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12-18-2006 (Parks & Recreation) Minutes Wylie Parks and Recreation Board CITY OF WYLIE 1 Minutes Wylie Parks and Recreation Board Monday, December 18, 2006 — 6:30 pm Wylie Municipal Complex— Council Chambers Conference Room 2000 Highway 78 North CALL TO ORDER Announce the presence of a Quorum. Chairman Dan Chesnut called the meeting to order at 6:35 p.m. Board Members present were: David Willey, Anne Hiney, Donna Larson, Frankie Delgado, and Brandi Lafleur. Board Member Benny Jones was absent. Staff present was: Assistant Parks Superintendent Robert Diaz. CITIZENS PARTICIPATION No one was present for citizen's participation. BUSINESS ITEMS 1. Consider and act upon approving the Minutes from the November 27, 2006 Meeting. Board Action Board Member Willey made a motion and Board Member Hiney seconded to approve the Minutes of the November 27, 2006 Board Meeting. A vote was taken and passed 6-0 with Board Member Jones absent. DISCUSSION ITEMS 2. Staff updates: • Draft Agenda for Board Retreat in 2007. Staff/Board Discussion Minutes—December 18, 2006 Wylie Parks and Recreation Board Page 1 Board members reviewed the draft agenda for the 2007 Board Retreat as presented by staff. It was noted that the City Manager will be able to be present for the Retreat. Board Member Larson asked if the City Council will be attendance as well. Robert Diaz stated that the City Manager asked if staff would get with her after the first of the year to confirm if any of the City Council will be able to attend. Board Member Hiney asked if the Board Retreat is considered as a special called meeting. It was noted that the Board Retreat Agenda will be posted as all board meetings are. The Board had no changes to the draft agenda/schedule. The Board Retreat will include a roundtable discussion with the City Manager. The Board Retreat will also address the following: o Budget Priorities o Updated account balances - Acquisition and Improvement fund (includes dedication amounts), 4B and general funds o Parks to be developed o Staff Priorities o Build-Out of Founders Park and Community Park It was noted that at the January 22, 2007 meeting, budget priority suggestions for the Board Retreat will be presented by staff. Robert Diaz noted that a list of projects that were presented to the Board in 2004 will be reviewed again to identify completed projects and projects to be modified or added. Chairman Chesnut stated that he would like to see addressed the development of unfinished Park Land. It was noted that Avalon and Wylie Lakes Park land are ones to be addressed as to their development. Board Member Hiney asked about the development of the pond near Birmingham Farms Park. Mr. Diaz stated that dredging the pond was discussed earlier but this is a costly procedure. This issue will be discussed with the Public Works Director on what can be done. • Land near Olde City Park. Staff/Board Discussion Staff updated the Board on the plan for acquiring property near Olde City Park. A plat of the land was presented to the Board for their review. It was noted that the county property and the Kansas City Railroad (KCS) property will have to be purchased. For the KCS property, it was noted that $171,000 is the appraised value, not the market value. It was also noted that what is needed is the Caldwell right-of-way property, KCS and the County property. Mr. Diaz mentioned to the Board that First Baptist Church already had the adjacent Wylie Feed Store property and they purchased the railroad property and the County property; and is currently in the process of building a parking lot. Mr. Diaz stated that the city do not have the Caldwell property which is needed. Mr. Diaz also stated that Mike Sferra, Public Services Director, received a call from Staubach Realty, who is representing the rail road, asking the city to make them an offer on the property. Mr. Diaz noted that an appraisal will have to be completed before an offer can be made and it is estimated that the appraisal will cost $1500-3000.00 for the property which was not budgeted. A mid-year budget amendment is anticipated and will include the cost of the appraisal. It was noted that once the appraisals are completed that staff could submit a grant application this summer for the purchase of the property. It was noted that this is an item that can be discussed at the Park Board Retreat. Mr. Diaz stated discussion of available funds would be a topic for the upcoming Park Board Retreat. Minutes—December 18, 2006 Wylie Parks and Recreation Board Page 2 • Construction Status on Basketball Courts, Olde City Park, and Joel Scott Park. Staff/Board Discussion Staff updated the Board on the completion of projects. Basketball courts have been poured at Eureka Park, Community Park and Friendship Park. Lakeside Park is the site the next court will be poured and once all of the courts are completed, goals will be installed and stripped/painted. This project should be completed before the first of next year. Irrigation bids for Olde City Park has been scheduled to be received by staff and it was noted that irrigation of the parking lot across from the Community Center will be completed in-house which will be at a significant saving. Bids for irrigation of Joel Scott Park have also been scheduled and to be received by staff. Staff noted that trees are ready for installation. Board Member Willey asked about the trees planted along FM 544. Mr. Diaz stated that TxDOT is responsible for the trees along FM 544 and SH78. This is a part of the TxDOT Beautification Program which has been in the works for about a year. Board Member Hiney asked if the planting