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12-09-2013 (Parks & Recreation) Minutes CITY O F WYLIE Parks and Recreation Board Meeting Minutes Monday, December 9, 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 called the meeting to order at 6:30 p.m.with Board Member Chesnut,Board Member Harris, Board Member White and Board Member Jones present. Board Member Ward arrived at 6:35 p.m.,and Board Member Ulmer was absent from the meeting. Staff members present: Public Service Director,Mike Sferra,Parks and Recreation Superintendent,Robert Diaz and Park Board Secretary,Janet Hawkes. Also in attendance was City Manager,Mindy Manson and Finance Director, Linda Bantz. CITIZENS PARTICIPATION No citizens addressed the Board. BUSINESS ITEMS 1. Consider and act upon approving the Minutes from the October 28,2013 meeting. Board Action: Board Member Chesnut made a motion,seconded by Board Member White,to approve the minutes from the October 28,2013 meeting. A vote was taken and passed 4-0. 2. Consider and act upon approving the request from Run for Heroes Event for a vendor fair at Olde City Park on April 5, 2014. Board Action: Superintendent Diaz informed the Board that this was the third year for this vendor to hold the requested event in downtown Wylie and that everything went smoothly in the past. The event is a fundraiser to raise scholarship money for the Wylie Independent School District Education Foundation as well as benefit the local families of fallen soldiers,police and fire personnel. The vendor plans to have various home business and local craft booths set up;however,no food will be sold at the event. Board Member Harris made a motion,seconded by Board Member Smith,to approve the Run for Heroes vendor application. A vote was taken and passed 6-0. DISCUSSION ITEMS • Future Bond discussion with the City and Finance Director. Superintendent Diaz opened this item for discussion by requesting City Manager,Mindy Manson,to address the board. City Manager Manson began by giving Board Members and Staff a 4B Sales Tax Debt Information handout and followed up by reviewing the background on Wylie's previous bond election. She stated that Moody and Standard and Poor's Financial Advisors monitor our existing status of debt, and they show our city tax revenue to be increasing on an annual basis. The Financial Advisors are, however,concerned about operating on a high debt ratio due to the 2005 general and obligation bonds,but at this stage they consider our bond rating to be good. Our debt schedules do not show when we will be able to issue additional debt as our 4B Sales tax encompasses some concerning issues,such as the Recreation Center not being completely self-supported. The 2005 Bond Election as well as the economy collapsing in 2008 contributed to a lot of our current financial distress. Our debt burden is elevated and we are operating on a high debt ratio;therefore,any additional debt would negatively affect our current bond rating. Chairman Rose stated that the Board was looking for direction on where funds could be obtained in order to implement future projects. He recommended that since the State of Texas and Collin County have grant programs,both sources of which Staff recently pursued and successfully received trail grants from, they might again be possible resources to obtain funds for a water amenity. City Manager Manson advised that the problem not only lies in the building of desired projects but also in maintaining them after they are in place. Sales tax,considered only a source and not a fixed source,has met and exceeded its past expectations,and it is anticipated to repeat this in the current fiscal year. City Manager Manson feels that the best scenario to allow for more future projects lies in an increase in property values and 4B sales taxes,both primary sources of tax revenue. 4B Sales tax revenue is still the best resource for financial enhancement because that element is still growing within our city and is designated for Parks and Recreation. Financial Director Bantz advised that one third of the sales tax revenue received and put in the 4B supply funds is being transferred into the Recreation Center expense funds. City Manager Manson added that we need to be creative in finding a source for funding desired projects,realizing that the financial allotment is only so big, and therefore we must prioritize and narrow down our desires and goals. Board Chairman Rose stated that the residents desire an added water amenity,enhanced lake areas, completion of our trails system and eventually field improvements to allow increased playability for the Wylie Football League. Board Member Chesnut stated that the consensus during the 2005 Bond elections was that voters wanted a stand-alone recreation center and a swimming pool;however, indoor aquatic centers are considered to be very expensive to maintain.He noted that the pool was omitted by the time the bond package went to the voters. Board Member Chesnut suggested that we consider how larger cities,such as Plano and Allen,partnered with their school districts that needed pools for their swim teams. He added that Wylie has plenty of land space for aquatics but no finances to install and maintain such a facility,so it is possible that a partnership with Wylie Independent School District would increase this prospect for an aquatic center. Board Member Harris suggested the City of Wylie consider either a corporate partnership or a school district partnership and suggested staff initiate a survey to Wylie citizens to find out the public consensus. Board Member White inquired on existing partnerships we have as well as other possible avenues the City of Wylie could pursue. City Manager Manson said that the City of Wylie Public Safety partners with the cities of Murphy,Allen and Plano with their radio system and also with Fairview's dispatch system,both partnerships being more of a provisional service. City Manager Manson closed the discussion by reiterating that staff will first look at the anticipated 4B fund revenue capacity and then research partnership options with Wylie's surrounding cities and corporations. She reminded the Board that she and Finance Director,Linda Bantz,do not have final word on budget related decisions and that this responsibility rests with our City Council. • Review updated site plan and budget for the Municipal Complex Trail project. Superintendent Diaz addressed the Board by providing them a snapshot of the trail plans and seeking their input. Staff agreed on the importance in keeping the trail connection from FM 1378 to Brown Street starting at the Lakefield entrance, leading over the old FM 1378 bridge,connecting to the south end of the Municipal Complex,connecting to the Rita Smith Library parking lot,constructing a new pedestrian bridge and having the trail lead to the Brown Street sidewalk. Several alternatives are being considered and/or implemented to reduce project expenses. The biggest concession is the removal of 800-900 linear feet of trail from the original plans,deleting the portion of the trail behind the Municipal Complex. When seeking bids, Staff plans to look at pre-fabricated bridges and box culverts;however,the Geotech survey will need to be completed in order to determine what type of bridge can be installed. Superintendent Diaz stated that in regards to the old FM 1378 bridge,plans to add railing and laying new concrete over the asphalt are being considered,along with possibly utilizing in- house labor,specifically for the installation of the hand rail and the striping of parking lots. Minutes December 9, 2013 Wylie Parks and Recreation Board Meeting Page 2 Board Member Ward suggested reducing the width of the trail instead of the length and Board Chairman Rose suggested using crushed granite or some form of aggregate instead of concrete at the trail connecters. Director Sferra responded to both suggestions by advising that because this is a major park trail,the architects recommend installing no less than a 10 foot wide concrete trail and crushed granite was not a good material option due to the excessive long term maintenance as well as necessary curb formation. The Municipal Trails project is estimated at$435,000. The state-required archeological survey will add an unplanned expense costing approximately$4,000-$5,000. Date expectations of the project's bidding process should begin in March or April. This is all contingent upon the completion of an archeological survey and then its submission to the State for their review. The Board agreed with the layout of the trail plans as they are at this point and requested that the 800-900 linear feet of deleted trail behind City Hall be included as an add alternate item. ADJOURNMENT There being no further business a motion to adjourn was made by Board Member Harris and seconded by Board Member Smith. A vote was taken and passed 6-0. The meeting was adjourned at 7:57 p.m. ATTEST: Jan ae� Park Board Secretary Matt Rose, Park Board Chairman rY Minutes December 9, 2013 Wylie Parks and Recreation Board Meeting Page 3