12-10-2012 (Parks & Recreation) Minutes CITY OF WYLIE Parks and Recreation Board
Meeting Minutes
Monday, December 10,2012—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 6:31 p.m.
Board Members present: Dan Chesnut,Jeff Harris,Lisa Ulmer,and Jeremy White. Emmett Jones arrived to the
meeting at 6:32 p.m. Jeff Harris left the meeting at 8:03 pm. Jim Ward was absent from the meeting.
Staff members present: Director Mike Sferra,Board Liaison and Parks and Recreation Superintendent, Robert Diaz,
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 October 22,2012 meeting.
Board Action:
Board Member Harris made a motion,seconded by Board Member Ulmer to approve the minutes from the
October 22, 2012. A vote was taken and passed 5-0.
2. Consider and act upon approval of the parkland dedication for Lewis Ranch (Lewis
Tract).
Board Action:
Superintendent Diaz advised the Board that in consideration that the property has been recently annexed
into the City of Wylie the Applicant is seeking approval for the parkland dedication at Lewis Ranch. He
stated that the plan is still somewhat conceptual;however,the developer,Jim Douglas with Douglas
Properties,brought a lot more detail to this meeting and has moved forward with a more defined plan for
the Parks and Recreation Board(PARB)to review. The proposed development has 216 lots on 52.98 acres
or 4.07 lots per acre. If the developer chose to submit funds in lieu of land dedication, the amount would
be$432,000;however,the developer agreed to dedicate 9.17 acres of land to the City of Wylie as parkland
as well as install$372,512 worth of park improvements. This proposed combination of land and
improvements exceeds the minimum parkland dedication requirements. The developed park areas will be
dedicated to the City of Wylie with maintenance performed by the developer and eventually the home
owners association which is a similar approach taken with Kreymer Estates in 2011.
Developer Jim Douglas presented the board with a proposal drawn up by Tipton Engineering for park
amenities. Park improvements are to include an eight foot hike and bike trail, trail lights,irrigation,a tot
lot,pavilion,park benches,picnic tables,dock, fountain with lights and hand clearing of the park land to
avoid harming existing trees and environment. This park area will be accessible to the nearby high school
as well as the public. Bennett Road will be improved adjacent to the Lewis's land.
For lots backing up to park land,uniformly designed wrought iron fencing will be installed by the
homebuilder but homeowner could install privacy fencing or landscape screening within their lot if so
desired. Wrought iron fencing installation between the school and residential property is a possibility.
Existing trees greater than six inch caliper within flood plain will be protected. Open space,
drainage/floodway easement,and the public hike/bike trail will be dedicated to the City of Wylie. Lots
adjacent to school property will have a six foot masonry rear wall. Park area maintenance will be the
responsibility of the home owners association; however,the City of Wylie will perform playground safety
inspections as well as pavilion reservation scheduling. All park amenities will be installed prior to the
issuance of a Certificate of Occupancy.
Board Member Chesnut made a motion, seconded by Board Member Jones to approve the parkland
dedication for Lewis Ranch(Lewis Tract). A vote was taken and passed 6-0.
3. Consider and act upon approval of adding Item G,Article V-Section 4 to the Parks
and Recreation Board Bylaws.
Board Action:
The staff recommendation is to consider and act upon approving the adding of Item G, Article V-Section 4
to the Parks and Recreation Board Bylaws.
The Board reviewed the modifications to the Board Bylaws at the August 20, 2012 meeting and requested
this item to be further amended and brought back for consideration at the next PARB meeting. Once
approved, the amended bylaws will then be sent to the City Council for their consideration in the January
2013 meeting.
Board Member Chesnut made a motion, seconded by Board Member Jones to approve adding Item G,
Article V-Section four to the Parks and Recreation Board Bylaws. A vote was taken and passed 6-0.
4. Consider and act upon the approval of the 2013 meeting calendar.
Board Action:
Staff is bringing the 2013 meeting calendar to the Board for review. The calendar accounts for date
• conflicts such as holidays;however,can still be amended after approval if necessary. The August meeting
was changed to coordinate with the first day of Wylie Independent School District for the 2013/14 year.
Board Member Harris made a motion,seconded by Board Member White to approve the 2013 meeting
calendar. A vote was taken and passed 6-0.
DISCUSSION ITEMS
Discussion regarding utility/restroom costs at Founders and Community Parks
using contingency funds from Community Park project.
