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08-25-2003 (Parks & Recreation) Agenda Packet PARKS AND RECREATION BOARD AGENDA Monday, August 25, 2003 6:30 P.M. City Council Conference Room Municipal Complex, 2000 Highway 78 North CALL TO ORDER CITIZEN PARTICIPATION APPROVAL OF MINUTES 1. July 28, 2003 ACTION ITEMS 2. Discuss and consider nominations for naming the following parks Birmingham Farms, Quail Meadow, Cimarron, and Sage Creek. 3. Discuss and consider request from the Wylie Merchants Association and the Wylie Chamber of Commerce to sell concessions and craft goods at Olde City Park and the Bart Peddicord Community Center during the Wylie Country Fair, Saturday, September 13, 2003. 4. Discuss and consider request from the Wylie Chapter of Cowboys for Christ to sell items such as hats and bibles at Olde City Park in the Gazebo during their community concert, September 20, 2003. 5. Discuss and consider Community Playground Site at Founders Park. DISCUSSION ITEMS 6. Update on grant projects, Meadowview Estates Development (previously Stiles Crossing), Avalon 2 Development, and miscellaneous land developments. ADJOURNMENT -1 gJ Posted this the Day ofLu2003 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. MINUTES PARKS AND RECREATION ADVISORY BOARD MINUTES Monday, July 28, 2003 6:30 PM Council Chambers Conference Room Municipal Complex, 2000 Highway 78 North Prior to the beginning of the meeting Aimee Neemer, Assistant City Secretary swore in the new and returning Board members Ivan Holmes, Dan Chesnut, and Larry Bowles. CALL TO ORDER This meeting was called to order at 6:35 PM. Those present were: Dan Chesnut, Eugene Garner, Anne Hiney, Frankie Delgado, Ivan Holmes, Larry Bowles and David Willey. Nominations and approval of the Chairperson and Vice-Chairperson of the Parks and Recreation Board was then done. A motion by Anne Hiney to nominate Dan Chesnut for Chairperson was made. Larry Bowles 2nd the motion. Dan was voted Chairperson 7-0. A motion by David Wiley to nominate Anne Hiney for Vice- Chairperson. Ivan Holmes 2nd the motion. Anne was voted Vice-Chairperson 7-0. CITIZEN PARTICIPATION N/a APPROVAL OF MINUTES 1. A motion to approve the minutes from the June 23, 2003 meeting was made by Anne Hiney. Larry Bowles 2nd the motion. The Board approved the motion 7-0. ACTION ITEMS 2. Discuss and consider revised concept plan for Wylie Lakes Subdivision. Mark Stiles, the developer made a presentation to the Parks and Recreation Board regarding the new concept plan. After much discussion a motion was made by Anne Hiney to approve the current version of the concept plan with the following stipulations: create parking areas in the large 5.5 acre park in the central portion of the development and address the drainage issues for the ponds (how large and deep will ponds be-will they be retention/detention ponds) located in both the central and west park sites. Ivan Holmes suggested bringing the site plan back to the Board with these changes during the platting stage for the Board to see. David Willey 2nd the motion. The concept plan was approved with stipulations 7-0. p. 2 3. Discuss and consider revised concept plan for Avalon 2 Subdivision. A presentation was made by the developer, Scott Massy. A motion was made by Larry Bowles to approve the concept plan with the stipulation to provide more detail on parking for the dedication and how the park access will be done (eastside of development). Anne Hiney 2'd the motion. The motion was approved 7-0. DISCUSSION ITEMS 4. Staff updated the Board on grant projects and Founders Park/Stadium. 5. The board and staff discussed sites for the community playground project. ADJOURNMENT At 8:30 PM David Willey made a motion to adjourn the meeting. Larry Bowles 2'd the motion. The Board approved the motion 6-0. Dan Chesnut had to leave early. Parks and Recreation Board Agenda Communication for August 25, 2003 Issue Discuss and consider nominations for naming the following parks: Birmingham Farms, Quail Meadow, Cimarron, and Sage Creek. Background The Board discussed development of a Park Naming Policy at the April 28, 2003 meeting. They requested that staff develop a draft policy for review at the next meeting. Staff developed a draft of the policy for board comment and approval. The Park Naming Policy was approved by the Park Board at the June 3, 2003 meeting, and then it was approved by the City Council. Financial Considerations N/A Other Considerations Article VIII, Section 2 of the City Charter and Section 78-38 of the City Code identify the duties of the Park Board to serve in an advisory capacity to the City Council on the planning and development of parks and recreation facilities and the regulations governing their use. Board/Commission Recommendation N/A Staff Recommendations N/A Attachments Park Naming Policy epared by CITY OF WYLIE PARKS AND RECREATION DEPARTMENT PARK AND PARK FACILITY NAMING POLICY POLICY ADMINISTRATION 1. The park and recreation board ("board"), will be responsible for recommending a name for municipal parks and park facilities. 