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03-26-2012 (Parks & Recreation) Agenda Packet Parks and Recreation CITYII ��Y.y ry�q yyy gy' 1{Iµ�'-i C 1�. i. O.Y. R I,,A Il...a• Meeting Agenda Monday, March 26,2012—6:30 p.m. Wylie Municipal Complex—Council Chambers 300 Country Club Road, Building 100 Wylie, Texas 75098 Anne Hiney Chair Matt Rose Vice-Chair Dan Chesnut Board Member Cristine Price Board Member Gary Robas Board Member Jim Ward Board Member Jeff Harris Board Member Robert Diaz Board Liaison Mary Bradley(Interim).. 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.wylietexas.gov 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 February 27, 2012 meeting. 2. Consider and act upon Bold Barbeque Vendor Application-to raise funds via barbeque sales, vendor sales, and concerts benefiting the Wounded Warrior Project at Olde City Park July 7, 2012 from 11:00 a.m. - 8:00 p.m. DISCUSSION ITEMS 3. Community Park Project update. 4. Recreation fees and Childcare age 7-11 program at Wylie Recreation Center update. ADJOURNMENT CERTIFICATION I certify that this Notice of Meeting was posted on this 23rd day of March 2012 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 Board CITY OF WYLIE Meeting Minutes Monday, February 27, 2012 —6:30 pm 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 6:34 p.m. Board Members present: Gary Robas, Matt Rose, Dan Chesnut, Cristine Price, Jim Ward, and Jeff Harris. Staff present: Robert Diaz, Board Liaison, Shohn Rogers, Parks and Recreation, and Park Board Interim Secretary, Mary Bradley. PRESENTATION WYLIE TRAILS MASTER PLAN PUBLIC INPUT MEETING Ms. Elizabeth McIlrath, RLA, ASLA, Dunaway Associates, Mr. Bud Melton, Bowman/Melton and Associates, Mr. Philip S. Neeley, Senior Architect, Land Design Partners made a presentation for Wylie Trails Master Plan to receive public Input. The plan analyzes the feasibility of a city-wide trail network and becomes a tool that the Board and City Council can use to provide future trail opportunities. Chair Hiney opened the meeting for questions and comments from the citizens, with the consultants and Mr. Diaz responding. Ms. Catherine Butschek, questioned the time lines for the trails and the cost. Mr. Howard Fisher questioned the proposed walking trail around Lake Lavon accessibility; and questioned floodplains reclaimed or used. Ms. Susan Gilbert recommended a hiking trial around Rush Creek. Ms. Dorothy Tenant expressed concern of the maintenance of Riverway Park within the Sage Creek Addition; and recommended keeping in touch with Homeowner's Association for their buy-in to the plan. Mr. Fred Zimbrick questioned parking availability. Mr. Jeremy Wade questioned the design standards and if there will be themes and architectural designs. Mr. Paul Taylor questioned the miles of trails and how compared to Plano or Allen. Minutes February 27,2012 Wylie Parks and Recreation Board Meeting Minutes Page 1 of 5 Board Member Harris questioned the funding. Mr. Neeley stated within the Report funding for future projects will be addressed but this study will not secure funds from grants or various networks, but it will only give recommendations of where funds may be pursued. Chair Hiney adjourned the meeting for short meeting and reconvened the meeting at 7:45P.M. CITIZENS PARTICIPATION Ms. Erica Baylor, 214 Lake Travis Drive and Ms. Cathy Jonson, 1713 Stonecrest Trail, approached the Board expressing in favor of not revising the Animal Ordinance. Ms. Jonson suggested better enforcement by posting signs and educating the citizens on putting a leash on pets while in the park. BUSINESS ITEMS 1. Consider and act upon approving the Minutes from the January 23, 2012 meeting. Board Action A motion was made by Member Robas, and seconded by Member Chesnut, to approve the minutes from the January 23, 2012 with no revisions. Motion carried 7-0. 2. Consider and act upon Relay for Life Vendor Application-to raise funds via vendor & craft sale for the American Cancer society in Olde City Park on April 21, 2012 from 8 am-3:00 pm. Mr. Diaz stated that the application is for Relay for Life, the funds will go toward American Cancer Society. Mr. James Kellogg, 1108 Chilton Drive, addressed the Board and commented that the vendors for his event will pay a $20.00 entry fee, and all the money raised will benefit the American Cancer Society. The vendors will also donate an item to be raffled off at the event, and 100 percent of those funds will go toward the event. Board Action A motion was made by Member Ward, and seconded by Member Rose, to approve Relay for Life Vendor Application to raise funds via vendor and craft sale for the American Cancer Society in Olde City Park on April 21, 2012 from 8 am to 3:00 pm. Motion carried 7 —0. 