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06-27-2011 (Parks & Recreation) Agenda Packet Parks Recreation Board Meeting Agenda Monday, June 27,2011 —6:30 p.m. Wylie Municipal Complex—Council Chambers 300 Country Club Road, Building 100 Wylie,Texas 75098 Anne Hiney Chair Brandi Lafleur Vice-Chair Dan Chesnut Board Member Cristine Price Board Member Gary Robas Board Member Matt Rose Board Member Jim Ward Board Member Robert Diaz Board Liaison Nancy Williams Board Secretary In accordance with Section 551.042 of the Texas Government Code, this agenda has been posted at the Wylie Municipal Complex, distributed to the appropriate news media, and posted on the City website: www.wvlietexas.2ov within the required time frame. As a courtesy, the entire Agenda Packet has also been posted on the City of Wylie website: www.wylietexas.gov. The Chairman and Board request that all cell phones and pagers be turned off or set to vibrate. Members of the audience are requested to step outside the Council Chambers to respond to a page or to conduct a phone conversation. The Wylie Municipal Complex is wheelchair accessible. Sign interpretation or other special assistance for disabled attendees must be requested 48 hours in advance by contacting the City Secretary's Office at 972.516.6022. CALL TO ORDER Announce the presence of a Quorum. CITIZENS PARTICIPATION Residents may address Board regarding an item that is not listed on the Agenda. Residents must provide their name and address. Board requests that comments be limited to three (3) minutes. In addition, Board is not allowed to converse, deliberate or take action on any matter presented during citizen participation. BUSINESS ITEMS 1. Consider and act upon approving the Minutes from the May 23, 2011 meeting. 2. Consider and act upon approving the Minutes from the May 31, 2011 special joint work session with City Council. 3. Consider and act upon Wylie is HOPE vendor registration to sell crafts at the Olde City Park September 17, 2011 (or October 29, rain date) for Wylie Rodeo Weekend to fundraise for Wylie is HOPE. 4. Consider and act upon Wylie Women's League vendor registration to host the Wylie Women's League Fall Festival to sell crafts in Olde City Park on October 22, 2011 (or November 5th rain date), to fundraise for WWL scholarships. DISCUSSION ITEMS 5. Presentation by Wylie Economic Development Corporation regarding the construction of parking to benefit Olde City Park. (Presented by Sam Satterwhite, Executive Director WEDC) 6. Discuss sizes of trails and sidewalks in residential and commercial development. Members of the Planning Department will be in attendance to address any questions or concerns. June 27,2011 Parks and Recreation Board Meeting Agenda Page 2 of 2 ADJOURNMENT CERTIFICATION I cert0;that this Notice of Meeting was posted on this 24th day of June 2011 at 5:00 p.m. as required by law in accordance with Section 551.042 of the Texas Government Code and that the appropriate news media was contacted. As a courtesy, this agenda is also posted on the City of Wylie website: www.wvlietexas.gov. Carole Ehrlich,City Secretary Date Notice Removed Parks and Recreation citycy1wYtit .... ............................................................................................................................................................................................................................................................................................... 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 12X24) o T-Ball Concessions/Restroom (PCM bid of$48,050.00 for 12X24) 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 Williams, Park Board Secretary Anne Hiney, Chair Parks and Recreation CityO 1 1 L l .... ............................................................................................................................................................................................................................................................................................... Minutes Special Called Work Session Wylie City Council and Parks and Recreation Board Meeting May 31, 2011 — 6:00 p.m. Wylie Municipal Complex — Council Conference Room 300 Country Club Road, Bldg. 100 Wylie, TX 75098 CALL TO ORDER Announce the presence of a Quorum. Anne Hiney, Parks and Recreation Board Chair called the Special Called Joint Meeting to order at 6:00 p.m. Parks board members present included: Dan Chestnut, Gary Robas, Cristine Price, Brandi Lafleur and Matt Rose. Jim Ward was absent. Mayor Eric Hogue called the City Council meeting to order at 6:03 p.m. with the following Wylie