2. The board shall be responsible for research, study and recommendation of a proposed name to the city council. Rationale for the recommended name shall be given in writing and accompany the recommendation. 3. The recommended name will be forwarded to the city council for its consideration and approval. 4. Municipal parks and park facilities shall be named immediately prior to or during development, generally not later than 60 days after acquisition or commencement of construction or at the earliest possible date. 5. A park name or park facility name may be changed no more frequently than once every ten years. II. GUIDELINES FOR NAMING MUNICIPAL PARKS AND PARK FACILITIES 1. Names of municipal parks and facilities should be familiar to the majority of citizens, easy to recall, unique and lasting. 2. The following guidelines are listed in order of importance. Municipal parks and facilities shall be named: a) By outstanding and/or predominate physical characteristics of the land such as: 1. Those naturally occurring, such as forested areas, streams, rivers, lakes and creeks; 2. Manmade features such as subdivisions, streets, office/industrial or commercial complexes; 3. Landmark significance, such as an identifiable manmade or naturally occurring monument; 4. Historical significance, such as the names of early residents or citizens and/or a significant event. b) In honor of a deceased or living national, state, or community leader. c) Based on the activity, event, or function of the land. CITY OF WYLIE PARKS AND RECREATION DEPARTMENT MEMORIAL DEDICATION POLICY POLICY ADMINISTRATION AND GUIDELINES 1. The Park Superintendent, or designee, shall have the responsibility for administering the City of Wylie Parks and Recreation Department Memorial Dedication Policy. 2. Under the guidance of the Park Superintendent, Wylie citizens may request the installation of memorial items including but not limited to: trees, landscaping, granite or bronze markers, benches, tables, pavilions, playground equipment, and other park-related items. 3. All requests for the installation of memorial items must be accompanied with a complete written description of the item, such as the item dimensions, material of construction, caliper size, mounting requirements, the desired location, the desired time for installation, etc. The Park Superintendent reserves the authority to limit the number, size, type, brand, variety, species, color, location, and date of installation of all memorial items. 4. Prior to installation, all costs associated with the purchase, acquisition, shipping, transportation, mounting, placement, and/or installation of the item shall be paid by the individual requesting the installation of the memorial item. 5. No memorial items shall be installed without the approval of the Park Superintendent. 6. Memorials shall be installed by the Park and Recreation Department employees and/or a Parks and Recreation Department designated contractor only. 7. The Park and Recreation Department assumes no responsibility for any damage, breakage, or vandalism occurring to the item either before, during, or after installation, nor does the Department guarantee the item's maintenance, upkeep, life span, or duration of usefulness. Parks and Recreation Board Agenda Communication for August 25, 2003 Issue Discuss and consider request from the Wylie Merchants Association and the Wylie Chamber of Commerce to sell concessions and craft goods at Olde City Park and the Bart Peddicord Community Center during the Wylie Country Fair, Saturday, September 13, 2003. Background The not-for-profit groups listed above have all been groups that have participated in selling items at the Country Fair for the past few years. Now that the Parks and Recreation Department has implemented this permit policy, staff is now bringing forth these requests to comply with the established permitting process. Financial Considerations N/A Other Considerations Article VIII, Section 2 of the City Charter and Section 78-38 of the