03-24-2003 (Parks & Recreation) Agenda Packet PARKS AND RECREATION BOARD AGENDA
Monday, March 24, 2003
6:30 P.M. City Council Conference Room
Municipal Complex, 2000 Highway 78 North
CALL TO ORDER
CITIZEN PARTICIPATION
Presentation by Claude Thompson, Planning Director, on Tree Preservation and
Aquatic Centers.
APPROVAL OF MINUTES
1. March 6, 2003
ACTION ITEMS
N/A
DISCUSSION ITEMS
2. Discuss timeline for Parks and Recreation Board future goals and
objectives.
3. Discuss recent meeting with WISD re: Founders Park/Stadium/properties.
4. Update on grant projects and existing facility improvements.
ADJOURNMENT
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Posted this then Day of- 2003 at 5:00 p.m.
THE WYLIE MUNICIPAL COMPLEX IS WHEELCHAIR ACCESSIBLE. SIGN INTERPRETATION OR OTHER SPECIAL
ASSISTANCE FOR DISABLED ATTENDEES MUST BE REQUESTED 48 HOURS IN ADVANCE BY CONTACTING THE
CITY SECRETARY'S OFFICE AT 972-442-8100 OR TDD 972-442-8170
CITY OF WYLIE
DEVELOPMENT
SERVICES
Memo
To: John Spies, Sam Terry, T. J. Theisen, Mark Ball, Bill Nelson, Mindy
Manson, Robert Diaz, John Simmons, John Fuller, and Ed Howrey
From: Michael Sferra, Director of Development Servicesp\5
Date: March 20, 2003
Re: Summary of City of Wylie and WISD Meeting on March 19, 2003
Attached for your review is the list of discussion items and subsequent notes from the
meeting held at the WISD Administration Building on March 19, 2003. Please let me
know if you have any corrections, changes, or additions.
Also attached is a copy of the Joint Resolution between the Wylie City Council and
the WISD Board of Trustees that was discussed at the meeting.
Topics for Discussion with WISD
Founders Park Issues
• Responsibility and scheduling for clean-up after City or WISD events (blowing
trash, trash cans, parking lots).
The consensus was that whoever held the event would be responsible for
cleaning up in time for the next event even if it means cleaning up at night.
Communication and coordination between the City and WISD would be
maintained in order to know each entity's schedule of events.
. • Maintenance of parking lots (striping, concrete repair, signs, lights, etc.)
It was agreed that the WISD would maintain the parking to the north and east of
the stadium and the area immediately adjacent to the surrounding sidewalk on
the south side of the stadium. The City would maintain the parking lot south of
the stadium. It was agreed that both entities would communicate with one
another in efforts to economize and share the cost of future parking lot striping
and rental of equipment to perform light maintenance.
• Maintenance of grounds (mowing, irrigation repairs, landscape islands within
the parking lots)
It was agreed that the WISD would maintain the grounds to the north and east of
the stadium and the grounds immediately adjacent to the surrounding sidewalk
on the south side of the stadium. The City would maintain the unpaved open
space located southwest of the stadium. The WISD agreed to consider
installation of asian jasmine groundcover, instead of sod, within the landscape
islands in the parking lot on the south side of the stadium (which would be
maintained by the City).
• Maintenance and operation of tennis courts —will they be available for public
use during school tournaments or practices? Responsibility for maintenance
of lights, nets, windscreen, etc. Operation of lights by general public and
WISD (hours available for operation, manual operation after sunset).
The City will be responsible for the installation, maintenance, and operation of
the tennis court lighting, lighting equipment, timers, controls, etc. WISD agreed
to accept responsibility for the maintenance of the tennis courts including court
striping, nets, windscreens, and related appurtenances. The City will install
signage indicating the hours of usage reserved for WISD and post similar
information on its website.
• Point of contact to coordinate long range City and WISD schedules of events
to avoid conflicts. Includes events that will use parking lots, ball fields, soccer
fields, tennis courts, and stadium.
It was agreed that Sam Terry and Robert Diaz would be the points of contact for
WISD and the city, respectively, and they will communicate and coordinate on
the scheduling of events.
