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05-14-2012 (Parks & Recreation) Minutes Parks and Recreation Board CITY OF WYLIE Meeting Minutes Monday, May 14,2012—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,Board Member Matt Rose,filling in for Chairwoman Anne Hiney,called the meeting to order at 6:32 p.m. Board Members present: Matt Rose,Cristine Price,Gary Robas,Jim Ward and Jeff Harris. Staff members present: Robert Diaz,Board Liaison and Park Board Secretary Interim,Janet Hawkes. CITIZENS PARTICIPATION No citizens addressed the Board. BUSINESS ITEMS 1. Consider and act upon approving the Minutes from the April 23, 2012 meeting. Board Action Board Member Robas made a motion,seconded by Board Member Price to approve the minutes from the April 23, 2012 meeting. A vote was taken and passed 5-0. 2. Remove from Table from April 23,2012 meeting: Consider and act upon approving the conceptual neighborhood park plans for the Forrest Ross property and Pheasant Creek Park prepared by consultants Teague Nall and Perkins, Inc. Board Discussion Superintendent Diaz presented the Board's requested updated park plan and price schedule from Teague Nall and Perkins,Inc.(TNP)for the conceptual neighborhood park plans for the Forrest Ross property and Pheasant Creek Park. Board Member Robas asked if the price plan represented the total estimated amount needed for Park area 2 (in the event Park Area 1 is not obtained)to which Superintendent Diaz affirmed. Board Member Rose commented that he liked the new design but noticed that price did not increase very much after adding amenities to Park Area 2. Superintendent Diaz stated that TNP added about$300,000 worth of amenities to the revised plan. Board Member Harris added,with Board Member Price in agreement,that he would like to see if there was any opportunity or discussion in consideration to adding a skate park in Park Area 2. Superintendent Diaz advised that this had not yet been discussed;however,since these plans are conceptual a skate park could be a possible amenity added to the plan.Board Member Rose asked and Superintendent Diaz confirmed that in the event the City of Wylie does not obtain Park Area 1,it would be possible to screen Park Area 2 from the property owned by North Texas Municipal Water District(NTMWD)in order to create a barrier between the park and the retention ponds owned by NTMWD. Superintendent Diaz added that NTMWD likes the conceptual Park Area 1 plan but currently has too many projects ongoing to make a decision on what to do with the property in question at this time. Board Action Board Member Ward made a motion,seconded by Board Member Price,to remove Item from Table from April 23, 2012 meeting. A vote was taken and passed 5-0. Board Member Ward made a motion,seconded by Board Member Robas to approve the conceptual neighborhood park plans for the Forrest Ross property and Pheasant Creek Park. A vote was taken and passed 5-0. DISCUSSION ITEMS 3. Review new summer recreation brochure and upcoming activities. Wylie Recreation Center staff, Katy Burton and Steven Harben,both Recreation Programmers, made a presentation reviewing the Wylie Recreation Center's summer activity and program guide. This menu was made available at City Hall,Wylie Recreation Center, Smith Library and Bart Peddicord Community Center and contains upcoming class information, membership fees and details,along with links to our webpage,blog and flip book. Each registration kicks off a full week of Early Bird Online Registration, which allows participants to get a sneak peek and register online for upcoming classes and receive a registration discount of 15% off all eligible activities. The Early Bird Online Registration enabled the Recreation Center to fill all 200 Tween Scene spots as well as 900 of the 1,200 WAVE openings. Katy Burton, Recreation Programmer recently applied for and received the NRPA Easton Archery Foundation grant that included archery instructor training for USA Archery Certification with the National Archery Association and $5,000 worth of archery equipment. Katy is now certified as a level 2 archery instructor. The Archery courses for ages 8 through 14,new this summer are at maximum capacity. Summer Karate courses for ages 7 and up has reached 26 registrations for classes starting June 4th. Summer Zumba for ages 13 plus has more than 60 registrations for classes beginning May 29th and due to its popularity a beginner level has been added to the menu. A variety of technique specific courses is offered this summer for ages 5-12. Lastly, with the opening of the senior center on the horizon,Wylie Recreation programs as a whole will continue to grow and shift with the trends and participant needs. 