3. Consider and act upon Vendor Application- 1st Lt. Robert Welch Run for our Heroes Race to benefit the 1LT R.F. Welch III Memorial Scholarship via vendor booths at Olde City Park on April 14, 2012 from 9am to 3pm. Mr. Diaz stated this event is evolving, and the route is not determined yet, and could be around and behind the First Baptist Event Center. The applicant is requesting permission Minutes February 27,2012 Wylie Parks and Recreation Board Meeting Minutes Page 2 of 5 to have vendor booths at the Olde City Park, but has not determined the exact route and will need to go through the Police Department for road closure and assistance. Board Action A motion was made by Member Ward, and seconded by Member Robas, to approve Vendor Application— 1st Lt. Robert Welch Run for our Heroes Race to benefit the 1LT R.R. Welch III Memorial Scholarship via vendor booths at Olde City Park on April 14, 2012 from 9 am to 3 pm. Motion carried 7—0. 4. Consider and act upon Elana Walsh Vendor Application to raise funds for a Prom Alternative for high school seniors and for senior gifts via Chili Cook-off and Cake Auction at the Bart Peddicord Community Center on March 30, 2012 from 5:30 pm. to 10:30 pm. Mr. Diaz stated that the applicant wants to hold their event at the Bart Peddicord Community Center. No representative was present to answer questions. Member Harris questioned the hours of operation for the staff. Mr. Diaz responded that the hours of operation are to 11:00 pm. Board Action A motion was made by Member Ward, and seconded by Member Rose, to approve the Elana Walsh Vendor Application to raise funds for a Prom Alternative for high school seniors and for senior gifts via Chili Cook-off and Cake Auction at the Bart Peddicord Community Center on March 30, 2012 from 5:30 pm to 10:30 pm. Motion carried 7—0. DISCUSSION ITEMS 5. Discuss Community Park Project updates. Board Discussion Mr. Diaz presented pictures taken last Thursday showing improvements at Community Park. The Contractor would like to be done by April 1, 2012, weather permitting. Member Rose questioned if there will be a connectivity from the trail to the Akin Pavilion. Mr. Diaz stated that he will see if a connection can be made. Member Robas questioned the completion date for the concession stand. Member Rose questioned the tentative date for soil sod to go down. Mr. Diaz stated that soil test is completed and approved by the Landscape Architect, and sod can be installed beginning next week. Mr. Lance Wallace, 100 Mardi Gras, Wylie Baseball/Softball Association, stated that the concrete on the left field of Cooper Field will be exposed to the players. Mr. Diaz stated that the fence was constructed differently because that part of the field is shorter and there is no warning track on any of the baseball fields. Mr. Diaz also stated that this area will be made safe prior to any use. Mr. Diaz presented the last pay request, and the accounts where the funds are coming from. The construction costs are on target with the budget. Negotiations for funding for the field lighting are in the works between the Finance Department and American Minutes February 27,2012 Wylie Parks and Recreation Board Meeting Minutes Page 3 of 5 National Bank. Member Robas asked what the project contingency amount is, and if the change orders are complete. Mr. Diaz stated that he would find out on what the total amount for contingency is currently. A change order is in the works for the transition issues from the parking lot to the east toward the football area. The Members agreed upon a Site Tour for March 25, 2012 at 2:00 pm. 6. Discuss Community Park art update. Board Discussion Mr. Diaz stated that the Public Arts Advisory Board Liaison, Carole Ehrlich, submitted a call for artist's document for the Board review. The Board is to discuss appointing a Board Member to the selection panel, and confirm baseball as a theme. The consensus of the Board Members was for Chair Hiney to remain on the selection panel. Chair Hiney stated that if baseball was the predominant sport for Community Park, then the theme would make sense. If there were other sports played at Community, the artists would like a broader theme. The art will be located at the entrance of the baseball complex. Chair Hiney stated that to broader theme gives the artist more creative opportunities. Member Rose recommended a youth sports theme leaning toward baseball. The consensus of the Board was for a youth sports theme leaning toward baseball theme. 