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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. December 12,2011 Parks and Recreation Board Meeting Minutes Page 3 of 5 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 December 12,2011 Parks and Recreation Board Meeting Minutes Page 4 of 5 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