The URL can be used to link to this page

05-19-2014 (Parks & Recreation) Agenda Packet 4 , _. Wylie Parks and Recreation Board , .,-;if(--' Rap�ko NOTICE OF MEETING *141-1 or WO Regular Meeting Agenda May 19, 2014 — 6:30 p.m. Wylie Municipal Complex Council Chambers 300 Country Club #100 Wylie, Texas 75098 Matt Rose Chair Lisa Ulmer Vice-Chair Dan Chesnut Board Member Jim Ward Board Member Jeff Harris Board Member Emmett Jones Board Member Jeremy White Board Member Robert Diaz Board Liaison Mike Sferra Public Services Director Janet Hawkes Board Secretary In accordance with Section 551.042 of the Texas Government Code, this agenda has been posted at the Wylie Municipal Complex, distributed to the appropriate news media, and posted on the City website: www.wylietexas.gov within the required time frame. As a courtesy, the entire Agenda Packet has also been posted on the City of Wylie webs ite: www.wylietexas.gov. The Board Chair requests that all cell phones and pagers be turned off or set to vibrate. Members of the audience are requested to step outside the Council Chambers to respond to a page or to conduct a phone conversation. 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 972.516.6020. Hearing impaired devices are available from the City Secretary prior to each meeting. CALL TO ORDER Announce the presence of a Quorum. CITIZENS COMMENTS ON NON-AGENDA ITEMS Residents may address the Board regarding an item that is not listed on the Agenda. Residents must provide their name and address. Board requests that comments be limited to three (3) minutes. In addition, the Board is not allowed to converse, deliberate or take action on any matter presented during citizen participation. May 19,2014 Wylie Parks and Recreation Board Regular Meeting Agenda Page 2 of 2 REGULAR AGENDA 1. Consider and act upon approval of the Minutes from the February 24, 2014 meeting. 2. Consider and act upon approval of the Minutes from the March 24, 2014 meeting. 3. Consider and act upon vendor application for the Wylie Citizens Police Academy for a garage sale at Olde City Park on June 21, 2014 or an alternate date of June 28, 2014 from 7:00 a.m. to 1:00 p.m. DISCUSSION ITEMS • Project update: Municipal Complex Trail Project, Community Park restroom, and various Acquisition and Improvement projects. ADJOURNMENT CERTIFICATION I cert0; that this Notice of Meeting was posted on this 16th day of May 2014 at 5:00 p.m. as required by law in accordance with Section 551.042 of the Texas Government Code and that the appropriate news media was contacted. As a courtesy, this agenda is also posted on the City of Wylie website: www.wylietexas.gov. Carole Ehrlich,City Secretary Date Notice Removed Ci y o W LIE Parks and Recreation Board Meeting Minutes Monday, February 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 White,Board Member Smith and Board Member Ulmer present. Staff members present: Public Services Director,Mike Sferra,Parks and Recreation Superintendent,Robert Diaz and Parks Board Secretary,Janet Hawkes. CITIZENS PARTICIPATION No citizens addressed the Board. BUSINESS ITEMS 1. Consider and act upon approving the Minutes from the January 27, 2014 meeting. Board Action: Board Member Ulmer made a motion,seconded by Board Member Jones,to approve the minutes from the January 27,2014 meeting. A vote was taken and passed 7-0. 2. Consider and act upon the vendor request from Relay for Life-Team Amazed by You Event at Olde City Park on April 26, 2014. Board Action: Superintendent Diaz informed the Board that we had worked with the Relay for Life group in the past; however,"Amazed by You"is a team affiliated with them, and if approved,this will be their first fundraising event requiring a vendor application. The applicant plans to hold this event on Saturday,April 26,2014 from 12:00pm until 10:00pm at the Olde City Park to raise money for the American Cancer Society. The applicant plans to invite 10-15 vendors who will sell craft items,yard art,t-shirts,signs and miscellaneous food items. She also plans to hold a concert during the event wherein cash donations would be welcomed. Board Member Harris made a motion,seconded by Board Member Ulmer,to approve the Relay for Life-Team Amazed by You vendor application for their fundraising event at Olde City Park on April 26,2014. A vote was taken and passed 7-0. 