Board Discussion:
Director Sferra addressed the board to present Staff information and asked the Board for their input. City
Council stipulated that in consideration of available funds, a concession/restroom for football and T-ball be
constructed, additional bleachers installed,and a football scoreboard and/or press box be added,in that
order. Superintendent Diaz stated that after the completion of the 2005 Park Bond projects,there is
approximately$89,800 remaining in the contingency fund,and any PARB recommendations would need
City Council approval.
During the December PARB meeting the Park Board expressed interest in constructing a restroom/storage
building instead of a restroom/concession building. Staff subsequently obtained two recent preliminary
estimates from PCM,Inc. for a masonry restroom/storage building. A 30'x18' building with breezeway
would cost approximately$80,000 plus engineering fees($7,000)and extension of utilities($10,000-
$15,000,material cost only). A 22'x18' building with no breezeway would cost approximately$70,000
plus engineering fees($7,000)and utility extensions($10,000-$15,000, material cost only). Board
Member White inquired about land acquisition costs and Director Sferra advised him that there would be
no expense for utility extensions due to the fact that the locations of such are all City property and therefore
City employees will be providing all labor involved. Board Chairman Rose inquired on the most recent
estimate from PCM,Inc. compared to the previous lower estimate presented at the December PARB
meeting. Director Sferra note that the previous estimate was for a 12'x24' structure at$48,050, and it
included standard wood-frame/brick construction and an asphalt-shingle roof. Director Sferra stated that
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Wylie Parks and Recreation Board Meeting
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the recent estimate presents both buildings complementing the existing structures at Founders Park with
block construction, metal studs and a standing seam metal roof. This recent estimate includes a higher
grade building with a lot less maintenance for the City. Board Chairman Rose suggested constructing with
brick instead of block at Founders and block at Community. Board Member Harris agreed with
Superintendent Diaz that constructing with block is a lot lower in maintenance expense. Board Member
Chesnut and Board Member Jones agreed that they would like to see staff obtain estimates for two standard
restroom buildings with no attached storage. Board Member Harris suggested asking the contractor,PCM,
Inc. if using smaller block on the buildings could save some expense. Director Sferra agreed he would
proceed to obtain this information from PCM and bring it to the upcoming January 2013 PARB meeting.
Superintendent Diaz stated that Wylie Baseball Association(WBA)president,Lance Wallace advised him
that the WBA has secured approval for purchase of bleacher covers at Community Park. Superintendent
Diaz informed the Board that staff is finalizing purchase of bleachers for Community Park with funding
from the A&I budget. Additional bleachers can be purchased using contingency funds if necessary but
could also be removed from the possible expenditure list if not needed. Board Member Chestnut inquired
on the purpose of the storage building adjacent to the proposed bathroom,to which Superintendent Diaz
advised it would be serve as dual purpose storage initially for football with the potential for conversion into
a concession stand.
Discuss Collin County grant project status.
Board Discussion:
Director Sferra stated that Parks Manager, Shohn Rodgers was successful in obtaining a$47,000 grant to
add a park pavilion, walking trail and trail lighting at Pheasant Creek,planned to begin immediately after
City Council approval. Director Sferra obtained a grant in the amount of$215,000 for a concrete trail and
bridge connecting Brown Street to FM 1378 by routing the trail behind City Hall. If City Council
approves, a consultant for engineering drawings complying with ADA will need to be obtained,then plans
can begin to move forward with the$430,000 Municipal Park Trails project. Both projects would likely be
completed this fiscal year(2012/2013),possibly by September. Board Chairman Rose asked where the
two trail projects will impact the A&I funds. Superintendent Diaz advised the Board that staff had been
instructed to spend down the A&I funds which currently has$299,000 available for in the west zone
(Municipal Trails)and nearly$100,000 in the east zone(Pheasant Creek).
Director Sferra advised the Board that the Municipal Trails will start at FM 1378 outside the railroad right
of way, winding through the trees behind the back of City Hall,utilizing the existing bridge, going east into
the creek with the new proposed bridge, and into the east meadow,ending at Brown Street. Eventually
these trails will establish connectivity between Wylie High School,Founders Park,and Birmingham
Farms/Brown Street.
Discuss possible dates for Board tour of park and recreation facilities in 2013.