4. Community Park Project updates. Superintendent Diaz updated the Board of the progress at Community Park. He stated that TNP is working with the contractor to complete punch list items and final inspections, and a certificate of occupancy for the concession stand was issued May 9, 2012. Wylie Independent School District was able to let Wylie Baseball/Softball Association use the Wylie High School baseball field for junior and senior level baseball games beginning May 5, 2012, with senior and junior level games starting at Community Park after the Memorial Day weekend. The parking lot is currently being cleaned up and will be striped prior to being opened. To allow for additional parking,rock was installed in the non-developed parking areas. Board Member Harris asked if improvements will be made to the existing asphalted parking lots at Community. Superintendent Diaz responded that the two parking lots with asphalt have a considerable amount of damage, which is a maintenance issue. He stated that plans are underway for the City of Wylie Public Works Department to cut out and patch the damaged asphalt in hopes to budget an entirely new layer of asphalt to both parking lots for FY 2013. Board Member Price asked why the contractor JC Commercial was not responsible for repairing the damaged asphalt assuming they caused it. Superintendent Diaz responded that these asphalt parking lots were in bad shape with significant damage prior to construction and only got worse after construction began. JC Commercial is responsible to repair any direct damage they cause during construction such as the damaged irrigation system caused while adding the walking trail. Board Member Rose opened up discussion for plans of an official Community Park re-opening ribbon cutting ceremony possibly on June 9th, the day of the league's championship tournament,preferably early in the morning prior to the 9:00 AM games or late in the evening after the games are finished. WBSA President Lance Wallace suggested it be held sometime between May 21st and June 9th Superintendent Diaz agreed that June 9th was a good date for the Community Park opening ceremony but recommended an alternate date be chosen in case of inclement weather of which Board Member Rose suggested June 16`h. Superintendent Diaz advised that he would present the proposed dates to the Wylie City Manager,Mindy Manson and confirm dates with the Board later. Board Member Rose inquired on a planned access date to the concession stand for Wylie Baseball/Softball Association members anxious to set up shop. Superintendent Diaz advised that he will get an entry date for vendors during the upcoming meeting between the Parks Department and Teague Nall and Perkins. Board Member Price suggested another date be set for the Parks and Recreation Board to meet and view Community Park;however, Superintendent Diaz advised that Wednesday,May 16 at 4:30 pm was already set for an official tour, and a 72 hour notice must be posted for any subsequent official tours to be scheduled. He suggested that the Board would need to view the park on their own because it would be too difficult to plan another on site visit. 5. Review of the Parks Acquisition and Improvement Fund projects for FY 2012 and discuss projects for the FY 2013. Superintendent Diaz presented to the Board a Park Acquisition and Improvement(A&I)zone map as well as A&I Minutes May 14, 2012 Wylie Parks and Recreation Board Meeting Page 2 of 3 budget data showing available funds. Superintendent Diaz reviewed the various staff recommendations along with a review of last year's Board A&I recommendations. Board Member Ward inquired if any ideas have been explored into obtaining funding from Rockwall County to go toward the Pheasant Creek Plan to which Superintendent Diaz's response was no since the playground portion of the plan is located in Collin County. _. . Last year's A&I budget discussion included updating the West Zone and the Municipal Complex's property. Current FY projects include Dodd Park irrigation in the West Zone,replacement of receptacles and benches at parks in the Central Zone, as well as a proposed disc golf course in the East Zone. The FY 2013 budget for A&I is approximately$300,000 for the West Zone,$190,000 for the Central Zone and$92,000 for the East Zone. Possible West and East Zone opportunities include applying for grants from Collin County where the land value in could be used the match for improvements. Another funding possibility is a Texas Parks and Wildlife Trail Grant which would require the City to put 20% of the improvement costs up front and then the grant would cover the other 80%. It should be noted that county grants do not fund engineering or design for projects;however,funds for these items could be budgeted from 4B funds. The proposed funding for the Central Zone($190,000)could complete a large portion of the remaining undeveloped parking, landscaping, and other miscellaneous improvements at Community Park. Board Member Rose suggested focusing on the Municipal Complex Property by adding walking trails as well as various outside amenities as he would like to see it become a focal point for the City of Wylie. Board Member Harris agreed and compared a plan similar to the City of Plano's Bob Woodruff Park. Superintendent Diaz reviewed the 4B budget with the Board. Approximately$560,000 is the debt service for revenue bonds for the Municipal Complex Property, $260,000 for Parks salaries,and$246,000 for the Community Center. ADJOURNMENT There being no further business a motion to adjourn was made by Board Member Price and seconded by Board Member Rose. The meeting was adjourned at 8:01 p.m. by unanimous consent. ATTEST: 9.,,r.z.-/1 i✓Ct�� � _ V=G£ GIifqL/L. Janet Hawkes, Park Board Secretary Anne Hiney, Chairwoman (Interim) Minutes May 14, 2012 Wylie Parks and Recreation Board Meeting Page 3 of 3