included shrubs. Mr. Diaz stated that there were no shrubs planted but in actuality Holly Trees were planted. It was noted that the Holly Trees will get larger but they will not be a huge tree. Board Member Hiney was concerned with view obstruction. Mr. Diaz assured the Board that this would not be a problem and that TxDOT is also providing irrigation for the trees and for the trees that were planted earlier as well. The City will mulch the trees and provide maintenance of tree wells. Board Member Delgado asked staff who was funding the cost of this project. Mr. Diaz stated that this project is funded from the TxDOT Beautification Program which is a great deal for the city and that this project provides the installation of boring and conduits which are needed for anticipated lighting along these areas. Staff noted that trees along certain parts of SH78 were not planted due to street cut throughs. • Update from the November 28, 2006 architect meeting with City Council. Staff/Board Discussion Mr. Diaz received from the Public Information Officer, Mark Witter, a framed drawing of the new sites of City Hall, Library and Recreation Center. Mr. Diaz outlined the location of the new sites as approved by Council. It was noted that a lot of property is left untouched and that less than 15 acres will be utilized to build the new facilities. Mr. Diaz stated that the facilities are designed to allow for expansion. Board Member Hiney stated that in regards to FM 1378, the City Engineer has stated that bids will be submitted Fall of 2007 and at the end of 2007 or beginning of 2008 construction will start. It was noted that emphasis has been placed on early construction of the facilities. Council and staff are considering public meetings to outline options of the new facilities. Board Member Hiney stated that during the meeting with the architects, it was noted that there is a cost of $60,000 per month per facility for each month of delay. Mr. Diaz stated that the architects has noted that a reduction of space from the Recreation Center would not be cost effective for the city due to the fact that this facility would be a revenue generating facility and a reduction in space would not generate enough revenue to keep it afloat. The size of the Library would remain around 30,000 square feet. Board Member Delgado asked about the use of allocated funds if corners are anticipated to be cut for the Recreation Center. It was noted that between several funds — Acquisition and Improvement Fund and 4B Fund, money could be available to furnish the Recreation Center if needed. Staff also noted that an enterprise plan can be prepared for the Recreation Center which will include staffing levels, anticipated revenue, etc. which can be Minutes—December 18, 2006 Wylie Parks and Recreation Board Page 3 presented to Council and the Park Board which also can be utilized to determine an amount to charge to recoup cost. It was noted that maintenance of the new 40,000-45,000 sq. foot facility will be costly. • Founders Park Bond Project. Staff/Board Discussion Staff noted the contract for this project was approved by Council at the December 12, 2006 Council meeting. Wylie Soccer Association wanted information regarding scheduling information which staff will provide as soon they receive it. It is anticipate that this project will go to bid fall of 2007 and with construction to start by the end of 2007. Staff also noted that meetings regarding this project may begin in January or February 2007. Board Member Willey asked about hike and bike trails and if staff has received any feedback from Wylie ISD and Birmingham Land. Staff responded that they have not received any feedback but will check on this. Discussion followed regarding hike and bike trails. Board Member Willey also stated that he would like to see the trails extend and tie into the Wells Property which he don't believe can be done at this time. Mr. Diaz noted that accessibility is a problem to be addressed regarding Founders Park. Board Member Hiney asked about the Hensley property. It was noted that Mr. Hensley has property for sell a price that is greater than the appraised price. Board Member Willey asked if staff anticipates any budgeting problems associated with this project. It was noted by staff that no problems are anticipated although the price of steel has risen and has a bearing, in that a lot of fencing will be utilized in this project; however, enough funds has been budgeted to cover this increase. In regards to a skate park, Board Member Delgado noted that there is land for sale by Joel Scott Park. Staff was asked for clarification on the zoning of this property which is located east of Joel Scott Park. It was noted that this property is zoned as retail and is owned by Birmingham Trust. Board Member Larson stated that plans for a skate park has been discussed and feasibility reviewed. Mr. Diaz stated that once pricing has been received for budget purposes, meetings can be scheduled between staff and the Park Board to receive input from the Board and to review what is needed for this project. It was noted that it would be good to include this project in April 2007 Budget amendments. Board members also requested a map that outlines every City park and HOA which will reflect accessibility of parks to the residents and also outline what land is available. ADJOURNMENT A motion was made by Board Member Hiney and seconded by Board Member Willey to adjourn. The consensus of the Board was to adjourn. The Board a ' urned at 8:10 p.m. s )ey(i)3 c_____‘,./ an Chesnut, Chairman ATT 1 Gay e Iton,Acting Secretary Minutes—December 18, 2006 Wylie Parks and Recreation Board Page 4