• Will the stadium be used for other events such as track meets, cheerleader
competitions, concerts, or leased out to third parties?
WISD representatives stated that the stadium maybe used to host ROTC events,
. band competitions, track meets and other activities in the future, but it will not be
leased to third parties.
Other Issues
• Future school site at intersection of Kreymer and Brown. Does WISD intend
to hold onto it?
Yes, this is a future school site.
• Does WISD intend to install security fencing around all school campuses?
Could cause restriction to access of adjacent park sites.
WISD stated that the fence installed between Dodd Elementary and the adjacent
parkland would be removed when the parkland is developed. The same
approach would be applied to other similar locations.
• Joint use agreement suggested continual dialogue be maintained between
City and WISD to coordinate with one another. Should representatives from
each entity establish and maintain contact? Who?
It was decided that for the time being, Sam Terry and Robert Diaz would be the
points of contact for WISD and the city, respectively. Also, the consensus was
that Joint Resolution between the City and WISD should be reviewed and
formalized for the benefit of both parties (the joint resolution is attached).
After discussing the above items, the City inquired about the possibility of the
sale of Pepsi Cola products on the visitors'side of the stadium which is situated
on City property(the City has a concession contract with Pepsi, and the WISD
has a contract with Coca-Cola). The City offered to review its contract with Pepsi
and both parties agreed that although some anrangement may be possible,
further study would be needed to determine if any legal constraints prevented
such an arrangement.
Resolution
A JOINT RESOLUTION OF THE BOARD OF TRUSTEES OF THE WYLIE
INDEPENDENT SCHOOL DISTRICT AND THE CITY COUNCIL OF THE CITY
OF WYLIE, DECLARING BY POLICY A WORKING PARTNERSHIP
BETWEEN THE CITY AND THE SCHOOL DISTRICT; ESTABLISHING AN
ACTION PLAN TO ENACT CERTAIN GOALS FOR THAT PARTNERSHIP;
AND ESTABLISHING AN ANNUAL REVIEW AND REVISION PROCESS FOR
THE ACTION PLAN.
WHEREAS, the Wylie Independent School District (WISD) and the City of Wylie have for many
years cooperated to provide the Wylie community with such services as parks and recreation facilities,
safe transportation at school sites, and library services; and
WHEREAS, the Board of Trustees of the WISD and the Wylie City Council have adopted such joint
activities because they believe cooperation provides higher quality services at lower costs to
taxpayers; and
WHEREAS, the Board of Trustees of the WISD and the Wylie City Council want to secure this
relationship with a formal declaration of policy that ensures continued communication and
cooperation;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE WYLIE
INDEPENDENT SCHOOL DISTRICT AND THE CITY COUNCIL OF THE CITY OF WYLIE,
THAT:
SECTION 1: The WISD and the City of Wylie consider themselves partners in public service; that
the two will actively support each other's missions by communicating and cooperating at all levels
of their organizations.
SECTION 2: The Board of Trustees of the WISD and the Wylie City Council hereby adopt the Joint
Action Plan, attached hereto and made a part of this Resolution for all purposes. The Joint Action
Plan is a dynamic plan and is subject to change with mutual agreement of both the Board of Trustees
and the Wylie City Council.
SECTION 3: The Board of Trustees of the WISD and the Wylie City Council shall evaluate annually
the results of the action items within the Plan, and amend the Plan or adopt a new Plan each year as
necessary.
JOINT ACTION PLAN
WYLIE INDEPENDENT SCHOOL DISTRICT
CITY OF WYLIE
Adopted, November 14, 1995
Revised, September, 1998
Purpose. This Action Plan aims to:
A. secure the relationship between the Wylie Independent School District (WISD) and
the City of Wylie by formalizing present and new policies and programs, and
B. provide for the continuous improvement of services to the community that help fulfill
the missions of both organizations.
II. Goals. The following goals represent the joint action agenda for the WISD/City
partnership.
A. Complete jointly, the planning and development of the Central Park area which is
comprised of a multi-use athletic field complex, the WISD football stadium, a tennis
center, and hike&bike trails.