City Council members present: Mayor pro tem Red Byboth, Councilwoman Diane Culver, Councilman Bennie Jones, and Councilman David Goss. Councilwoman Kathy Spillyards and Councilman Rick White were absent. Staff present included: City Manager, Mindy Manson; Assistant City Manager, Jeff Butters; Public Information Officer, Craig Kelly, City Secretary, Carole Ehrlich, Public Services Director, Mike Sferra, Parks and Recreation Superintendent, Robert Diaz and Public Services Admin, Nancy Williams. INVOCATION & PLEDGE OF ALLEGIANCE Mayor Pro Tem Byboth gave the invocation and Councilwoman Culver led the Pledge of Allegiance. WORK SESSION • Discussion regarding Community Park Improvements. (M. Sferra, Public Services Director/Parks & Recreation Board) Public Services Director Sferra addressed council stating that the bids for Founder's Park had been received. He noted that funding currently available to include County and Bond funds, minus design fees was $1,467,000. In addition to this funding other available funds included funding left over from the Founder's Park Improvements in the amount of $250,000; funds from the Wylie Water Utility fund of $365,000 and available lease/loan funding for field lighting improvements of$440,500, for a grand total of$2,522,500. Mr. Sferra introduced Parks and Recreation Superintendent Robert Diaz. Mr. Diaz presented three options for the base construction of the project and contingency fund alternates provided by Teague, Nall and Perkins. Diaz reported the Parks and Recreation Board had reviewed the three options and made a final recommendation from the board to the council. These included: • Complete 8' wide concrete trail (over .8 miles) • Demolition of existing four-plex of fields May 31,2011 Parks and Recreation Board Page 2 of 3 Special Joint Work Session Meeting Minutes • Complete finish out of Rowell, Eldridge, and Tibbals Cooper Field regarding, fence and drainage-no irrigation and sod. • New fencing for all fields —taller backstops (20' and 25' on Cooper) • New Concrete Plaza area with joint layout design (4,500 square yards) • Irrigation booster pump to increase the pressure in the parks • All underground water, sanitary, sewer and storm sewer • Retaining walls an handrails at Eldridge and Tibbals to set the fields lower than the plaza Transformer Relocation- $22,060 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 at $300,000 112 Space Parking - $200,000 Contingency - $160,163 • 8 Bleacher Covers (piers only) - $15,400 • 8 New Bleachers - $33,000 • Landscaping and Seeding Plaza - $22,000 • Change Orders • Art- $14, 500 • Football Press box - $15,000 • Football Scoreboards • Football concessions/Restroom (PCM bid of$48,050 for 12X24) • T Ball Concessions/Restroom (PCM bid of$48,050 for 12X24) Mr. Diaz stated that the board and staff were recommending JC Commercial with a bid price of $1,367,777. Diaz reported there were three options for parking with the board recommending the 112 space option. Councilwoman Culver had concerns with the 112 space parking at a cost of $200,000 stating that previous direction from the council in 2005 was to increase the parking costs to $250,000 within the bond proposition. Staff noted they would research and report back to council regarding that direction. Parks Board Chair Ann Hiney noted that the board wanted to include some parking but struggled with the amount of parking in order to complete some of the fields; the play areas being the main concern. The three plans versus the three options were primarily with the cost of the concession stand and parking. Hiney noted that the board would like feedback as to what areas needed to be addressed but hoped that would address the overall plan for the park and not just the parking. Chris Seely representing Teague, Nall and Perkins, 12160 N. Abrams Road, Suite 508, Dallas reviewed each option with the council and board. Seely explained that the recommendation made by the parks board was a combination of those options. Council Direction • Mayor Hogue asked the council for direction to staff and the Parks and Recreation Board regarding their recommendations for the base bid. Council members directed council to move forward with the recommendations as presented for the base bid. Councilwoman Culver noted that her personal recommendations the contingency prioritize in this order Football concessions/Restroom (PCM bid of $48,050 for 12X24), T Ball Concessions/Restroom (PCM bid of$48,050 for 12X24), 8 New Bleachers - $33,000, that was part of the original items in the bond package. Board member Matt Rose commented that concerning the