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12-08-2014 (Parks & Recreation) Minutes _41 CITY O F WYLIE Parks and Recreation Board Meeting Minutes Monday, December 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 6:33 p.m. with Board Member Ulmer,Board Member Chesnut, Board Member White, Board Member Harris and Board Member Kinser present. Board Member Jones was absent from the meeting. Staff members present: Parks&Recreation Superintendent, Robert Diaz and Parks Board Secretary,Janet Hawkes. CITIZENS PARTICIPATION Lance Wallace,Wylie resident of 100 Mahonia Drive,President of the Wylie Youth Baseball/Softball Association (WBSA),addressed the Board. Mr. Wallace informed the Board that the WBSA's affiliation with the Little League Organization would be changing to United States Specialty Sports Association(USSSA). He included that the WBSA's safety officer previously reached out to the Living for Zachary Foundation,who obtained a grant from the Frisco Rough Riders toward the purchase of an Automated External Defibrillator(AED). With the addition of the new AED device there will now be an AED at all three City of Wylie concession stands,two at Founders Park and one at Community Park. BUSINESS ITEMS 1. Consider and act upon approval of the Minutes from the November 10, 2014 meeting. Board Action: Board Member Harris made a motion,seconded by Board Member White,to approve the minutes from the November 10,2014 meeting. A vote was taken and passed 6-0. 2. Consider and act upon the recommendation to amend the FY 2014/15 Acquisition and Improvement Budget for a project at Community Park, located in the Central Zone. Superintendent Diaz addressed the Board recapping that the Parks and Recreation Board developed a subcommittee to discuss use of Parks Acquisition and Improvement(A&I)funds for potential future projects. Subcommittee recommendations were reviewed and discussed by the Parks and Recreation Board at the November 10,2014 meeting,and the highest ranked project was the installation of bleacher covers at the Community Park baseball fields. The A&I account recently received$159,000 from the Alanis Crossing Phase 1 Development;however, a fiscal year budget amendment will be necessary prior to utilizing those funds. Staff met with Lance Wallace,WBSA President,who confirmed that they would be contributing$25,000 to the project. While working with the shade cover vendor at Community Park,staff confirmed that the bleachers were not replaced at Cooper Field when new bleachers were purchased for the other three baseball fields following the completion of the initial improvements. Staff recommends using Park A&I funds for new bleachers at Cooper Field in addition to bleacher covers at all four fields. It is estimated that the new bleachers and bleacher covers will cost approximately$75,000.00,wherein$50,000.00 would come from the A&I funds and$25,000 to be contributed by the WBSA. Superintendent Diaz stated that the Board must first recommend to the City Council to amend the A&I budget. After the budget amendment is approved by the Council at a January 2015 meeting,the WBSA donation toward the bleacher covers can be formally accepted by the City. Staff will then begin the purchasing process for the project. Mr. Wallace advised that the WBSA spring season is scheduled to begin on March 21,2014. Superintendent Diaz stated that construction should not interfere with the baseball games due to the project installation anticipated to be relatively quick at approximately six to eight weeks,possibly completing one field at a time. Mr. Wallace preferred the standard hip shade structure option of those presented by Superintendent. The Board suggested staff pursue getting a quote for installing smaller sized bleachers at Cooper Field as a possible cost savings for the project,and Superintendent Diaz agreed to obtain these figures. Board Action: Board Member Harris made a motion,seconded by Board Member Chesnut,to approve the recommendation to amend the FY 2014/15 Acquisition and Improvement Budget for a project at Community Park. A vote was taken and passed 6-0. DISCUSSION ITEMS • Subcommittee update regarding Wylie Recreation Center Operations Budget Assessment Report. Board Member Kinser addressed the Board in regards to the recent Sub-Committee meeting and their review of the Wylie Recreation Center Operations Budget Assessment Report. He advised that ideas were discussed on pursuing better a marketing strategy,improved signage,sending advertising mail-outs, website enhancements,removal of online surcharges,offering an auto renewal option,amendment of the current usage fees and the possibility of additional full time staff. Board Member Kinser said that Superintendent Diaz would get back to the sub-committee detailing the most popular member packages as well as other related statistics. ADJOURNMENT There being no further business a motion to adjourn was made by Board Member Chesnut and seconded by Board Member Kinser. A vote was taken and passed 6-0. The meeting was adjourned at 6:58 p.m. ATTEST: Janet Haw es, Secretary Matt Rose,Parks Board Chairman Minutes December 8, 2014 Wylie Parks and Recreation Board Meeting Page 2