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09-23-2013 (Parks & Recreation) Minutes CITY OF VVYLIE Parks and Recreation Board Meeting Minutes Monday,September 23,2013—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 and Jeremy White. Emmett Jones arrived at 6:33pm,Jim Ward arrived at 6:45 pm, and Jeff Harris was absent from the meeting. Staff members present: Public Services Director, Mike Sferra, Parks and Recreation Superintendent, Robert Diaz, Park Board Secretary,Janet Hawkes and Construction Manager,Shane Colley. CITIZENS PARTICIPATION No citizens addressed the Board. BUSINESS ITEMS 1. Consider and act upon approving the Minutes from the August 19, 2013 meeting. Board Action: Board Member White made a motion, seconded by Board Member Chesnut,to approve the minutes from the August 19,2013 meeting. A vote was taken and passed 4-0. 2. Consider and act upon a vendor application from the Wylie East Color-Guard for a fundraiser at the Bart Peddicord Community Center on December 14,2013. Superintendent Diaz informed the Board that this application is for a new event open to the general public and hosted by the Wylie East High School Color Guard. Event consists of raising money by offering entry fee for breakfast and pictures with Santa. Board Member Chesnut made a motion, seconded by Board Member Ulmer. A vote was taken and passed 5-0. 3. Consider and act upon a vendor application from the Wylie Animal Advocates Group for a fundraiser at Olde City Park on November 16,2013. Superintendent Diaz said that this vendor application was submitted by a new animal advocacy group here in Wylie who at this time,do not handle their own animal adoptions. The applicant hopes to raise funds at their event by including vendors,bounce houses,a DJ with karaoke,face painting,silent auction,bake sale and monetary donations. They also intend to invite and include other Animal Rescues that can offer pet adoptions during this event. Applicant will be required to provide our staff with proof of liability insurance from any participating bounce house companies. Board Member Chesnut made a motion, seconded by Board Member Jones. A vote was taken and passed 5-0. DISCUSSION ITEMS • Community Park restroom project update. Superintendent Diaz advised that staff received a cost estimate and reviewed sites location options recommended by the Board at the last meeting for the new restroom construction at Community Park. The current restroom project design is$40,000 over budget using the current bid scale;therefore,a new, smaller and modified design will be required in order to proceed. Director Mike Sferra added that a redrafting fee of$800-$900 would be incurred from any design changes. Superintendent Diaz requested direction from the Board after suggesting a one stall,unisex facility,little to no storage and a smaller chase with two family-use toilets. Superintendent Diaz said another option is for staff to obtain other bids for the existing"as is"drawing to see if the project can be done within its current budget with fewer modifications. He added that it was more costly to construct a smaller scale project as it leads to a higher per square footage cost. Director Sferra added that over the last year the construction industry has improved significantly and therefore demands higher costs and fees. The Board discussed several possible modifications and site locations for the new restroom. Construction Facilities Manager, Shane Colley informed the Board that reducing the size to an approximate 16' x 20' building would cut down the construction cost significantly. Mr. Colley stated that the closer the restroom is located to the existing utility lines,the cheaper the project will cost, and therefore recommends obtaining bids based on a location closer to the existing lines with the option of moving the restroom further away if the bids come in lower. Mr.Colley's opinion is that due to the existing utilities,he felt that the best location for the new restroom is at the existing pavilion area. Superintendent Diaz clarified with the Board that he would obtain a smaller footprint of the restroom at six different locations: 1)the area behind fields two and three in the west region,2)the area behind fields two and three in the east region 3)west of the pavilion,between fields one and two,4)west of the trail between fields two and three, 5)closer to the trail between fields one and two, and 6)closer to trail between fields three and four. • Municipal Complex Trail project update. Superintendent Diaz stated that he met with the landscape architect,and they provided very impressive large scale maps of the projected Municipal Complex Trail project. Staff reviewed the conceptual plans and details with the Board. The Board members made several suggestions regarding looping the trail at the northeast corner of FM 544 and FM 1378,extending a portion of the trail closer to the rear of the Municipal Complex,and aligning the trail with the intersection of Sanden Blvd.and West Brown Street. Board Member Ward suggested keeping in mind how the location of the sun would affect the final siting of rest areas at different times during the day. As part of the discussion, Staff explained that landscaping features and adjacent pedestrian crossings might have to be part of future improvements and not part of this grant project,as funds are limited. Staff agreed to submit the Board's input and suggestions to the project consultant for their consideration and feedback. • Parks and Recreation Board Fall Parks Tour. Superintendent Diaz proposed to the Board the scheduling of an approximate two-hour tour of the City of Wylie parks located in the west side of the city. The tour would meet and begin at 10:30 am after the Senior Recreation Center Grand opening scheduled for October 12,2013,to which all Board Members present agreed. 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 8:17 p.m. ATTEST: f� Janet Hawkes, Park Board Secretary Matt Rose, Park Board Chairman Minutes September 23, 2013 Wylie Parks and Recreation Board Meeting Page 2