B. Provide safe access for school children to and from their schools, and safe, healthy
environments at school sites that promote learning.
C. Meet together as governing bodies and exchange information, develop new plans, and
consider new programs on behalf of the citizens of Wylie.
1. Jointly approve a Conceptual Plan for the Central Park area on or before
December, 1995.
D. Enter into a Joint Use Agreement, as necessary, for new projects and programs.
1. Jointly approve a Joint Use Agreement for the Central Park area on or before
January, 1996
JOINT USE AGREEMENT - CENTRAL PARK/ATHLETIC FIELD COMPLEX
WYLIE INDEPENDENT SCHOOL DISTRICT
CITY OF WYLIE
POLICY
Through the adoption of a joint Resolution, the WISD and the City have established a working
partnership by which the two entities agree to actively support each others missions at all levels
of their organizations in order to provide for the continuous improvement of services to the
community. Specifically, WISD and the City recognize that a cooperative effort to provide such
services as park and recreational facilities will result in the provision of higher quality services at
lower costs to the citizens of Wylie.
PURPOSE
The purpose of this Joint Use Agreement is to define, subject to later agreements, the
implementation of the joint use of the Central Park area (the Property), the methodology by which
such joint use shall be shared during the term of this agreement, the method of communications
between the parties, and general administrative issues. The rules and regulations contained in this
Joint Use Agreement shall be reviewed and renewed annually with the goal of maintaining an
efficient procedure for implementing joint use of the Property which is mutually beneficial to the
WISD and the City.
PLANNING, DESIGN AND IMPLEMENTATION
It is recognized that the WISD has the responsibility for designing and providing facilities for
educational purposes and the City shares similar responsibilities for recreational purposes. This
Joint Use Agreement acknowledges the need for joint planning and design of the facilities to more
effectively use the tax dollar through joint utilization.
Toward this effort, each entity shall be represented in the planning and design process through the
establishment of a Planning Committee to consist of two members appointed by the WISD and
two members appointed by the City in addition to designated staff to be determined by the
Superintendent and the City Manager. Through this committee, either entity may request that
features be included in the plan, at their expense, which may be of benefit for their programming
but not normally provided by the other entity. The same committee may meet as needed to ensure
compliance with the procedures and to resolve any issues which may arise.
PROGRAMMING/APPROVED USES
WISD and the City agree to cooperate with each other for the operation of the Property. The
scheduling and coordination of the Property shall be governed by the following provisions. The
individual responsible for scheduling events and representing the WISD shall be the
Superintendent, or his designee. The individual responsible for the scheduling of events and
•
representing the City shall be the City Manager or his designee.
The WISD shall have scheduling responsibilities and priority use of the Football Stadium and
WISD practice fields. The City shall have scheduling responsibilities and priority use of the
soccer fields and the softball/baseball complex. The WISD and the City agree to supply to each
other any known scheduled use of the fields and park area as soon as those schedules become
available. All facilities shall be available to the general public as scheduling permits.
Consideration should be given to the provision of service by one entity to the other to prevent
duplication of services where one entity possesses the expertise, staff, equipment and facility to
better provide the service.
MAINTENANCE
The maintenance of grounds, equipment and facilities utilized for joint programming shall be
performed as agreed by both entities in such a manner as to realize the greatest savings to the
taxpayer, and which best meets the standards adopted for specific facilities.
CAPITAL EXPENDITURES
Both parties anticipate that additional capital expenditures will be required from time to time to
improve the joint facilities, to replace existing improvements and equipment, and to acquire or
develop other facilities. ill capital expenditures shall require the consent and approval of both
entities and allocation of the cost and expense thereof, and any other matters relating to such
capital expenditures shall be made by agreement of the entities.
FINANCES
The site development costs shall generally be incurred by the primary using entity. In the case
of joint development of facilities, such as parking lots, each entity will pay its own proportionate
share of the costs consistent with applicable State law and local policies. The respective shares
will be mutually agreed upon in advance by the respective governing bodies, based on the
proportionate benefit to each entity.
AMENDMENT
This Agreement is dynamic in nature and is subject to change with the mutual agreement of both
the WISD and the City.