contingency items, the change orders and art would be required to come out first, then once the project was completed the other items could be bid separately to gain the best overall pricing. May 31,2011 Parks and Recreation Board Page 3 of 3 Special Joint Work Session Meeting Minutes ADJOURNMENT A motion was made by board member Matt Rose, seconded by board member Gary Robas to adjourn the Parks and Recreation Board meeting at 7:40 p.m. A vote was taken and the motion passed unanimously. A motion was made by Councilwoman Culver, seconded by Councilman Jones to adjourn the City Council meeting at 7:40 p.m. A vote was taken and the motion passed unanimously. ATTEST: Nancy Williams, Park Board Secretary Anne Hiney, Chair 1),,t„liKS )N 300 Country Club, Building 100,Wylie,TX 75098 ,I I`r' OFVLi1 972.516.6340 VEND�, REGIS ,,, `II V` 0IOnce approve y is wf ill 1 ;;1 Re,>m grii li I f o. 11Row4lll1$ 4 monthsia.advenice a Gm, f mg iiiiza tjjvmr`jLtalll, Lc„, Name Phone Number W '1e1S HOPE 214_957_5000 Y Address Alternate Phone Number PO Box 2556 972 442 4477 -44 7 City/State/Zip E-mail Wylie, Carringt o@nstaff.CI Contact Person Name Phone Number Land Arrington SAE Address Alternate Phone Number 3204 Water ark Dr SAE Waterpark E-mail Wylie,TX75098 SAE Emergency Contact Name Phone Number Jeff Arrngton 214 957 6913 Address Alternate Phone Number 3204 Water ark Dr 972_442-4477 p City/State/Zip E-mail Wylie, TX 75098 effarrn ton werZon.net Y 1 g @ Eve L IIImt 'unrill aLmunmt Event Name Wylie Rodeo Weekend Type of Event Purpose of Event Craft&Vendor Fair Raise none for w „Ie IS HOPE Y Y Location Proposed Event Date(s) Olde City Park Saturday,September 17th Number of Individuals Vending Items Start Time End Time 75 7. Oarp 5:00pm p Anticipated Number in Attendance Event Target Audience 100o u n_u 'es a i l ii e Specific Items to be Sold Hand crafted jewelry,clothing,woodworking. At home sales products i.e. Mary Kay,Southern Living, Pampered Chef. Will also be holding"Fair"type competitions and other activities. NOTE: The City of Wylie has an exclusive contract that allows the sale of only Pepsi products within all park,recreation,community center facilities and other facilities.If food is prepared on-site or off-site and brought to the location to be sold,the vendor must contact the City Inspections Office(972.516.6420)in order to obtain a Health Permit prior to the sale of such products.An Inspector must examine the food preparation and food storage equipment to assure the health and safety of customers. Section 78-105 of the City Code of Ordinances states:It shall be unlawful for any person to solicit for sale,vend,peddle,sell or offer to sell any cold drinks,cigars,tobaccos,cigarettes,fruits, candies,goods,wares or merchandise of any kind or nature whatsoever within the city park or recreation or community center facility;provided,however,that this section shall not apply to any person,organizations,firms or corporations,or the agents of any person,or organization,firm or corporation,or employees of any person who are recommended by the parks and recreation board and approved by the city council to operate a concession or concessions for the sale of specified goods,or wares and merchandise within the city park or recreation or community center facilities of the city. Rev.4.11.11 i i y OF "4 t 1 i 300 Country Club, Building 100,Wylie,TX 75098 972.516.6340 rG , 1�` I iy ll t1„VE D 1R E � i „ y ioru ` , onaiize n t IIIP (i rrr �►I „rrr rr rrrrrrrr rrrrrrr ��r uuu �.r u°r u ur ,,,,,,rrrrrrrrrrrr ,,,,, r r �rrrrrr - rmmn mr Re',l 1 ! /�/ f�� 0 IV ' /� , ', ��� ,!itt et rq/� 1 � 14 f , r opo k Bo ', III,s;3 umonthsin i h'a uu ' , ', rrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrrr f�` '� � ,�� �� �` �" � it � f m, f mgmmmm .mfmunmms III ti mm`mumallls f ::: Name Phone Number Wylie Women s League 469.964.7425 Address Alternate Phone Number tm 321 South 4 Street City/State/Zip E-mail Wylie, TX 75098 ''ewla''co Y Y @Y Contact Person Name Phone Number Dan1e' 469.964.7425 Stacey Address Alternate Phone Number Saeasabove City/State/Zip E-mail Danie121@verizon.net Emergency Contact Name Phone Number Hanson 469.235.9341 Cathy Address Alternate Phone Number 3407 972.235.9341 Meandering Way City/State/Zip E-mail Wylie, TX 75098 Dancat.nanson VeC12On.net Y Dancat.hanson@verizon.net v emtIL. III mt 'unmmrmafmunmt Event Name Wylie Women s League Fall Festival Type of Event Purpose of Event Vendor Fair Scholarship Fun raiser p Location Proposed Event Date(s) to Old City Park in Downtown Oct.22 and/or Nov.5 (rain date) Number of Individuals Vending Items Start Time End Time 