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10-28-2013 (Parks & Recreation) Minutes _St CITY O F WYLIE Parks and Recreation Board Meeting Minutes Monday,October 28,2013—6:30 p.m. Wylie Municipal Complex—Council Chambers 300 Country Club Road, Building 100 Wylie,Texas 75098 CALL TO ORDER Board Chairman Rose began the meeting at 6:38 p.m.with Board Member Chesnut and Board Member Jones present. Board Chairman Rose called the meeting to order at 6:47 pm after the arrival of Board Member Ulmer. Jeff Harris,Jim Ward and Jeremy White were all absent from the meeting. 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 September 23,2013 meeting. Board Action: Board Member Chesnut made a motion,seconded by Board Member Jones,to approve the minutes from the September 23,2013 meeting. A vote was taken and passed 4-0. DISCUSSION ITEMS • Community Park restroom project. Superintendent Diaz opened this item for discussion prior to quorum being met,with Board Chairman Rose,Board Member Chesnut and Board Member Jones. Superintendent Diaz advised the Board that the new drawing being reviewed is the smaller version of the previous restroom plan. The drawing is shown with the restrooms being adjacent to each other,brick exterior,unexposed wood framing with a metal roof,and overall quite a bit less square footage than the previous plan. Superintendent Diaz reminded the Board that the original larger plan's bid came in at$77,400 with an additional 20%added in for profit and overhead fees,netting an approximate$92,000 total project cost;however,the new smaller plan is anticipated to bid out for approximately 40-50%less than the previous plan,thus bringing the project back within the budget. Superintendent Diaz also told the Board that another money saving option to consider is using Shane Colley,City of Wylie Construction Manager,to act as the General Contractor for the project. He also stated that City crews will install the utilities but the current anticipated price only reflects basic construction costs. Board Member Chestnut suggested a water fountain be added to the plans located just outside the new restroom. Superintendent Diaz advised the Board one could be added to the project at a later time since the current project budget would not allow for a water fountain. Board Chairman Rose questioned why the floor plan and roof line drawings showed inconsistent dimensions,and Superintendent Diaz agreed to present his observation to the architects and get back with an answer by the next meeting or by way of the regular weekly report. In regards to the location of the new restroom project,the Board suggested it be near the current pavilion. The Board also requested staff pursue obtaining bids on the initial larger restroom plan concurrently while obtaining bids for the smaller plan. The Board agreed for Superintendent Diaz and staff to move forward on this project after receiving an acceptable cost estimate that remains within the budget. Superintendent Diaz advised he would continue to update the Board in the weekly reports and that if the plans somehow went over budget he would bring this item back for discussion at a future meeting. • November and December meeting dates. Superintendent Diaz advised the Board that staff recently reviewed the meeting calendar for November and December and since there would not likely be much on the Agenda within such a short time span,he wanted to get their input on revising the two upcoming meeting dates. The Board agreed on cancelling the November 11th meeting and keeping the December 9th meeting date but asked that Superintendent Diaz first secure the availability of City Manager,Mindy Manson,to attend the December 9`h meeting wherein she will discuss the future bond options. Superintendent agreed and advised the Board he would follow up with them within the week. ADJOURNMENT There being no further business a motion to adjourn was made by Board Member Jones and seconded by Board Member Ulmer. A vote was taken and passed 4-0. The meeting was adjourned at 7:11 p.m. ATTEST:;k4A..e_if Janet Hawkes, Park Board Secretary Matt Rose, Park Board Chairman Minutes October 28, 2013 Wylie Parks and Recreation Board Meeting Page 2