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07-23-2012 (Parks & Recreation) Minutes rit Parks and Recreation Board CITY OF WYLIE • Meeting Minutes Monday,July 23,2012-6:30 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 Chairman Matt Rose,called the meeting to order at 6:32 p.m. Board Members present: Dan Chesnut,Jim Ward,Jeff Harris,Gloria Smith,Emmett Jones and Jeremy White. Staff members present: Board Liaison and Superintendent,Robert Diaz,Public Services Director,Mike Sferra,and Park Board Secretary Interim,Janet Hawkes. ELECTION OF BOARD CHAIR AND VICE-CHAIR Board Member Harris made a motion,seconded by Board Member Chesnut to nominate Board Member Matt Rose for the open position of Chairperson. A vote was taken and passed 7-0. Board Member Ward made a motion to nominate himself, seconded by Dan Chesnut,for the open position of Vice-Chairperson. A vote was taken and passed 7-0. PRESENTATION Board and Staff presented a plaque to outgoing Chairwoman,Anne Hiney,for her 12 years of dedicated service to the Parks and Recreation Board. CITIZENS PARTICIPATION City of Wylie Citizen,Dot Tinnin,requested information on the Trails project timeline. She also inquired about the City of Wylie Parks and Recreations Department's consideration of putting in a swimming pool. Since her inquiries were not listed items on the agenda, Superintendent Diaz recommended Ms.Tinnin provide Secretary Hawkes with her contact information so that he may contact her to give her the information she inquired about. BUSINESS ITEMS 1. Consider and act upon approving the Minutes from the June 25, 2012 meeting. Board Action Board Member Chesnut made a motion,seconded by Board Member Harris to approve the minutes from the June 25,2012 meeting. A vote was taken and passed 7-0. 2. Consider and act upon naming the unnamed pavilion at Community Park as Akin Pavilion. Board Discussion Public Services Director,Mike Sferra recommended to the Board to name the unnamed pavilion at Community Park as Akin Pavilion. He stated that the current Akin Pavilion is used by Wylie Baseball and Softball Association as storage. Board Member Chesnut advised that the unnamed pavilion was originally intended to be named after Raymond Cooper because he was one of the chief contributors of the building many years ago. Board Member Harris made a motion,seconded by Vice Chair Ward to approve removing the name of the current Akin Pavilion (storage building)and naming the unnamed picnic pavilion at Community Park Akin Pavilion. The Board also wanted staff to confirm at the next meeting if the plaque on the building located closest to the picnic pavilion has been dedicated and who it was dedicated too. A vote was taken and passed 7-0. DISCUSSION ITEMS 3. Discuss Parks and Recreation Board Bylaws. Board Member Chestnut suggested adding a chain of command clause to the bylaws so that Board members could contact staff regarding their issues or concerns. It was suggested to add the clause to Article V of the bylaws. Superintendent Diaz advised that the City Council will ultimately need to approve the proposed amendment and it may need to be reviewed by the City Attorney. Board Member White asked if this Article includes a means to put discussion items on the agenda. Public Services Director,Mike Sferra stated that the bylaws include provisions for placing items on the agenda. Superintendent Diaz stated that he will confer with the City Secretary about amending the bylaws regarding the adding of wording regarding placing items on the agenda at the meeting. Superintendent Diaz also stated that he would bring an option for the bylaws for Board review at the next meeting regarding a chain of command. 4. Discuss Recreation Fee Options. Superintendent Diaz reviewed a breakdown of Recreation Center fees and reminded the Board that October 1,2011 thru September 31,2012 represents the City of Wylie's current fiscal year,which is the second budget year for the Recreation Center since its grand opening. The Recreation Center funds are derived from recreation center revenues and 4B half cent sales tax. Vice Chairman Ward asked how many more years were left to pay on the Municipal Complex land,and Public Services Director,Mike Sferra confirmed it is 13 years. Superintendent Diaz stated that the Recreation Center budget was refined for the upcoming fiscal year primarily by taking a portion of the Superintendent salary out of the budget as well as a reducing electric utility expense. Board Chairman Rose asked if the funds will balance,and Superintendent Diaz explained that any excess revenue will be put back into next year's budget. He also noted that the Finance Department stated there must be a percentage of money remaining in the 4B fund balance at the fiscal year end. At this time there is not a set amount of money required to be left in the Recreation Center's fund but an amount could be set up for determination in the future. Superintendent Diaz stated that Recreation Center Manager Carmen Powlen informed him there has been an increase in attendance at the Recreation Center mainly due to the summer months and that we should