Board Discussion:
Superintendent Diaz advised the Board that a scheduled park tour lasting approximately two hours must be
posted because more than a quorum typically attends. He also stated that availability of the Community
Center van must be secured. Superintendent Diaz suggested holding the tour on March 23, 2013 after the
scheduled art dedication at Community Park since the Parks Board will be requested to attend that event.
He also suggested planning two separate tours,concentrating on the east side of town(Community Park)in
the spring and a tour on the west side of town(Founders Park)in the fall. Board Chairman Rose and Board
Member Jones agreed they preferred the idea of two separate tours,holding the spring tour April 13 or
April 20,2013 and the fall tour October 5 or October 12, 2013. Superintendent Diaz suggested that a final
decision should be made at the next PARB meeting after obtaining a more detailed timeline of the art
dedication.
Discuss 4B Fund and budgets.
Board Discussion:
Superintendent Diaz informed the Board that the 4B Parks and Recreation Sales Tax Fund is divided up as
follows: Recreation Fund at 36%, B.P.Community Center at 18%,Parks Operations at 17% (includes four
full time salaries)and Debt Service at 29%. Any increase or decrease in these areas will affect the overall
4B Fund. In FY2016 approximately$150,000 in Debt Service will be reduced with the payoff of the 1996
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Wylie Parks and Recreation Board Meeting
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4B revenue bonds. Refinancing of the remaining Debt Service can be reduced by approximately$25,000
annually($300,000 over the course of the bond term). An increase of 4B sales tax revenues could be
possible through City marketing efforts. A decision to sell the Bart Peddicord Community Center could
generate funds to pay down debt as well as a decrease in operation expenses by not having that facility to
manage. Over time, moving four Parks personnel from the 4B budget to the General Fund will also free up
some 4B funds.
Board Member Chesnut inquired and Superintendent Diaz confirmed that the Bart Peddicord Community
Center would stay open only on an as-needed basis after the proposed Senior Center facility opens. Board
Member Harris suggested changing the Community Center's non-profit, no-charge rate to a moderate
charge covering the cost of staff salaries during reservations, to which Superintendent Diaz advised an
approval for this change would be required from City Council. Board Chairman Rose expressed his
concern that approximately$180,000 is needed annually to reach a break-even point in the 4B fund, which
risks depletion if changes are not implemented soon.
Superintendent Diaz showed the Board that 4B pays for a lot of different things, and capping expenditures
is the biggest potential to increasing and maintaining funds. Items to consider in reduction of expenses or
increase in revenues for the Wylie Recreation Center include a reduction of the Recreation Center hours,
establishment of seasonal hours,capping yearly expenditures,increasing revenues by raising fees,
increasing revenues by increased marketing efforts,and looking for sponsorships to offset any expenses.
However, Superintendent Diaz points out that all areas receiving 4B funding should be looked at, not just
the Recreation Center. Board Chairman Rose
inquired and Superintendent Diaz responded that if a positive balance eventually resulted in the 4B fund,
that balance could be put toward additional trails or other additional projects and not necessarily
reallocated within existing accounts.
Board Member Chesnut inquired on items(i.e. medical and janitorial expenses)listed on the itemized
spreadsheet of the 2013/2014 fiscal year expense/budget showing large increases from the previous year.
Superintendent Diaz stated that this is why expenditure caps are necessary and he agreed to look into the
details behind these two increases and report back at the next meeting. Board Chairman Rose and Board
Member Chesnut agreed that expenditure caps are necessary to improve the 4B fund Board Member
Chesnut stated that he has been questioned by City of Wylie citizens on numerous occasions as to when an
aquatics center,additional trails and other city amenities will come to Wylie,to which his response is when
funding becomes available.
Director Sferra and Superintendent Diaz advised the Board that the next step with this item is to further
meet with City Manager,Mindy Manson and get her input on the ideas presented at this meeting wherein
she can advise as to the ones she feels may be worth pursuing. Director Sferra stated that the best way to
obtain changes and improve the 4B fund's evolving picture is by revisiting it every year with the goal of
increasing the balance and implementing ideas on how to improve this fund.
ADJOURNMENT
There being no further business a motion to adjourn was made by Board Member Jones and seconded by Board
Member Ulmer. The meeting was adjourned at 8:30 p.m. by unanimous consent.
ATTEST:
/4-7/ /74711'
Janet Nawkes, Park Board Secretary Matt Rose, Park Board Chairman
Minutes December 10, 2012
Wylie Parks and Recreation Board Meeting
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