7. Discuss Parkland Dedication Ordinance. Board Discussion Mr. Diaz stated that from the last meeting, there was no clear direction the Board would like to take going forward in reviewing the Parkland Dedication Ordinance. Member Rose stated that he understood no change due to little amount of buildable land, and it would be detrimental to the City of Wylie bringing in future development by adding additional fees. Member Price stated that her understanding was not to add a separate fee, but to increase the Parkland Dedication fee, in order to guide developers to a Planned Development. Members discussed the need to increase the fees, and how much. Member Chesnut spoke in opposition of raising the fee, and stated that Council is more conservative across the board. Member Rose recommended another work session, and doing a survey of surrounding cities to see what their current fees are. Member Harris recommended increasing the fees and see how it works. Member Price recommended raising the fees across the board by twenty (20) percent. The Board Members were in consensus to raise the fees twenty (20) percent across the board. Member Ward stated that the total increase is over the amount from the recommendation of the overall Master Plan. Chair Hiney stated that the $300 increase for five or more single-family dwelling unit; $400 increase for three or four single-family dwelling units; $600 increase for the one or two single-family dwelling unit and $160 increase for the multi-family. Mr. Diaz asked for clarification that the increase is an alternative to the recommended Park Improvement Fee. Chair Hiney stated that was correct and for staff to set up a work session with Council to review. 8. Update Tree Preservation Ordinance. . Board Discussion Mr. Diaz stated that at the work session with Council, several concerns were brought up, which were highlighted in the report. The current Ordinance overlaps with similar wording in the Zoning ordinance. Staff will be meeting with Planning to review the Minutes February 27,2012 Wylie Parks and Recreation Board Meeting Minutes Page 4 of 5 ordinances for compatibility, and possibly put the proposed Tree Preservation Ordinance on an April Council agenda. 9. Update on Domestic Animal Ordinance. Mr. Diaz stated that at the work session with Council in February, the City Council commented that the proposed ordinance needed to focus on specific areas in park that would not allow animals, and they were also concerned about the additional time that it might take the Police Department to enforce the ordinance's provisions. Ordinance 94- 51, already in the Code of Ordinances, addresses restraining animals, owner's responsibility of preventing them from becoming a public nuisance, and animal noise. Board Members discussed utilizing this current ordinance and were in consensus that having better signage and educating the leagues on the current ordinance would be better than creating a new ordinance. ADJOURNMENT No further business to discuss a motion to adjourn was made by Member Robas, and seconded by Member Price. The meeting was adjourned at 9:40 p.m. by a 7-0 vote. Anne Hiney,Chairman ATTEST: Mary Bradley,Administrative Assistant Minutes February 27,2012 Wylie Parks and Recreation Board Meeting Minutes Page 5 of 5 , 'il'„nip 1;1'00°1,PS ("ohol,:o,,O,1) ilt Inoihn.IR i'',, ,11FY OF C " • 1 •)(LIE 300 Country Club, Building 100,Wylie,TX 75098 972.516.6340 '11- Ill900011001 „111111111 rigio ,1.00001;l'ill'illiiiiipi11111,11111,1,1,10iiiiirmliroo. 