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05-19-2014 (Parks & Recreation) Minutes CITY:F WYLIE Parks and Recreation Board Meeting Minutes Monday, May 19,2014—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 6:33 p.m.with Board Member Chesnut, Board Member Ward, Board Member Harris and Board Member White. Board Member Ulmer and Board Member Jones were not present at the meeting. Staff members present: Public Services Director, Mike Sferra,Parks and Recreation Superintendent, Robert Diaz and Parks Board Secretary,Janet Hawkes. Also present was City Manager, Mindy Manson. CITIZENS PARTICIPATION No citizens addressed the Board. BUSINESS ITEMS 1. Consider and act upon approval of the Minutes from the February 24, 2014 meeting. Board Action: Board Member Chesnut made a motion, seconded by Board Member Harris,to approve the minutes from the February 24,2014 meeting. A vote was taken and passed 5-0. 2. Consider and act upon approval of the Minutes from the March 24, 2014 meeting. Board Action: Board Member Chesnut made a motion, seconded by Board Member Harris,to approve the minutes from the March 24,2014 meeting. A vote was taken and passed 5-0. 3. Consider and act upon vendor application for the Wylie Citizens Police Academy for a garage sale at Olde City Park on June 21, 2014 or an alternate date of June 28, 2014 from 7:00 am to 1:00 pm. Board Action: Superintendent Diaz informed the Board that the event,requested by Angie McIntosh of the Wylie Police Department, is for a public garage sale to be held as a fundraiser benefiting the Wylie Citizens Police Academy. Superintendent Diaz advised that the requested secondary date of June 28,2014 has since been omitted from the vendor application by Ms. McIntosh. Board Member Harris made an amended motion to accept the application for the date of June 21,2014, seconded by Board Member Chesnut,to approve the vendor application for the Wylie Citizens Police Academy garage sale at Olde City Park on June 21,2014. A vote was taken and passed 5-0. DISCUSSION ITEMS • Project update: Municipal Complex Trail Project, Community Park restroom and various Acquisition and Improvement projects. Superintendent Diaz distributed a copy of City Manager Manson's memo explaining a recently discovered issue with the park improvement funding and then opened discussion to the Board. Board Chairman Rose requested City Manager Manson approach the Board to discuss the funding issues. Board Chair Rose commented that he understood the Acquisition and Improvement(A&I)funds were found to be much less than originally thought,therefore hampering upcoming park projects,particularly the Community Park restroom project which is now currently on hold indefinitely until funding becomes available. Board Member Rose asked City Manager Manson to share what she foresees moving forward from here in regards to the park projects. City Manager Manson stated that the amount of funding currently available in the A&I account cannot be utilized on other projects as it is needed to remain available for reimbursements of the County and State grant funds. In order to effectively implement this,the Municipal Trail Project will be completed in three phases,per advice of our consultants,thus allowing the project to continue moving forward in a timeframe acceptable to the County and the State. City Manager Manson advised that Wylie's development activity is currently doing very well and is anticipated to aide in replenishing the A&I funds. Director Sferra elaborated on this subject with information that the development of Creekside Apartments will bring in$200,000 of parkland dedication fees,the Wooded Creek Phase III parkland dedication fees will bring in$30,000,and the Alanis Crossing construction will add approximately$150,000 in parkland dedication fees. The$380,000 parkland fee total is expected to be received in its entirety during the upcoming 2014/2015 fiscal year and will,therefore,help replenish the A&I funds. City Manager Manson stated that with the current Code of Ordinances,the Park Board can make a recommendation to move parkland dedication fees from one zone to another with Council approval. City Manager Manson reminded the Board that the two grants Wylie received for the Municipal Trail project must be utilized and not compromised because funds will be lost if the project is not initiated. She also added that state grants are rare occurrences. Board Chairman Rose advised that the Community Park shade structures were anticipated to cost approximately$80,000,which was the same cost as the park's restroom project. He said that this was initially a potential shared cost for the Wylie Baseball/Softball Association(WBSA)and the City of Wylie. City Manager Manson added that the WBSA may decide to move forward with the project without City fund matching due to their being a non-profit organization with restraints on account balances. The City will address this issue with WBSA as necessary. Board Member Chesnut asked how the coding error occurred. City Manager Manson explained that Park expenditures were budgeted out of the A&I account but the line item came out of the bond funding account, so basically the revenue was not where we thought it was due to the bond account totaling millions of dollars. There was approximately$400,000 utilized for Park expenses in the bond account but it was mistakenly paid for out of the A&I account. Board Member Chesnut inquired on how the lack of A&I funds would affect the planned parking lot improvements at Community Park. Superintendent Diaz responded that the parking lot project,as well as the aid in funding to WBSA for shade covers,will both be put on hold. Director Sferra stated that there would be Parks General Fund budget available to have Teague,Nall and Perkins complete the parking lot design/engineering for future implementation. Board Chesnut asked if funding for Park projects could be borrowed from another City department; however,City Manager Manson responded no and that the only other potential funding could come from general fund reserves. She added that the City's internal budget process for fiscal year 2014/2015 is in its early stages and the reserve appears healthy,but it is designated for capital projects that are one-time expenditures. Board Chairman Rose inquired on the possibility of the Parks Division utilizing any excess street-designated bond money. City Manager Manson advised it was unlikely because bond propositions are set up in a way wherein funds must go toward their initial designation,but she would double check to confirm this. City Manager Manson requested that the Board discuss their Park project priorities during the next Parks and Recreation Board meeting(June)in the event that funds do become accessible from reserves. Director Sferra updated the Board on various details of the Wylie Municipal Trail project. The state required Archeological Study for trail project was complete,and the Texas Historical Commission's report came back giving us the approval to proceed with trail construction. Also,the Texas Park and Wildlife Department has received the federal money for our State-issued grant. The next step in this project is Minutes May 19, 2014 Wylie Parks and Recreation Board Meeting Page 2 securing an Interlocal Agreement with the State. Director Sferra advised that the County confirmed their requirement for the Wylie Municipal trail to be constructed primarily at a 12 foot width as stated in the grant application,otherwise reimbursement is compromised. Board Member Ward and Board Member White inquired on pursuing more grants as well as time limits on spending. Director Sferra responded that additional grants cannot be pursued this year due to the incompletion of the Wylie Municipal Trail project. Regarding time limits,the State grant documents read that grant money must be spent by June of 2017. He stated that the County expects to see consistent progress in grant projects but that in our past experience with them,time limits proved not to be an issue as seen during the improvements at Founders and Community Park,which both took longer due to lengthy design phases. Director Sferra stated that grant money is typically reimbursed within a five to six week turnaround but is unsure about the turnaround time for state funds. Board Chairman Rose advised the Board that although not an item of discussion for the May meeting,he plans to discuss in the June meeting forming a sub-committee to discuss potential plans for future projects such as a water feature,sports complex,etc. He advised that this sub-committee would be comprised of current Parks Board members. ADJOURNMENT There being no further business a motion to adjourn was made by Board Member Chesnut and seconded by Board Member White. A vote was taken and passed 5-0. The meeting was adjourned at 7:06 p.m. ATTEST: ' Janet Hawkes, Parks Board Secretary Matt Rose, Parks Board Chairman Minutes May 19, 2014 Wylie Parks and Recreation Board Meeting Page 3