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03-25-2013 (Parks & Recreation) Minutes CITY OF WYLIE Parks and Recreation Board Meeting Minutes Monday,March 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 6:35 p.m. Board Members present: Dan Chesnut,Jim Ward,Jeff Harris,Jeremy White and Emmett Jones. Lisa Ulmer arrived late to the meeting at 6:52 pm. 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 February 25,2013 meeting. Board Action: Board Member Harris made a motion,seconded by Board Member Jones to approve the minutes from the February 25,2013 meeting. A vote was taken and passed 6-0. DISCUSSION ITEMS • Discussion regarding contingency funds from the Community Park project. Board Discussion: Director Sferra advised the Board that making mid-year budget amendments to the 2012/2013 budget year to augment the remaining contingency funds was not a likely option. He pointed out that the current budget could not support such increases,and he noted the current inconsistency and fluctuation of 4B revenue. Board Chairman Rose stated that the contingency fund priority list was set when the Wylie Football League(WFL)was strictly at Community Park but has since moved to Founders Park. Superintendent Diaz advised that after speaking with Wylie Baseball/Softball Association(WBSA)president Lance Wallace,WBSA has approximately$35,000-$36,000 to support the bleacher cover project. Board Member Ward inquired on how many covers were needed in total,to which Board Chairman Rose advised that two covers on each of the four fields at Community Park were needed. Board Chairman Rose stated that with nearly$80,000 currently in the contingency fund account,spending $23,000 to complete the shade structures would leave$57,000 to pay for a restroom facility at Community Park. Board Member Ward,with Board Member Jones in agreement,suggested the Board's direction be focused on adding a restroom facility for the T-ball area at Community Park then completing as many shade structures as funding allows in conjunction with WBSA funds. Board Chairman Rose added that Cooper Field at Community Park was in need of one new set of bleachers. Board Member Ward advised he felt the direction should be to concentrate on completing a double stall restroom facility and not funding the shade structure project unless money is left over. Board Member Harris agreed but expressed the opinion that the actual cost of the restroom construction would be a lot less than what was estimated. He also offered to approach his employer requesting them to donate general contractor services to oversee the construction for the duration of the restroom project and in turn save money. After some discussion,the final consensus from the Board was to direct staff to prioritize proceeding with the plan to construct T-ball restrooms at Community Park,and if funding is available afterwards,to purchase additional bleacher covers for Community Park by partnering with WBSA. Director Sferra stated that the next step in the process would be to hire an architect at an expense of approximately$8,000 to design a one-stall restroom with an alternate two-stall restroom design for the Community Park T-ball restroom. Afterwards,the project would be ready for the bidding process. Superintendent Diaz said staff would coordinate with the City's Purchasing staff in the Finance Department. Director Sferra advised that the bond money had no deadline to be expensed;however,it is preferred that it be exhausted by the end of this fiscal year of 2012/2013. Staff will update the City Council with the Board's recommendations and seek Council's input prior to proceeding with the project. ADJOURNMENT There being no further business a motion to adjourn was made by Board Member Ulmer and seconded by Board Member Harris. The meeting was adjourned at 7:06 p.m.by unanimous consent. ATTEST: Ja et , Park Board Secretary Matt ose, Park Board Chairman Minutes March 25, 2013 Wylie Parks and Recreation Board Meeting Page 2