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02-24-2014 (Parks & Recreation) Minutes CITY WYLIE Parks and Recreation Board Meeting Minutes Monday, February 24,2014—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 6:30 p.m.with Board Member Chesnut,Board Member Ward, Board Member Harris,Board Member White,Board Member Jones and Board Member Ulmer present. Staff members present: Public Services Director,Mike Sferra,Parks and Recreation Superintendent,Robert Diaz and Parks Board Secretary,Janet Hawkes. CITIZENS PARTICIPATION No citizens addressed the Board. BUSINESS ITEMS 1. Consider and act upon approving the Minutes from the January 27, 2014 meeting. Board Action: Board Member Ulmer made a motion,seconded by Board Member Jones,to approve the minutes from the January 27,2014 meeting. A vote was taken and passed 7-0. 2. Consider and act upon the vendor request from Relay for Life-Team Amazed by You Event at Olde City Park on April 26, 2014. Board Action: Superintendent Diaz informed the Board that we had worked with the Relay for Life group in the past; however,"Amazed by You"is a team affiliated with them,and if approved,this will be their first fundraising event requiring a vendor application. The applicant plans to hold this event on Saturday,April 26,2014 from 12:00pm until 10:00pm at the Olde City Park to raise money for the American Cancer Society. The applicant plans to invite 10-15 vendors who will sell craft items,yard art,t-shirts,signs and miscellaneous food items. She also plans to hold a concert during the event wherein cash donations would be welcomed. Board Member Harris made a motion,seconded by Board Member Ulmer,to approve the Relay for Life-Team Amazed by You vendor application for their fundraising event at Olde City Park on April 26,2014. A vote was taken and passed 7-0. 3. Consider and act upon approval of the 2014 Board meeting calendar. Board Action: Superintendent Diaz presented the Board with a copy of the tentatively revised 2014 meeting calendar. Consideration to change the Parks and Recreation Board meeting dates was due to conflicts of several holidays falling within the fourth week of many months. During the January meeting Board Member Ward suggested looking at changing meetings to the third week of the month;however,after looking into it, Superintendent Diaz learned that his suggestion was not an option due to other city board meetings being scheduled in City Council Chambers on those Mondays. The Board suggested leaving the March,April and May meetings the same as it was in 2013 and implementing the new and revised 2014 calendar with meetings scheduled on the second Monday of every month effective June 2014. Board Member Chesnut made a motion,seconded by Board Member Jones,to approve the 2014 Board meeting calendar effective June 2014. A vote was taken and passed 7-0. DISCUSSION ITEMS • Review 95% completed plans for the Municipal Complex Trail project. Superintendent Diaz requested Board input on the presented 95%completed plans for the Municipal Complex Trail route. He noted that these plans were very similar to the 50%plans presented last October. Superintendent Diaz stated that budget-wise the project is in line and that add alternates can be included in the final plans. He stated that the pedestrian bridge span will be 20 feet long instead of the originally calculated 40 feet,and the old FM 1378 bridge will require demo work to remove old asphalt which can be completed by City staff. An archaeological survey will begin upon receipt of the state required and issued Antiquities permit. Staff anticipates bidding the trail project out this spring as long as we receive the archaeological study approval and grant money from the state. The Texas Parks and Wildlife Department Grant Administrator advised the City that no money should be spent on construction until we execute an agreement with the state. Due to the government shutdown and sequester last fall,the state is still awaiting release of federal money for our grant,which was originally due in October 2013. Board Member Ward recommended the Lakefield/Country Club trailhead loop,listed as 8 feet wide in the 95%plan,be changed to 10-12 feet wide,the same width as the trail's main spine. Superintendent Diaz advised that the Lakefield/Country Club trailhead width was already changed once as the Board and staff agreed that an 8 foot wide connector transitioned better to the Country Club sidewalk and was also more cost effective. He added that the trail connectors to City Hall,the Recreation Center and the Library are also planned at an 8 foot width. Board Member Ward stated he preferred the Brown Street trailhead lead into the east meadow lining up to the Sanden crossing. Director Sferra responded that additional survey work would be needed to adjust the route. Superintendent Diaz added that the current plan is laid out to accommodate a future parking lot in that area. Accessibility standards will require accessible parking to the trail,which is currently planned in the Municipal Complex north parking lot. The Board discussed changing the width of the trail to 10 feet;however,staff prefers the 12 feet width per recommendation of the consultant. Superintendent Diaz advised that Board Member's suggestions may be an add alternate on the bid form. Superintendent Diaz advised that although signage and soft trails are shown on the 95%plans,the majority of the grant money will go toward the actual concrete trail construction. Director Sferra added that signage and benches were items written into the grant application. Superintendent Diaz also stated that the consultant originally allotted a 15 percent contingency,but staff requested it be lowered 10 percent due to the project primarily consisting of concrete expense. Wylie resident,Gary Robas,who resides at 1711 Stonecrest Trail,commented that he believed the trail should be 10 feet wide. Mr.Robas also commented that the trail loop behind the Recreation Center should be a complete circle similar to a track or loop-type trail. Superintendent Diaz responded that the current trail with proposed trail connectors allows for it to be utilized in the way Mr. Robas suggests. Board Member White addressed staff requesting the consultant attend a future Board meeting to receive firsthand input and"Q&A"from Board Members. Director Sferra advised that the consultant's attendance would be an additional service and that staff would look into making such arrangements. Board Member Harris commented that approximately$44,000 could be saved by constructing the trail at 10 feet wide instead of 12 feet wide. Board Member Ward stated he supports the plan at this stage of 95 percent as long as the Board has options and flexibility to amend or add things when the plans go out to bid. Staff agreed to contact the consultant to discuss the Board's concerns with flexibility of options and recommended trail width,leaving the Trail plan at 95 percent completion for the present. Minutes February 24, 2014 Wylie Parks and Recreation Board Meeting Page 2 ADJOURNMENT There being no further business a motion to adjourn was made by Board Member Ward and seconded by Board Member Jones. A vote was taken and passed 7-0. The meeting was adjourned at 7:50 p.m. /Pl‘,,r/\• 1 ATT T: Jan t Hawkes,Parks Board Secretary Matt Rose, Parks Board Chairman Minutes February 24, 2014 Wylie Parks and Recreation Board Meeting Page 3