City Code identify the duties of the Park Board to serve in an advisory capacity to the City Council on the planning and development of parks and recreation facilities and the regulations governing their use. Section 78-150 of the City Code of Ordinances states: It shall be unlawful for any person to solicit for sale, vend, peddle, sell or offer to sell any cold drinks, cigars, tobaccos, cigarettes, fruits, candies, goods, wares or merchandise of any kind or nature whatsoever within the city park or recreation or community center facility; provided, however, that this section shall not apply to any person, organizations, firms or corporations, or the agents of any person, or organization, firm or corporation, or employees of any person who are recommended by the parks and recreation board and approved by the city council to operate a concession or concessions for the sale of specified goods, wares, and merchandise within the city park or recreation or community center facilities of the city. Board/Commission Recommendation N/A Staff Recommendations Staff recommends approval of the request. Attachments Vendor Registration Form Prepared by OWN CITY OF WYLIE PARKS AND RECREATION VENDOR REGISTRATION FORM NAME OF GROUP,ORGANIZATION,INDIVIDUAL,ETC. EVENT INFORMATION Name Donna Larson/Debbie Bullock-Chamber/DMA Location Olde City Park/BP Community Center Address 130 N.Ballard Wylie,Texas Date(s) 09/13/2003 Phone No. Donna-972-442-2111 Debbie-972-442-2804 Start Time 8:00 AM Alternate Phone No. End lime 5:00 PM Contact Person Name Number of Individuals Vending Items 70-80 groups Address Target Audience Park visitors Phone No. Anticipated Number in Attendance at Event 3-4000 people Alternate Phone No. Specific Items to be Sold Emergency Contact Name 80 Arts/crafts booths at the park and community center Address 10 misc.food vendors at the park(popcorn,sausage,hot dogs etc.) Phone No. Alternate Phone No. Helpful Information The City of Wylie has an exclusive contract that allows the sale of only Pepsi products within all park,recreation,community center facilities, and other city facilities. If food is prepared on-site or if food is prepared off-site and brought to the location to be sold,the vendor must contact the City Inspections Office at 972-442-8150 in order to obtain a Health Permit prior to the sale of such products. An Inspector must examine the food preparation and food storage equipment to assure the health and safety of customers. Section 78-150 of the City Code of Ordinances states: It shall be unlawful for any person to solicit for sale,vend, peddle,sell or offer to sell any cold drinks,cigars,tobaccos, cigarettes,fruits,candies, goods,wares or merchandise of any kind or nature whatsoever within the city park or recreation or community center facility; provided, however, that this section shall not apply to any person, organizations, firms or corporations, or the agents of any person, or organization,firm or corporation, or employees of any person who are recommended by the parks and recreation board and approved by the city council to operate a concession or concessions for the sale of specified goods,wares, and merchandise within the city park or recreation or community center facilities of the city. Parks and Recreation Board Agenda Communication for August 25, 2003 Issue Discuss and consider request from the Wylie Chapter of Cowboys for Christ to sell items such as hats and bibles at Olde City Park in the Gazebo during their community concert, September 20, 2003. Background The not-for-profit group listed above has not participated in selling items at the park, but they have previously reserved the Olde City Park gazebo for community concerts. Now that the Parks and Recreation Department has implemented this permit policy, staff is now bringing forth these requests to comply with the established permitting process. Financial Considerations N/A Other Considerations Article VIII, Section 2 of the City Charter and Section 78-38 of the City Code identify the duties of the Park Board to serve in an advisory capacity to the City Council on the planning and development of parks and recreation facilities and the regulations governing their use. Section 78-150 of the City Code of Ordinances states: It shall be unlawful for any person to solicit for sale, vend, peddle, sell or offer to sell any cold drinks, cigars, tobaccos, cigarettes, fruits, candies, goods, wares or merchandise of any kind or nature whatsoever within the city park or recreation or community center facility; provided, however, that