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08-19-2013 (Parks & Recreation) Minutes Ir! i1lA e SI ,1887, I Parks and Recreation Board -aft or Meeting Minutes Monday,August 19,2013—6:30 p.m. Public Services/Parks and Recreation Conference Room-3rd Floor 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,Jeff Harris,Lisa Ulmer and Jeremy White. Emmitt Jones arrived late at 6:45 p.m.and Jim Ward was absent. Staff members present: 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 July 22, 2013 meeting. Board Action: Board Member Harris made a motion,seconded by Board Member Ulmer,to approve the minutes from the July 22,2013 meeting. A vote was taken and passed 5-0. 2. Consider and act upon vendor application from Martha Wolf for a Relay for Life fundraiser at Bart Peddicord Community Center (BPCC) on September 7, 2013. Applicant,Martha Wolf is heavily involved in Relay for Life and has worked with the Parks and Recreation Board(PARB)in the past with similar events. The requested event is a haircutting fundraiser with donations going to the American Cancer Society. Board Member Chesnut made a motion,seconded by Board Member Harris,to approve the vendor application for the Relay for Life fundraiser at BPCC on September 7,2013. A vote was taken and passed 5-0. DISCUSSION ITEMS • Community Park restroom project update. Superintendent Diaz advised the Board that staff met with McCarthy Architecture on site at Community Park to determine the best location for the planned restroom. Staff also utilized budget numbers provided by Tommy Pulliam Construction as a baseline budget for the architect to use for the project. Staff will work with the architect to get an updated cost estimate for the project to confirm if the project has stayed within budget. Staff noted that what is shown on the current plans is at or near budget for the project, and if any features are added or changed the project costs could increase.Public Works would provide the labor to extend sewer and water,and possibly assist with the running of conduit for electric service. The Board advised they prefer to see the storage area modified to allow an additional toilet in both the men's and women's restrooms. They also preferred that the baby changing table be added to the handicap stalls. Regarding placement of the new restroom,it was suggested by Board Member Chesnut to have the smaller pavilion relocated and then construct the new restroom in that area allowing it to be more cost effective since water,sewer and electric lines are already located there. Board Chairman Rose felt that it would be too expensive to relocate the pavilion a second time and that the area's drainage was poor due to concrete and drop off. Board Member Harris suggested building up the slope to improve the poor drainage and placing the restroom to the west side of the pavilion. Board Member Rose recommended putting the restroom between field three and four facing the trail. Superintendent Diaz added that clearance will be allotted and plumbed for water fountains to be added later on when funding becomes available. These optional water fountains could be considered as an add alternate during the bidding process. The Board requested Superintendent Diaz obtain revised plans from McCarthy for review during the September meeting showing the restrooms in various locations. Superintendent Diaz added that he will also pursue an estimate on the project cost based on the current plans. • Municipal Complex Trail project update. Superintendent Diaz advised the Board that the Municipal Complex Trail project is moving along;project funding has been rolled into the 2013/2014 fiscal year budget and a specification for the concrete work is being worked on. Staff,including City Engineer Chris Hoisted and Parks Manager Shohn Rodgers,will be meeting with Dunaway Associates to review the preliminary design drawings. Superintendent Diaz intends to discuss with Dunaway Associates the most cost-effective approach to installing signage and signal plans as well as a way to make the intersection of Country Club and FM544 more trail friendly. He noted that there were no sidewalks on Country Club along the west perimeter of Wylie High School but that concrete sidewalks could be installed there if it were deemed necessary. Board discussion regarding trail connectivity from the Municipal Complex to Founders Park included potential ideas for utilizing underpasses located near the intersection of Country Club and FM 544 and by installing an easement in the flood zone area between the two private property businesses leading to an underpass at the railroad bridge off of FM 544. Superintendent Diaz advised that he would be bringing the preliminary design drawings for the trail project to the September Board meeting. ADJOURNMENT There being no further business a motion to adjourn was made by Board Member Chesnut and seconded by Board Member Jones. A vote was taken and passed 6-0. The meeting was adjourned at 7:35 p.m. ATTEST: //?a,V Janet Hawkes, Park Board Secretary Matt Rose, Park Board Chairman Minutes August 19, 2013 Wylie Parks and Recreation Board Meeting Page 2