30ootns carp 5pm Anticipated Number in Attendance Event Target Audience 200400 Ad u'l ts Specific Items to be Sold This is a fall craft show. Last year we had 30 booths and event audience was around 200 people.This year we hope to have more vendors and audience of 300+. I set the times at 7-5, due to vendor setup and teardown.Open to public 9am—4pm NOTE: The City of Wylie has an exclusive contract that allows the sale of only Pepsi products within all park,recreation,community center facilities and other facilities.If food is prepared on-site or off-site and brought to the location to be sold,the vendor must contact the City Inspections Office(972.516.6420)in order to obtain a Health Permit prior to the sale of such products.An Inspector must examine the food preparation and food storage equipment to assure the health and safety of customers. Section 78-105 of the City Code of Ordinances states:It shall be unlawful for any person to solicit for sale,vend,peddle,sell or offer to sell any cold drinks,cigars,tobaccos,cigarettes,fruits, candies,goods,wares or merchandise of any kind or nature whatsoever within the city park or recreation or community center facility;provided,however,that this section shall not apply to any person,organizations,firms or corporations,or the agents of any person,or organization,firm or corporation,or employees of any person who are recommended by the parks and recreation board and approved by the city council to operate a concession or concessions for the sale of specified goods,or wares and merchandise within the city park or recreation or community center facilities of the city. Rev.4.11.11 Wylie Economic Development Corporation MEMORANDUM TO: Parks and Recreation Board FROM: Samuel Satterwhite, Executive Director SUBJECT: Ballard Street Parking DATE: June 22, 2011 Issue Consider issues surrounding the construction of parking to benefit Olde City Park. Analysis The Wylie Economic Development Corporation (WEDC) had attempted to purchase 0.198 acre from the Wylie First Baptist Church (FBC) to prepare for redevelopment in the future and facilitate increased parking for downtown businesses and Olde City Park. The property is located across Ballard Street from Olde City Park, adjacent to and south of Boyd Recording Studio. An attachment to this memo depicts the property more specifically. While the WEDC was unsuccessful in its attempt to purchase the property due to FBC policy issues, a scenario has been identified by which increased parking for Olde City Park and downtown businesses can be accomplished. The WEDC is currently negotiating with FBC to construct the parking improvements (±35 spaces) on the above referenced site, put in place a shared parking agreement with the FBC under which public parking is unrestricted, and with the WEDC to be reimbursed a portion or all of its expenses should the FBC sell the property or after a predetermined number of years pass. Due to the uncommon scenario of providing public improvements on private property, the WEDC Board of Directors is seeking input from the Parks and Recreation Board, Downtown Merchants Association, and the Wylie City Council prior to making a final determination as to the viability of the project. 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' arks do gars. CITY OF Y L Meeting Date: June 27, 2011 Item Number: 6 Division: Parks (Board Secretary's Use Only) Prepared By: Robert Diaz Account Code: Date Prepared: June 23, 2011 Budgeted Amount: $ Exhibits: Subject Discuss sizes of trails and sidewalks in residential and commercial development. Members of the Planning Department will be in attendance to address any questions or concerns. Recommendation n/a Discussion At the Trials Master Plan Kick off meeting held on June 7, Board Members Jim Ward and Gary Robas made inquiries to Senior Planner Charles Lee and City Engineer Chris Holsted regarding sidewalk standards for sidewalks along roadways and in developments. Charles responded in an email to Jim and Gary's questions and then they both wanted to have it put on the agenda to discuss the Board's position on the matter. Staff did meet with representatives with Planning to discuss this issue and felt it would benefit the Board to have the Planning team attend the meeting to discuss this issue directly with the Board. There are many variables that developers, Planning and Zoning Board, and City Council weigh when it comes to zoning issues. Planning representatives can speak to those variables more directly to answer any questions the Board might have. Approved Initial Date Department Director RD June 23 2011 Page 1 of 1