wait until summer is over to evaluate. Recreation Manager Powlen believes we are close to capacity with attendance as well as memberships. Superintendent Diaz advised he would be submitting more concrete numbers on member usage to review validation for an increase in Recreation Center fees. The current data would suggest only a slight increase in fees is possibly necessary;however,another option to approach the budget would be to refine operation costs. Programming and classes have also helped improve the budgeted revenues and are anticipated to continue climbing in the future. Board Member Jones asked what our revenue expectations are and if there was another way to refine operational costs,particularly because classes are improving as the memberships flatten out. Board member Jones also asked why,if we are looking at having a Rec Center fund balance,did we need to increase the Rec Center membership fees. Superintendent Diaz answered that our current goal is to reduce the amount of subsidy. Vice Chair Ward added that it was also our goal to reduce the amount that the Recreation Center receives from 4B so that more 4B funding could be used to fund projects within the Parks Division. Superintendent Diaz stated that before the Recreation Center opened,it was recommended by a consultant to review the fees and implement rate increases and budget evaluation as necessary every two years. Superintendent Diaz clarified that the peak usage capacity is probably occurring between 5:00 pm and 8:00 pm, Monday through Friday at the Recreation Center. Superintendent Diaz advised he would confirm the data to support this question and present them at the August meeting. Board Member Chesnut added,along with Board Member Jones in agreement,that if an increase in fees was implemented,everything will need to be ready for Council to approve very quickly and therefore suggested that we not rush into a decision on implementing a rate increase until all numbers and data are fully evaluated. Board Member Chesnut added that we will likely need to finish this fiscal year prior to pursuing a rate increase. Superintendent Diaz advised,with Chairman Rose in agreement,that a recommendation be implemented to bring this item back in September and thereafter have work sessions with City Council. Board Chairman Rose asked if we could look at the family memberships and see how many families purchased additional passes for other family members. Superintendent Diaz stated that he would get with Recreation Manager Carmen Powlen on that data and also with the Finance Department to if a recreation fund balance policy was going Minutes July 23, 2012 Wylie Parks and Recreation Board Meeting Page 2 of 3 to be implemented and bring these items to the August Parks Board meeting. 5. Discuss Collin County Grant proposals. Director Sferra stated that 2.2 million dollars has been released by Collin County for grant applications. The first grant Wylie received was in 2004/2005 for playgrounds at Friendship Park and Community Park as well as land improvement and acquisitions for Olde City Park. He stated that Wylie also received money for Joel Scott Park landscaping and trail,Founders Park improvements and Community Park improvements. In regards to the Master Trails project at the Municipal Complex,Director Sferra indicated the goal to have a trail going from Brown Street to FM 544 on both sides of the creek behind the Municipal Complex. We will know in October whether the City's two current grant applications are approved. In the past Wylie's track record has been good in regards to the completion of grants awarded by Collin County. Director Sferra responded that both grant proposals were submitted on time along with requested modifications and are currently awaiting County approval which will be sometime in October. Vice Chair Ward inquired on installing lighting for the Sage Creek trail on Riverway. Director Sferra suggested possible sidewalk bond money is available to cover repair costs for the trail;however,no discussion has begun in regards to installation of lighting. He also stated that two separate grants were requested,$100,000 for the Pheasant Creek Park playground and$450,000 for the municipal trails;however,cities don't always get the exact amount of funds that they request on grants because the Collin County Open Space Board typically spreads their funds amongst many cities in the county. Vice Chair Ward asked if there was a maximum amount of grants a city can submit,to which Director Sferra responded that there was no limit. Board Member White asked if the City was pursuing any other forms of grants. Director Sferra responded no in that there are some grants offered which necessitate the hiring of an outside consultant to prepare the applications. ADJOURNMENT There being no further business a motion to adjourn was made by Vice Chairman Ward and seconded by Board Member Chesnut. The meeting was adjourned at 7:43 p.m.by unanimous consent. ATTEST: Quo Ja 'et Hawkes, Park Board Secretary Matt Rose, Park Board Chairman (Interim) Minutes July 23, 2012 Wylie Parks and Recreation Board Meeting Page 3 of 3