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02-25-2013 (Parks & Recreation) Minutes CITY OF WYLIE Parks and Recreation Board Meeting Minutes Monday, February 25,2013—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: Dan Chesnut,Lisa Ulmer,Jeremy White and Emmett Jones. Jeff Harris and Jim Ward were absent from the meeting. Staff members present: 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 January 28, 2013 meeting. Board Action: Board Member White made a motion, seconded by Board Member Jones to approve the minutes from the January 28, 2013 meeting. A vote was taken and passed 5-0. DISCUSSION ITEMS • Discussion regarding utility/restroom costs at Founders and Community Parks using contingency funds from Community Park project. Board Discussion: Superintendent Diaz commented that this item had been on the last two meeting agendas, and the consensus generally had been that the Board would like to see all four projects completed using available contingency funds. Superintendent Diaz noted that representatives, Lance Wallace, the Wylie Baseball/Softball Association(WBSA)president, and Bill Lambert, the Wylie Football Association(WFL)president, were not in attendance at tonight's meeting to give their input on allocation of contingency funds. Superintendent Diaz stated that after staff discussion of various alternatives, staff proposed the following concept for the Board's consideration: As part of the budget process for FY 2013-14,request a sufficient amount of funding in the General Funding/or 4B Fund to accomplish all four priorities. The existing contingency funds and the WBSA's willingness to contribute funding for bleacher covers at Community Park can be combined with the budget request to reflect a comprehensive funding proposal. It is anticipated that budget discussion will occur in approximately five months. At that time, we would have an indication of the possible outcome of the request. If successful,we could initiate improvements next fiscal year. If unsuccessful, the Board could finalize an approach for the allocation of the contingency funds and move forward. Superintendent stated that there was no timeline in place wherein the contingency funds must be spent and that Staff suggests going through the 2013-14 budget process to see if the remainder of the funds needed could be acquired in order to complete all four items. The primary negative to this plan would be a delay in the start of any improvements until year end. He stated that the WBSA has additional funds (approximately$36,000), a possible addition to the contingency money, which is currently planned to fund a large portion of the bleacher shade covers. It is estimated that a need for an additional $20,000 - 30,000 is required to complete this project in its entirety. Board Chairman Rose inquired about the remaining funds in the Park Acquisition and Improvement(A&I) account. Superintendent Diaz advised that Park A&I funds for the west zone (Founders Park)had been depleted after this budget year due to the County grant for a trail project, the central zone funds went toward parking lot improvements at Community Park, and the east zone funds were low due to its use on the county grant projects at Pheasant Creek Park. Board Chairman Rose advised he had discussed contingency fund allocation preferences with WBSA and WFL representatives. He stated that the WFL suggested that although it would be desired at some point, an additional restroom facility in Founders Park was not considered to be a huge priority for them at this time and could wait to be requested for the fiscal year 2013-14 budget. Board Chairman Rose advised that the WBSA would like to use the Community Park Contingency Funds toward the construction of a T-ball restroom as well as additional bleacher shade covers at Community Park. He also added that the Cooper Field at Community Park is in need of new bleachers. Superintendent Diaz stated that when park priorities were decided two years ago, the WFL was still at Community Park, and subsequently, at that point the needs were different. He suggested using the contingency funds to complete the project at Community Park and later request a restroom facility for the WFL at Founders Park next year. He explained that this plan would enable us to move forward with the WBSA needs at Community Park as well as begin construction for the T-ball restrooms as early as mid-summer;however, this plan would have to be approved by City Council before proceeding. Superintendent Diaz noted that most likely construction of the intended restrooms as well as installation of bleacher shade covers could be done without having to close parts of Community Park. Board Member Chesnut advised that a delay in beginning any proposed projects concerned him due to the possibly of a rise in construction costs. Board Member Chesnut recommended the Board to officially request a budget amendment for funding toward the proposed park plans, as well as to begin using contingency funds immediately to start the desired projects of constructing a T-ball restroom facility at Community Park and purchasing bleacher shade covers. Superintendent Diaz stated that a 2012-13 mid-year budget amendment would unlikely be approved but that the decision would ultimately be at the discretion of City Manager, Mindy Manson. Superintendent Diaz advised and the Board agreed to bring back the item as an action item regarding utility/restroom costs at Founders and Community Parks using contingency funds from the 2005 bond projects, at the March Board meeting. This regular business item should include completion of the T-ball restrooms at Community Park in the current fiscal year and fund shade structures/bleachers, and a funding for a restroom facility at Founders Park for the next fiscal year. Minutes February 25, 2012 Wylie Parks and Recreation Board Meeting Page 2 • Discuss dates for Board tour of park and recreation facilities in 2013. Board Discussion: Superintendent Diaz advised that Staff had been working with the Art Board in regards to the Art Dedication at Community Park. The Dedication is scheduled to take place between 10:00am and 11:00am on March 23,2013, lasting approximately 20 minutes. Superintendent Diaz advised, and the Board agreed, to go ahead and schedule the Park Board's tour of Parks and Recreation facilities immediately following the Art Board Dedication. He also advised the Senior Center bus was already reserved for this tour, and therefore Parks and Recreation Board Members should meet at the Senior Center around noon, load onto the bus and proceed to touring as many parks as time permits. Staff will pursue confirmation of the planned tour as well as Board Member availability via email,particularly Board Member Harris and Board Member Ward, who were both absent from the February meeting. The Board recommends planning to visit Wylie parks located east of Highway 78 including but not limited to Community Park,Valentine Park, Avalon Park, Eureka Park,Twin Lakes Park,Kirby Park, Pheasant Creek Estates Park, Muddy Creek Nature Preserve, Oncor/Lavon Park as well as the newly renovated Senior Center. Board Member Chesnut requested also visiting the park in process of construction located in the Douglas property,Kreymer Estates, if time allowed. The Board agreed that October 5, 2013 and October 12, 2013 should continue to be date options for the second tour(facilities west of Highway 78)that the Board can consider, finalize and schedule later on in the year. Superintendent Diaz advised he will include an updated packet in regards to this for the March Parks Board meeting. ADJOURNMENT There being no further business a motion to adjourn was made by Board Member Chesnut and seconded by Board Member Ulmer. The meeting was adjourned at 7:04 p.m. by unanimous consent. ATTEST: Janet Hawkes, Park Board Secretary Matt Rose, Park Board Chairman Minutes February 25, 2012 Wylie Parks and Recreation Board Meeting Dine