happened before. It is one of the issues that has come up
in the past with dedicated parkland and no funding to actually build the parks. Kreymer developers knew
they weren't going to be able to dedicate enough land but their willingness to build the park and maintain
it does help the City in the long run.
Chair Hiney asked if they could set the stage for that to happen for future developers. Mr. Diaz cited the
Creekside subdivision;the developers did build their park but then turned it over to the City. It would be a
good idea to have a work session with planning to discuss some of these issues.
Member Price asked if the$1,300 per dwelling unit PIF fee had to go into that specific neighborhood or
go into the General Fund. Mr. Diaz replied that it had to go into that specific subdivision. Member Price
wanted to know if it made more sense to just add$200 to our current Park Development fees instead of
an additional PIF fee. Member Ward was of the opinion that these fees were about two separate items
(land dedication and park improvement);first they have to dedicate the land then they have to decide if
they are going to improve it themselves or let the City do the improvements in the future.
Member Rose stated that while he agreed the additional funds need to be raised he couldn't see a
developer coming to Wylie and paying those additional fees when no other surrounding City charges
them. Chair Hiney agreed with Member Rose due to the slow development going on currently.
Member Price asked what the rate of development has been in the last year. Mr. Diaz said that planning
budgeted for a couple of hundred houses per year. Other than the recent application of Kreymer Estates,
there hasn't been any developers apply in a couple of years or so.
Member Ward suggested we cut the fee to$650 per unit to see how it goes and review again in two years
to see if it is feasible to put the fee to the recommended $1,300 per unit or dial it back to today's fees.
Member Price said she was concerned about what revenues the City could lose in that two year time
span. She wondered if it were feasible to leave it at$1,300 but with a caveat that they could apply for a
waiver depending on their plans. Liaison Diaz said they could write the ordinance any way they wanted
on the approval of the City Council. Chair Hiney wanted to have a work session with the City Council to
let them know what the Board was thinking and discern their view. Member Rose said he would like to
hear what Planning and Zoning had to say about the developers' possible reaction. Hiney said maybe we
could follow Price's suggestion on just increasing our current fee. Member Chesnut suggested that when
fees were set there was a great deal of development but now the climate has changed;there isn't much
real estate available. He felt it would be prudent to see what development could actually be done with
what is left before we tack on more fees and possibly not get any further development.
Member Ward asked if the ordinance was set up so that if the developer didn't have enough land to
develop they just made the difference up in money. Mr. Diaz confirmed. Mr. Ward also felt it was a good
idea to combine the work session on dedication fees with the work session about the Trails Master Plan;
it would be good timing.
Member Robas asked if the Council had looked at the fees. Mr. Diaz said the reason the ordinance had
been brought before the Board was that according to the current ordinance it should be reviewed every
couple of years,which they did at their last meeting. There is no requirement to make any changes; it is
whatever the Board wants to do:to keep pursuing it or leave it as is. He felt it might be most helpful to
have a work session with Planning staff just to see what development is coming in and go from there.At
the meeting the question could be asked if they felt it would be appropriate to have a joint meeting with
the Planning and Zoning Board. Chair Hiney felt that was the wisest course.
6. Discuss Wylie Recreation Center membership fees.
Board Discussion
Liaison Diaz said this item was a discussion to start the process of review early; as the Recreation Center
is approaching one year of operation and to see if it was time to adjust fees. The revenue goals were met.
The goals not quite met were the revenues collected for programming, but now that the facility is open the
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focus has turned to more programming classes and he feels this year all those goals will be met. There
have been a few concerns from City Council; City Manager Manson expressed to the Council and Council
agreed it was important to stay the way it is for at least one year and see how it was doing and what kind
of revenues were coming in. Mr. Diaz wants to be able to look at fees and see what the Board thinks. In
January he plans to bring Facility fees and see what kind of issues the Board sees with those then, have
a work session with Council in March. Official changes can be made after the Council input.
Surveys have been done, and a snap shot of what has happened thus far as included in the packet. From
the staff perspective the most controversial fee from early on has been the Family Membership fees and
what constitutes a family and it is still on Council's radar. Other items include the families of two and
questions about discounts for Vets, teachers and persons with disabilities. There is very little value for
children under 7 to have a membership since they can't be in the gym alone.Another question concerns
those over 7 that can't take advantage of the equipment upstairs until they're 13 with an adult. Why
should they be paying the same price as seniors who can use it all?
Staff is looking at a base fee with separate discounts depending on the circumstance, but that is still a
work in progress. Board suggestions:
• Chair Hiney: a base fee of$300 for two adults then a discount for each additional child. Instead of
a cap it could be unlimited with so much per extra child. Mr. Diaz noted families are the biggest
demographic.
• Member Rose: Family Pass Plus where each addition family member is discounted 50%after the
base family pass is purchased.
• Member Price: $325 for the family of four, $450 for up to six members, $525 for eight, dual pack
$275. Chair Hiney expressed support for this schedule.
• Member Robas: Increase family rate to$350 in addition to what Member Price suggested and
keep the two member family at$350.
• Liaison Diaz: The minimum age for passes should be raised to seven.
• Member Ward: Word it that with each adult is a free child membership.Additional youth would be
., a prorated version of youth pass. This philosophy wouldn't work in a single parent household.
• Member Rose: Family pass as is with four maximum but additional members can be added for a
percentage of the current single price for the category of each additional member;40-60%or
whatever Board decides.
Mr. Diaz said currently the makeup of the family was up to the member. Member Ward suggested the
Recreation staff should come and present to Board a program update quarterly. Mr. Diaz suggested a
state of the Recreation Center topic since the other topics are sent out in the weekly reports. Member
Ward said it would be nice to get to meet the people that are running the programs.
Chair Hiney asked Liaison Diaz if the Recreation Center met the projected membership numbers. He
indicated while he didn't have on hand the exact projected numbers the Recreation Center had met its
revenue goals by raising$475,000 in less than one year of operation. The number of passes is probably
pretty close to original projections and the family passes are most of what is sold. To help the
programming out staff is planning certain advertising and promotion strategies.
On a side note Member Chesnut wanted to comment on the great job that was done repairing the broken
bench in the Center. Member Price asked if a better senior discount could be offered, perhaps an
additional$10 off. Mr. Diaz said it is up to the Board but staff is of the opinion that once you open that
door, you can find a justifiable reason for all sorts of discounts; where does it stop. There are currently
discounts for residents, youth and seniors.
Member Robas expressed his concern about cutting costs and letting people in for free; that fees should
be raised or left alone for another year. Mr. Diaz reported the Recreation Center will be funded this year
by projected revenues and 4B sales tax which is going right into the Recreation Center. If the Recreation
Center can't continue to be sustained by 4B, funds will have to come from the General Fund. This year
will be a good year to measure, since it will be an entire year instead of the eight months that were
measured for last year. Chair Hiney suggested they take Member Robas' idea and leave it alone for
another year. Mr. Diaz said that could be done with just the minor tweaks to the issues mentioned. Chair
Hiney summarized that the Board would take a wait and see stance at this time and recap in January.
December 12,2011 Parks and Recreation Board Meeting Minutes Page 5 of 5
ADJOURNMENT
There being no further business a motion to adjourn was made by Board Member Price and seconded by Board
Member Chesnut. The meeting was adjourned at 8:23 p.m. by a 6-0 vote(Memb r Harris being absent).
ATTEST.
•
Nancy Will' s, Park Board Secretary 1 An iney,C it