3. Consider and act upon approval of the 2014 Board meeting calendar. Board Action: Superintendent Diaz presented the Board with a copy of the tentatively revised 2014 meeting calendar. Consideration to change the Parks and Recreation Board meeting dates was due to conflicts of several holidays falling within the fourth week of many months. During the January meeting Board Member Ward suggested looking at changing meetings to the third week of the month;however,after looking into it, Superintendent Diaz learned that his suggestion was not an option due to other city board meetings being scheduled in City Council Chambers on those Mondays. The Board suggested leaving the March,April and May meetings the same as it was in 2013 and implementing the new and revised 2014 calendar with meetings scheduled on the second Monday of every month effective June 2014. Board Member Chesnut made a motion,seconded by Board Member Jones,to approve the 2014 Board meeting calendar effective June 2014. A vote was taken and passed 7-0. DISCUSSION ITEMS • Review 95% completed plans for the Municipal Complex Trail project. Superintendent Diaz requested Board input on the presented 95%completed plans for the Municipal Complex Trail route. He noted that these plans were very similar to the 50%plans presented last October. Superintendent Diaz stated that budget-wise the project is in line and that add alternates can be included in the final plans. He stated that the pedestrian bridge span will be 20 feet long instead of the originally calculated 40 feet,and the old FM 1378 bridge will require demo work to remove old asphalt which can be completed by City staff. An archaeological survey will begin upon receipt of the state required and issued Antiquities permit. Staff anticipates bidding the trail project out this spring as long as we receive the archaeological study approval and grant money from the state. The Texas Parks and Wildlife Department Grant Administrator advised the City that no money should be spent on construction until we execute an agreement with the state. Due to the government shutdown and sequester last fall,the state is still awaiting release of federal money for our grant,which was originally due in October 2013. Board Member Ward recommended the Lakefield/Country Club trailhead loop,listed as 8 feet wide in the 95%plan,be changed to 10-12 feet wide,the same width as the trail's main spine. Superintendent Diaz advised that the Lakefield/Country Club trailhead width was already changed once as the Board and staff agreed that an 8 foot wide connector transitioned better to the Country Club sidewalk and was also more cost effective. He added that the trail connectors to City Hall,the Recreation Center and the Library are also planned at an 8 foot width. Board Member Ward stated he preferred the Brown Street trailhead lead into the east meadow lining up to the Sanden crossing. Director Sferra responded that additional survey work would be needed to adjust the route. Superintendent Diaz added that the current plan is laid out to accommodate a future parking lot in that area. Accessibility standards will require accessible parking to the trail,which is currently planned in the Municipal Complex north parking lot. The Board discussed changing the width of the trail to 10 feet;however,staff prefers the 12 feet width per recommendation of the consultant. Superintendent Diaz advised that Board Member's suggestions may be an add alternate on the bid form. Superintendent Diaz advised that although signage and soft trails are shown on the 95%plans,the majority of the grant money will go toward the actual concrete trail construction. Director Sferra added that signage and benches were items written into the grant application. Superintendent Diaz also stated that the consultant originally allotted a 15 percent contingency,but staff requested it be lowered 10 percent due to the project primarily consisting of concrete expense. Wylie resident,Gary Robas,who resides at 1711 Stonecrest Trail,commented that he believed the trail should be 10 feet wide. Mr.Robas also commented that the trail loop behind the Recreation Center should be a complete