this section shall not apply to any person, organizations, firms or corporations, or the agents of any person, or organization, firm or corporation, or employees of any person who are recommended by the parks and recreation board and approved by the city council to operate a concession or concessions for the sale of specified goods, wares, and merchandise within the city park or recreation or community center facilities of the city. Board/Commission Recommendation N/A Staff Recommendations Staff recommends approval of the request. Attachments Vendor Registration Form Prepared by MOM CITY OF WYLIE PARKS AND RECREATION VENDOR REGISTRATION FORM NAME OF GROUP.ORGANIZATION.INDIVIDUAL,ETC. EVENT INFORMATION Name Cowboys for Christ Location Olde City Park/BP Community Center Address Date(s) 09/20/2003 Phone No. Ginger Glover/972-442-2713 Start Time 4:00 PM Alternate Phone No. End Time 8:00 PM Contact Person Name Number of Individuals Vending Items 1 group Address Target Audience Park visitors Phone No. Anticipated Number in Attendance at Event 50-100 people Alternate Phone No. Specific Items to be Sold Emergency Contact Name Misc.goods I.e.bibles,hats Address Phone No. Alternate Phone No. Helpful Information The City of Wylie has an exclusive contract that allows the sale of only Pepsi products within all park,recreation,community center facilities, and other city facilities. If food is prepared on-site or if food is prepared off-site and brought to the location to be sold,the vendor must contact the City Inspections Office at 972-442-8150 in order to obtain a Health Permit prior to the sale of such products. An Inspector must examine the food preparation and food storage equipment to assure the health and safety of customers. Section 78-150 of the City Code of Ordinances states: It shall be unlawful for any person to solicit for sale,vend, peddle,sell or offer to sell any cold drinks, cigars,tobaccos,cigarettes, fruits,candies, goods,wares or merchandise of any kind or nature whatsoever within the city park or recreation or community center facility; provided, however, that this section shall not apply to any person, organizations, firms or corporations, or the agents of any person, or organization, firm or corporation, or employees of any person who are recommended by the parks and recreation board and approved by the city council to operate a concession or conrpctions for the sale of specified goods,wares, and merchandise within the city park or recreation or community center facilities of the city. FREE Concert In The Park Setember 20, 2003 4:00 to 8:00 @ Olde City Park In The Gazebo The Wylie Chapter of Cowboys For Christ Presents Some of The Best - Country Gospel/Contempory Gospel Music No Concessions Will Be Sold Bring your Own Food and Bevarge No Alcohol PLEASE EVERYONE WELCOME!!!!!!!!!! Parks and Recreation Board Agenda Communication for August 25, 2003 Issue Discuss and consider Community Playground Site at Founders Park. Background The Board discussed various community playground locations at the regular meeting in July and it was decided that various sites should be researched with the Blackland Prairie Playground Foundation and city staff. Members from the Playground Foundation and the Parks staff decided that a location east of the current softball fields at Founders Park would be a good location. This location was chosen because it was land already in the parks system and it contained infrastructure needs i.e. restrooms and parking. Financial Considerations N/A Other Considerations Article VIII, Section 2 of the City Charter and Section 78-38 of the City Code identify the duties of the Park Board to serve in an advisory capacity to the City Council on the planning and development of parks and recreation facilities and the regulations governing their use. Board/Commission Recommendation N/A Staff Recommendations N/A Attachments N/A Prep ed by Park A & I Statement of Revenue and Expenditures As of 08/21/2003 West Central East Revenue Parkland Dedication $ 127,500 $ 44,500 $ - County Grants - 22,036 * - Total Revenue 127,500 66,536 - Transfer From General Fund 114,328 (11,438) 82,948 Expenses Tools & Equip. $ 414 $ - $ - Botanical & Agricultural 14,470 - - Recreational Supplies 338 - 546 Land Betterments 16,406 - 2,480 Furniture & Fixtures 958 6,362 205 Outdoor Equipment 32,029 59,376 4,931 Major Tools, Mach., & Equip. 1,420 1,420 1,420 Total Expenses 66,034 67,159 9,582 n Total $ 175,794 $ (12,061) $ 73,366 * Remaining County Grants to collect $ 25,007 $ 100,000