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' '.rks a o ecreatio gar. • CITY O Meeting Date: March 26, 2012 Item Number: 3 (Board Secretary's Use Only) Division: Parks Prepared By: Robert Diaz Account Code: Date Prepared: March 23, 2012 Budgeted Amount: $ Exhibits: 1 Subject, Community Park Project updates. Recommendation,,,,,,,, N/A Discussion Staff will review construction progress at Community Park with the Board. Attached to this agenda report is an updated construction schedule from JC Commercial. Staff and the contractor are working toward opening parts of Community Park for league play on March 31, 2012. The rest of the park will open as soon as both the league and staff feel the areas can be safely used. The Board, staff, and contractor will conduct a site visit to Community Park on Sunday, March 25 at 2pm. The Board and staff will discuss any issues related to the site visit at the regular meeting on Monday, March 26, 2012. The Board directed staff to provide the contingency amount for the Community Park project. As of the writing of this agenda report the numbers are not yet finalized. Staff is hoping to have the information to the Board by the Monday, March 26, 2012 meeting. If that information is not available by the time of the meeting it will be emailed to the Board as soon as it is possible. Approved. ,,,,,,,,,,;;;;;;;,,,,,,,,,,,,,,,,,,;;;;;;;, Initial Date Department Director RD 2/23/12 Page 1 of 1 X=Work Day W=Wet Day Wylie Park Improvements - Final Schedule R=Rain Days 0=Off/Holiday Month Mar Mar Mar Mar Mar Mar Mar Mar Mar Mar Mar April April April April April April April April April April April April April April April April April April April April April April April April April April April April Day 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Task Duration Responsible Party W T FSSMTWT F SSMTWT FSSMTWT F SSMTWT FSSMTWT F S Site Work Import topsoil 7d Central North w w x x x x x x x Irrigation pump 2d Central North w w x x x x Irrigation trimout 2d Central North w w x x x x x x x x x x x x Sod 7d Central North w w x x x x x x x x x x Place concrete trails 1d BEAM w w FRP hardscape 4d BEAM w w x x x x Joint Sealants 3d Artisan w w x x x x x Energize transformer 1d Oncor w w w w Building Shell Concrete counters 2d BEAM x x Doors/Hardware 1d Sherman Door x x Overhead Doors 1d Overhead Door x x Stone 3d Rock Con x x x x x x x Roof 3d Impact Roofing x x x _ r r Overhead Rough 2d K-D/Curtis x x x x Insulation 2d Seamonsters x x x Drywall Ceilings 2d Seamonsters x x Tape/Sand/Paint 4d Commercial Paint x x x x x Electric panels 2d K-D x x Pull wire 2d K-D x x City Release Meter 1d Toilet Partitions/Acc. 2d Sherman x x x MEP trimout 3d K-D/Curtis x x x x Trade Finals 2d K-D/Curtis Final Clean 2d x x x Building/Site Punch 5d All Trades x x x x x x x Cert.Of Occupancy 1 d JC Commercial Parks and Recreation Board AGENDA REPORT CITY OF. WYLIE Meeting Date: March 26, 2012 Item Number: 4 Division: Parks and Recreation (Board Secretary's Use Only) Prepared By: Robert Diaz Account Code: Date Prepared: March 21, 2012 Budgeted Amount: $ Exhibits: Subject Discuss recreation fees and Childcare age 7-11 program at Wylie Recreation Center update. Recommendation N/A Discussion Staff is reviewing the points regarding recreation fees and facility fees that were discussed at the December 2011 and January 2012 Board meetings. Board recommendations: • From Board 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. • From Board Member Rose:Family Pass Plus where each addition family member is discounted 50%after the base family pass is purchased. • From Board Member Price: $325 for the family of four,$450 for up to six members,$525 for eight,dual pack$275. • From Board Member Robas:Increase family rate to$350 in addition to what Board Member Price suggested and keep the two member family at$350. • From Board 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. • From Board 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 or Council decides. • All Board Members were in consensus to raise rates for meeting rooms at the Bart Peddicord Community Center to be the same as the Wylie Recreation Center. Staff recommendations: • Raise the minimum age for children getting a membership to 7 years old from 3 years old. • Raise the adult membership to 18 years of age and up. • Increase the number of pass holders for a family membership from 4 to unlimited(in the same household). • Raise rates for meeting rooms at the Bart Peddicord Community Center to be the same as the Wylie Recreation Center. • Clarify the fee ordinance in defining"large events"vs."meetings." • Clarify who is required to pay deposits and for the type of event a deposit is required at the Bart Peddicord Community Center. Wylie Recreation Center 7-11 program review: Childcare 7—11 Attendance January 3—March 22,2012,a total of 35 days. 