09-24-2012 (Parks & Recreation) Minutes Parks and Recreation Board
CITY OF WYLIE
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Meeting Minutes
Monday,September 24,2012—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 6:30 p.m.
Board Members present: Jim Ward(arrived 6:33 p.m.),Dan Chesnut,Jeff Harris(left at 7:43 p.m.),Emmett Jones and
Jeremy White.
Staff members present: Board Liaison and Parks and Recreation Superintendent,Robert Diaz,Public Services Director,
Mike Sferra,and Park Board Secretary,Janet Hawkes.
CITIZENS PARTICIPATION
No citizens addressed the Board.
BUSINESS ITEMS
1. Consider and act upon approving the Minutes from the August 20, 2012 meeting.
Board Action:
Board Member Harris made a motion, seconded by Board Member Jones to approve the minutes from the
August 20, 2012 meeting. A vote was taken and passed 6-0.
DISCUSSION ITEMS
2. Discuss the proposed parkland dedication in the Lewis Tract Development.
Board Discussion:
Public Services Director,Mike Sferra turned over the discussion to developer Jim Douglas to present to the board
the potential subdivision development of the approximately 50 acre Lewis Tract located north of Wylie East High
School(WEHS). The Lewis family requested,to which the developer agreed,to rebuild the lake dock and preserve
many of the property's trees by hand clearing the land. 9.7 acres of the open space land is non-flood plain, and a
proposed 3,200 linear foot hike and bike trail would connect directly to the WEHS trail which will be open to all
citizens as well as WEHS but maintained by the community's HOA with no additional city expense. At least 4 park
benches,park lighting, and a pavilion are in the conceptual plan. Lots on the south side of the proposed
development backing up to WEHS would have a masonry wall, and wooded lots on the east would likely get
wrought iron fencing or stay open and natural, whichever the City of Wylie and WEHS prefers. Mr.Douglas stated
he plans to add overlay to improve the adjacent portion of Bennett Road but agreed he would rebuild the road with
concrete if the city required it. He stated that he considered connecting the trails to Bennett Road. Mr.Douglas
stated that they will develop all the intended amenities in the first phase. The Board also requested some further
detailed information regarding the exact dedication required for the number of lots that are intended to be developed
be supplied for the next meeting when this dedication would be brought back to the Board for final approval.
Superintendent Diaz advised that the Board will be able to approve the dedication at the November Board meeting
pending the outcome of the City Council approving the annexation of the property.
.Qat.. 3. Discussion regarding the expenditure of remaining contingency funds from the 2011
Community Park Improvements Project.
Board Discussion:
Director Sferra stated that we will have approximately$80,000 remaining in the Community Park Improvements
Project contingency funds. Funding for the plaza art(including any utility expenses)will need to come out of these
funds as well. Lance Wallace,Wylie Baseball/Softball Association(WSBA)President was in attendance. He,
along with the Board, advised staff that they preferred the contingency fund monies go in Community Park to fund
either of the following;a small T-ball restroom with storage closet and no area for concessions between T-ball fields
2 and 3;a small restroom with storage closet and no concession area at Founders Park near the football fields: shade
structures and bleachers for the larger ball fields;or and irrigation and landscaping for the Community Park plaza
area. Director Sferra advised the Board that the direction of City Council was for the contingency funds to be spent
toward a football concession/restroom,a T-ball concession/restroom at Community Park and/or approximately eight
new bleachers. Mr. Sferra added that if we deviated from these three ideas the discussion would need to go back to
City Council.
In conclusion,the Board requested Director Sferra to pursue the following for the October Parks and Recreation
Board(PARB)meeting: 1)obtain cost estimates for one or two locations at both Founders Park and Community
Park for potential sites to construct a small restroom/storage building at each 2)check on the current utility
availability at these proposed spots at both parks, 3)obtain bleacher and bleacher cover costs, and 4)obtain cost
estimate for irrigation to be installed at Community Park plaza.
4. Discuss Recreation Fee options.
Board Discussion:
Superintendent Diaz presented the Board with charts put together by Staff showing peak hours,peak usage, and
peak capacity of the Recreation Center as well as how many family memberships(of four)have been sold since
opening. Peak hours January/2012 through August/2012 show 70,000 more patrons than the prior year during the
hours of 10:30 a.m. to 11:30 a.m. and 4:30 p.m. to 9:30 p.m., which are considered peak usage times at the
Recreation Center. Staff advised that they feel we are closer to reaching full capacity only in the summer months
(June,July and August)due to the high number of youth passes sold,but overall we have not yet reached full
capacity and are currently accommodating usage adequately,particularly during the non-summer months. He
mentioned that staff is increased in number during the summer months which helps accommodate with the larger
attendance. In regards to family passes, Superintendent Diaz stated that the increase is flat overall. Some three-
month memberships have increased; slight increase for senior passes,but primarily the increase was seen for the
adult passes.
Superintendent Diaz advised that the Recreation Center fees are to be reviewed every couple of years to see where
they are in numbers and percentages in relation to the cost recovery goals and to see if there is a justifiable reason to
increase the rates. He states that numbers show we are currently meeting revenues and accommodating the need;
however, the goal is to increase the percent of recovery over time. Superintendent Diaz suggests increasing all of
the membership fees across the board without changing the day passes because they are considered to be on the
higher-priced end already.
Board Member Chesnut suggested a possible way to increase revenue is by extending the advertisement for classes
to include use of all monitors in the recreation center and library to streamline the upcoming class information. Diaz
advised that staff is currently working with Public Information to utilize accessing all televisions and monitors to
advertise,but he also advised that marketing push is currently achieved on our website and brochures as well as
Facebook, the Connections Magazine and The Wylie News newspaper.
Superintendent Diaz stated that based on the various data presented by Staff and discussed by the Board over the last
several months, we are currently at a point where documentation can be put together presenting clear representation
of our numbers and percentages,as well as realistic cost recovery goals that can be presented to the City Council at a
future meeting for their recommendation for direction. Board member Jim Ward suggested that a"State of the
Wylie Recreation Center"document be presented based on the information discussed and that document be used to
discuss any changes with the City Council. Superintendent Diaz will be preparing a draft document for Board
review at the October meeting based on Board comments.
ADJOURNMENT
There being no further business a motion to adjourn was made by Board Member Chesnut and seconded by Board Member
Jones. The meeting was adjourned at 8:20 p.m. by unanimous consent.
ATTEST:
Janet awkes, Park Board Secretary Matt Rose, Park Board Chairman
Minutes September 24, 2012
Wylie Parks and Recreation Board Meeting
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