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09-08-2014 (Parks & Recreation) Minutes CITY:F WYLIE Parks and Recreation Board Meeting Minutes Monday, September 8, 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 6:31 p.m. with Board Member Ulmer,Board Member Chesnut,Board Member Jones, Board Member White, Board Member Harris and Board Member Kinser present. Staff members present: Superintendent,Robert Diaz and Parks Board Secretary,Janet Hawkes. CITIZENS PARTICIPATION No citizens addressed the Board. BUSINESS ITEMS 1. Consider and act upon approval of the Minutes from the August 11, 2014 meeting. Board Action: Board Member White made a motion, seconded by Board Member Harris, to approve the minutes from the August 11,2014 meeting. A vote was taken and passed 7-0. 2. Consider and act upon the request for Run for our Heroes Event for a vendor fair at Olde City Park on April 4, 2015. Board Action: Superintendent Diaz explained that the Run for our Heroes Race has been an annual event for the 1LT. Robert F.Welch III Charity over the past few years,put on to pay tribute to the local veterans as well as currently serving soldiers, fire and police personnel and their families. The applicant plans to host a 5K run/1 mile walk and a vendor fair to include approximately 20 vendors. Various food and items will be sold, and a bounce house, sound booth,parked motorcycles and a Fallen Soldier display will be set up. Board Member White inquired on the purpose of the applicant's reference to include parked motorcycles, which Superintendent Diaz advised the motorcycles are intended to be positioned along Jackson Street for display only. Board Member Chesnut made a motion,seconded by Board Member White, to approve the vendor application for the Run for Heroes Event and vendor fair at Olde City Park on April 4,2015. A vote was taken and passed 7-0. 3. Consider and act upon the request from DFW Pup Patrol Rescue for a yard sale and adoption event at Olde City Park on October 25, 2014. Board Action: Superintendent Diaz advised the Board that the requested is a new fundraiser event for the applicant, whose plan is to host a garage sale in Olde City Park to raise money for the DFW Pup Patrol Rescue along with offering eligible dogs for adoption. This event is not affiliated with the City of Wylie Animal Control but is a 501C non-profit organization. All dogs will be kept on a leash or in crates,and Staff has requested a Liability Insurance Waiver be provided by the applicant prior to the event. Board Member Chesnut made a motion,seconded by Board Member Jones,to approve the vendor application for the DFW Pup Patrol Rescue for a yard sale and adoption event at Olde City Park on October 25, 2014. A vote was taken and passed 7-0. 4. Consider and act upon the request from Verizon for a marketing event and community movie in the park at Wylie Lakes Park on October 10 or October 25, 2014. Board Action: Superintendent Diaz told the Board that this Vendor Application from a Verizon employee was a last minute entry,and Staff recommended the applicant attend this evening's meeting, which he could not. The applicant works for Verizon and resides in Wylie Lakes and would therefore like to set up a few small canopy tents in the park to sell Verizon products and services to the residents of Wylie Lakes. In exchange,using a vendor,the applicant intends to host a movie in the park at dusk for the Wylie Lakes residents. Superintendent Diaz reminded the Board that typically Staff receives vendor applications for fundraising events not business solicitations; however,the fact that the applicant intends to host a movie event in exchange,makes the request somewhat unique. Board Member Chesnut stated he believes the applicant should hold his event in Olde City Park for better exposure. Board Member Jones and Board Member Rose expressed their concern over the event as it would be profiting as a private business and not a non-profit organization and also that no specific movie was listed on the application. Board Member Kinser voiced concerns over businesses being permitted to to sell in this manner on City property setting a precedence for similar future vendor requests, which could prove difficult to limit and manage. Board Member Chesnut made a motion, seconded by Board Member Harris,to deny the vendor application requesting a Verizon marketing event and community movie in the park at Wylie Lakes Park on October 10 or October 25,2014. A vote was taken and passed 6-0(David White abstained his vote). DISCUSSION ITEMS • Subcommittee update from September 3, 2014 meeting. Board Member Chesnut advised that the subcommittee meeting continued discussion of the action plan of the Master Plan. He stated that the subcommittee is exploring ideas and moving ahead to identify areas that need to be addressed once finances are made available. Park Reimbursement fees are expected to fund improvements in the near future as new home additions are currently being constructed. Board Member Harris commented that he felt it was time for the subcommittee to begin discussing priorities and designation of these anticipated Park Reimbursement funds. Board Member Chesnut stated that because only a rough estimate of the funds is available, it may be premature to determine a priority of spending. Board Chairman Rose agreed with Board Member Harris and requested Staff to add a discussion item to the next Meeting Agenda regarding potential future funding and any project that is currently in the works,to which Superintendent Diaz complied. Superintendent Diaz added that he would be amending the parks map and advised he would email the Board an updated and higher quality PDF map of the city parks within the next week. • Finalize fall parks and facilities tour dates. Superintendent Diaz presented the two dates considered for the Board's fall parks tour: September 27, 2014 and October 11,2014. He advised that Board Members typically tour from 10:00am-1:00pm, meeting at a central point such as Community Park or the Senior Center,boarding the Senior Center bus and touring approximately twelve parks for about two or three hours. Board Member Harris requested the tour to include Kreymer Estates Park, which Superintendent Diaz agreed to add to the tour plans. All Board Members respectively agreed to hold the fall parks tour on October 11,2014. Minutes September 8, 2014 Wylie Parks and Recreation Board Meeting Page 2 ADJOURNMENT There being no further business a motion to adjourn was made by Board Member Jones and seconded by Board Member Kinser. A vote was taken and passed 7-0. The meeting was adjourned at 7:12 p.m. ATTEST: Janet Haw`kes, Parks Board Secretary Matt Rose, Parks Board Chairman Minutes September 8, 2014 Wylie Parks and Recreation Board Meeting Page 3