03-24-2014 (Parks & Recreation) Minutes CITY F WYLIE Parks and Recreation Board
Meeting Minutes
Monday, March 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 Jones and Board Member Ulmer present. Board Member White was not
present at the meeting,and Board Member Harris left the meeting at 7:30 p.m.
Staff members present: Parks and Recreation Superintendent,Robert Diaz and Parks Board Secretary,Janet
Hawkes. Also present were Parks Manager, Shohn Rodgers,and Consultant for Dunaway Associates,Elizabeth
Mcllrath.
CITIZENS PARTICIPATION
No citizens addressed the Board.
BUSINESS ITEMS
1. Consider and act upon the vendor request from Girl Scout Troop#3345
father/daughter fundraiser event at Olde City Park on June 7, 2014.
Board Action:
Superintendent Diaz informed the Board that the requested event is a new one,and the applicants plan to sell
food items to the public;however,they expect most of the attendees to consist of the invited guests and
families of local area Girl Scouts.Board Member Harris made a motion, seconded by Board Member Ulmer,
to approve the Girl Scout Troop#3345 vendor application for their fundraising event at Olde City Park on
June 7,2014.A vote was taken and passed 6-0.
DISCUSSION ITEMS
• Review 95% completed plans for the Municipal Complex Trail project with project
consultant,Elizabeth Mcllrath, of Dunaway Associates.
Superintendent Diaz approached the bench to introduce Elizabeth Mcllrath,trail consultant for Dunaway
Associates,invited by staff upon Board request,to receive first hand input and address questions or concerns.
The first issue brought up by the Board was considering the trail loop located behind the Recreation Center.
Ms. Mcllrath discouraged this idea from a design standpoint as she felt it would create more of a running
track experience instead of a trail experience within a natural preserve. She advised that the Board's idea of a
loop could be a possible future addition easily accommodated with connectors;however,she recommends
against it because a complete loop would separate the natural grassy meadow as well as impose an excessive
amount of concrete in the natural preserve.
Additionally,the Board stated their interest in extending the Brown Street trailhead further east,lining up
with the meadow tree line,directly across the existing sidewalk from Sanden Road.Ms.Mcllrath stated that
an existing drive apron in the aforementioned area is located there to accommodate plans for a potential
parking lot,and trying to connect to the Sanden sidewalk is not,in her opinion,necessary due to the existing
Brown Street sidewalk available as a connector.
Board Member Harris advised Ms.Mcllrath of his rough cost estimate figured during the February PARB
meeting which showed a potential savings of approximately$40,000 if the plans were bid out at 10 feet wide
instead of 12 feet wide.Regarding trail width throughout,Ms.McIlrath reiterated,the connector trails at
Lakefield,the Recreation Center and the Library parking lot are all planned at an eight foot width;however,
the remaining spine of the trail,the 1378 bridge and the pedestrian bridge are all planned at a 12 foot width.
She advised that at this phase of the plan,changing to a primary width of 10 feet will necessitate amending
the grading sheets and possibly offsetting the current line forms.Ms. McIlrath recommends a 12 foot wide
trail as it is the recommended width in our Trails Master Plan and is the national standard at this time. In
consideration of width uniformity with other area park trails,she is not suggesting the entire city trail system
be 12 feet wide,but as the first phase of the main trail system that will be accessible to the entire community,
a 12 foot width will accommodate more users,provide a safer usage passage and complement the plan to
eventually connect to the Master Plan Trail in this area.
Ms.McIlrath informed the Board that the idea of connecting the trail near the intersection of FM544 is too
expensive due to the old FM1378 road grade not meeting accessibility standards and requiring several
retaining walls to accommodate the trail.The eight foot wide Lakeway connector is convenient due to the
pre-existing HWY 1378 road bed and is a transitional connection point to the existing neighborhood trail.
Superintendent Diaz recognized that the Board desires a completed project,but stated that the Municipal
Trail property has been considered a high demand project since adopting the TrailMaster Plan book,and it
must be done in phases as additional funding becomes available.
Board Member Ward expressed he did not feel a wider 12 foot trail was necessary and supported bidding the
project out at a 10 feet width therefore utilizing only grant funds to pay for any extra amenities such as
signage,benches and FM1378 bridge area improvements.Ms. Mcllrath stated that benches and signage
could be added since they were included in the grants,but those items were not included in the scope of the
current project budget. Board Member Ward expressed that he does not want to see west zone Acquisition&
Improvement funds go toward the Municipal Complex Trail project,but instead prefers those funds go
toward other west zone projects.He noted that the Municipal Complex Trail and Founders Park,two major
City properties located in the west zone,would utilize funds for potential projects in other west zone
neighborhood parks.
Superintendent Diaz stated that a few benches and some signage is shown in the plans and are included as
part of the grant funding,but he is considering working with area churches,scouts and other non-profit
groups to assist with installation of these park improvements.He added that the basic operating budget for
retainage funds could also be considered to aide in purchasing additional amenities. Superintendent Diaz
recommended that the Board consider benches and signage be funded as a separate item at a later time,thus
allowing staff to move forward in completing the trail plans and then begin the bid process.
Board Member Harris expressed concerns over rising concrete fees as they could affect the total cost of the
trail project,and Ms. Mcllrath noted that the trail plan included a cost estimate for concrete at$4.50 per
square foot. Superintendent Diaz advised that the State discourages cities from going out to bid prior to
receiving grant funds;however,the final Archeological Survey report and GeoTech Survey are both
complete and in possession of the State awaiting review.County grant funds are secure,but the bid process
cannot begin until the state funds are secure and trail plans are at 100 percent.
The Board requested add alternatives be made prior to the project going out for bid.Ms.McIlrath cautioned
the Board that it was important to keep add alternatives simple and at a minimum otherwise the risk of
confusing the Contractor could cause them to pad numbers and include higher added premiums into the bid,
which will result in driving up the Municipal Trail project's total cost. She explained that to protect their
budget and profit margin,contractors will often bid a project higher if the plans presented included too many
complicated or numerous add alternatives.
Superintendent Diaz advised the Board that staff would review the meeting discussion and either send
updates in the weekly division reports,or bring the item back again for discussion at the next PARB meeting.
He confirmed that staff would not proceed until the bid form is compiled and reviewed by the Board.
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Minutes March 24, 2014
Wylie Parks and Recreation Board Meeting
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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 5-0. The meeting was adjourned at 7:48 p.m.
ATTEST: /1. </
Janet Hawkes, Parks Board Secretary Matt Rose, Parks Board Chairman
Minutes March 24, 2014
Wylie Parks and Recreation Board Meeting
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