192 total individual children served.Averaging 5.49 individual children per day. Below is the age breakdown of attendance in the program. This shows that a large number of users(69%are 7 and 8 year olds). Average Hourly Attendance by Age: 47%7 year olds 22% 8 year olds Page 1 of 2 Page 2 of 2 19%9 year olds 7% 10 year olds 6% 11 year olds Revenue: We have sold$82 in punch cards(some of those punches could have been used in 6 month—6 yrs.childcare room.) 5 -Annual Family Passes were sold to people using Childcare 7—11 during January and February,2012 1 -Annual Adult Pass was sold to a person using Childcare 7—11 during January and February,2012 This information will provide a snapshot of attendance and revenues generated by the 7-11 childcare programs and will be reviewed by the City Council at the April 10,2012 meeting. Approved By Initial Date Department Director RD March 21 2012 IX. Parks and Recreation A. Definitions. Corporate shall mean any company or business with an address in the City of Wylie. The city may require written proof of address of the company or business. Non-resident shall mean any person or persons who reside outside of the City of Wylie city limits. Resident shall mean any person or persons who reside in the City of Wylie city limits and can provide proof of resident status by showing a current utility bill. Wylie non-profit group shall mean a qualified non-profit group that provides a benefit and/or service in the City of Wylie. The city may require written proof of non-profit or 501(c)(3)status. B. City Manager Authority. The city manager or his or her designee shall have the authority to establish and/or amend fees related to the programs, classes and related services available through Wylie Parks and Recreation. C. Pavilion Rental(excluding neighborhood parks). Wylie Non-Profit Groups $5.00 per hour(not to exceed $20.00 per day) Residents, per hour 10.00 Non-residents, per hour 25.00 D. Athletic Field Reservation Fees. Per person, per sport season, 18 and under$5.00 Per person, per sport season, 19 and older 10.00 Athletic field light, per hour/per field 18.00 Tournament or single use—per field reservation 10.00 per hour plus lights Light key deposit 100.00 Late payment fee(athletic fields)Amount owed plus 10% E. Bart Peddicord Community Center Fees(two-hour minimum)($100.00 deposits required on large events). Room rental Wylie non-profit groups No charge Residents, per hour$25.00 Non-residents, per hour 35.00 Kitchen use fee Wylie non-profit groups No charge Resident, per hour 25.00 Non-resident, per hour 35.00 Cancellation fee (within 14 days of rental date)50.00 F. Park Land Dedication Fees(land dedication—minimum five acres and five acres per 100 lots). Five or more lots per acre, per lot$1,500.00 Three or four lots per acre, per lot 2,000.00 One or two lots per acre, per lot 3,000.00 Apartment units, per unit 800.00 G. Wylie Recreation Center Fees. Residents Non-residents Membership Fees Adults 17 and older Annual Membership Fee $175.00 $225.00 Youth (3-16) Annual Membership Fee 105.00 135.00 Senior 55 and older Annual Membership Fee 105.00 135.00 Family Annual Membership up to 4 members 325.00 405.00 Corporate Annual Membership (individual must 185.00 present most recent check stub as proof of employment) Adult 3 month 65.00 80.00 Youth 3 month 30.00 40.00 Senior 3 month 30.00 40.00 Family 3 month 120.00 150.00 Adult 1 month 30.00 40.00 Youth 1 month 25.00 30.00 Senior 1 month 25.00 30.00 Adult Daily Pass 8.00 8.00 Youth Daily Pass 5.00 5.00 Senior Daily Pass 5.00 5.00 I.D. Card Replacement (per card) 5.00 5.00 Facility Fees Aerobics Room/hour $35.00 $45.00 Classroom/hour 30.00 40.00 Climbing Wall/hour 55.00 65.00 Meeting Room (per section)/hour 45.00 55.00 Kitchen/hour 35.00 45.00 Gym (1/2 court)/hour 55.00 65.00 Gym (full court)/hour 105.00 135.00 Gym (all sections/4-hour minimum) 325.00 405.00 Meeting Room (all sections/4-hour minimum) 255.00 325.00 Full Facility (all sections of gym and meeting 495.00 645.00 rooms)/4-hour minimum-125.00 per hour after 4 hours Cancellation Fee 50.00 50.00 (within 14 days of rental) Deposits 100.00 100.00 Wylie Non-Profit Groups Regular Rates Regular Rates The rate for the use of the Wylie Recreation Center by city employees is free. Family members of city employees may receive a 25 percent discount on their membership fee to the Wylie Recreation Center, based upon resident rates.