circle similar to a track or loop-type trail. Superintendent Diaz responded that the current trail with proposed trail connectors allows for it to be utilized in the way Mr.Robas suggests. Board Member White addressed staff requesting the consultant attend a future Board meeting to receive firsthand input and"Q&A"from Board Members. Director Sferra advised that the consultant's attendance would be an additional service and that staff would look into making such arrangements. Board Member Harris commented that approximately$44,000 could be saved by constructing the trail at 10 feet wide instead of 12 feet wide. Board Member Ward stated he supports the plan at this stage of 95 percent as long as the Board has options and flexibility to amend or add things when the plans go out to bid. Staff agreed to contact the consultant to discuss the Board's concerns with flexibility of options and recommended trail width,leaving the Trail plan at 95 percent completion for the present. Minutes February 24, 2014 Wylie Parks and Recreation Board Meeting Page 2 ADJOURNMENT There being no further business a motion to adjourn was made by Board Member Ward and seconded by Board Member Jones. A vote was taken and passed 7-0. The meeting was adjourned at 7:50 p.m. ATTEST: Janet Hawkes, Parks Board Secretary Matt Rose, Parks Board Chairman Minutes February 24, 2014 Wylie Parks and Recreation Board Meeting Page 3 Ci STY 0 W L,IE 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 Smith 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.Mcllrath 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.Mcllrath 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 HWY1378 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.Mcllrath 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. Minutes March 24, 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 Ulmer. A vote was taken and passed 5-0. The meeting was adjourned at 7:48 p.m. ATTEST: Janet Hawkes, Parks Board Secretary Matt Rose, Parks Board Chairman Minutes March 24, 2014 Wylie Parks and Recreation Board Meeting Page 3 PARKS AND R °`kR „A ,: ) CITY OF WYLIE 300 Country Club,Building 100,Wylie,TX 75098 .................................... 972.516.6340 VENDOR REGISTRATION Once approved by C y l do► has 7 days to finalize event with ,Recce at1Qf af:ili,; ,Sta Recisliniiendedtimel►Ine o►,sub,iissiQnto`ParkBoardis3-4inonthsiwadvanee'6 'event, l. Grouull.p, o•r niz, ti.f o, In .ivi i.al,etc, Name Phone Number Phone Adatat4ir�� ", .'��ro ��P�� „Alterna �� mber� ��.::::,,.,:�� m dress m..„—„„„„„--„„„„„„„„„.„.„„.„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„„—„„„„„„„„„„„„„„� , Z-00.�� —. City/State/Zip ��.........„ a. W Wq UM www q wwwW wWww�ww _ �... m .mm m AX I„�7� laim�„:3M 1„„mt..„�„i ro rN� m�fai _��J � ��ww_� wwwww w��wW�� w w___ Cont Person Name Phone Number uuu Address Alternate Phone Number City/State/Zip _ ��-- ,. w w w w a �ww wwww � Emergency Contact Name Phone Number Address Alternate Phone Number _City/State/Zip E'.'ent I farm Imam Event Name „„�� mm�� ..�� _aawaww �.—��o.w��Mo��NMNNo��--„—wwwwwwwww„„„ .„ Type of Event Purpose of Event .,� Location Proposed Event Date(s) B End�T m�mu 01 Number of Individuals nding Items Start Time T nd' e Anticipated Number iin Attendance Event Target Audience Specific Items to b old 6INER_ 1��__w_ _. �wwww � w_w__M w ww__J _„r„„„„„„„„„„„„„„„„„„„„„„„_w„„_„r„„w„„_ NOTE: YO If food is prepared on-site or off-site and brought to the location to be sold,the vendor must contact the City Inspections Office(972.516.6420)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 78-105 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,or wares and merchandise within the city park or recreation or community center facilities of the city. Rev.7.22.11 c� / ', EXISTING NATIVE cot- !, \ / � ti JITY,E'7F OYLIP AREA ��aj o MU M �� r ;A \�'` .- FUTURE TRAIL '';,,� } (1,8905LF) N� CONNECTION �` Z\ y y �� . '` F �r \ C` __��—fie ''; ' `� y,.. / f < ;"+ -_ o \ f44---'7\INN.. 2 r` , Z `-, -3 PHASE2 L ,, J � i .. , (2,310 LF) i r V / i (1,845 LF) r WYLIE HIGH r`,/ � \ �� _ax c av ASK HOOL - o A, \,_1 a v J EXISTING NATIVE — ?!' GRASSLAND 3'�p / \ \ \ i ,, v. / AREA f- / \� E . f - aoo,s oo, GRAPHIC SCALE a wm. m fl 1:7, uD0.lH '60 sx�r