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10-13-2014 (Parks & Recreation) Agenda Packet {t a Wylie Parks and Recreation Board , �, ;Ra;p4 - NOTICE OF MEETING S1411 or WO Regular Meeting Agenda October 13, 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 David White Board Member Jeff Harris Board Member Emmett Jones Board Member Bobby Kinser Board Member Robert Diaz Board Liaison Shohn Rodgers Parks Manager 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 website: 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. October 13,2014 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 September 8, 2014 meeting. 2. Consider and act upon a vendor application from the Wylie East Colorguard for a fundraiser at the Bart Peddicord Community Center on December 13, 2014. 3. Consider and act upon a request from the Parks Division to remove a large cedar elm tree from Creekside Estates Park. 4. Consider and act upon a request from the Parks Division to allow a contractor to perform minor trimming and pruning on the large pecan tree at the Municipal Complex. DISCUSSION ITEMS • Subcommittee update from October 8, 2014 meeting. ADJOURNMENT CERTIFICATION I certify that this Notice of Meeting was posted on this l Oth day of October 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,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 Hawkes, Parks Board Secretary Matt Rose, Parks Board Chairman Minutes September 8, 2014 Wylie Parks and Recreation Board Meeting Page 3 PARKS AND RECREATION CITY OF WYLIE 300 Country Club Rd,Bullding 100,Wylle,TX 75098 Office: 972-516-6340/Fax 972-516-6355 Email: parks@• .lieteacasn:oy VEND OR APPLICATION-Once approved by City Council,vendor has 7 days to finalize event with Parks& .....Recreation facility staff•Recommended timeline for submission is 2-3 months inadVarice of event. Please forward .... . ,..,...... • ., coin leted a )liCatiOn to above address,email or ax. Applicant Information Name of Organization/Grogr: Pri , ry Contact Person's Name: mmm _ ki z... dr L _ „_.,,,„,„.,1,•- „:„4,44,00e. .--,-----: • ---,..----.3 Organization/Group's Phone Number: PrimZtr-Itact Person's hone Number _ ____ la_,.....w. , na i le 4,2a......„ or ...x... Organization/Group's Street Address: Primary Contact Person's Street Address: .— ------ -- . rm Organ' ion/Group's City/State/Zip: Primary Contact Person's City State ip: Altern te Comact Person's Name/Number: ------ L, , - - , .-- — ,— „„„„„„„.. --. , ...71 Event Information EVENT NAME/TITLE: - L.,„„„:64sLa , „,: . __la„LJ_`...H%._..444422,.„.t____________.__________._____,__.______________,____1 Event Type(fundraiser,etc.): Purpose of Event: -7 ,,, L ,E-44,424,, ,,L., A= _ 1 L ,.„4-4..,,,,ze2,eez..zzlht2.444-„adJ Event Location: Proposed Event DatefrAmo mmmmmmm A-Arn,1142.. la -1 Anticipated Number f Participating Vendors: Start Time(Md.setup): End Time(Ind cleanup): ..T.'._,__/_______„„„.._._._____L ,,i .,......._ __ . i 1....,21....012...A.,tri___.........1 1_ ] Anticipated Event Attendance: mm. .,.._ , . mmum Event Target Audience: ----------„.....„..........--..-- 4.4-04r=442_„. 114212/.-.1."..L., _____L„,,,L 7a 1 a ,.,L,„.._______________A -.- EVENT DETAILS: Please list any and all specifics,as well as items intended to sell. !loveable,attach additional pages,announcements or flyers. ----- --„- .—„----------- ...„ —7r.. . , . „. . — . ,- ...eitY'46 . . — .. - -------. .- .--- -...-n------- . -n am, _m,m a,_m a a,aa_____-rn :n.,.,0-----------------.... • NOTE: f food+s prepared orbs de or off-site and brought to the iocation to be sold,the vendor must cordect the Collin County Environmental Services Office in McKinney(972-SOR-5S85 yomoilipmplytumi rn order to obtain a Health Permit prior to the sale df such products An ctor must examine food preparation and storage equipment to assure the health and safety of customers, Sec.78-105 of the City Code of Ordinances states It shall be unlawful for any person to solicit for saie„vend,peddle,sell or offer to sell any raid drinks,cigars,tobacco,cigarettes,fruits, candles,goods,wares or merchandise of any kind or nature whatsoever within the municipal parks or recreation or community center facility;provided,however,that this section shad 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 safe of specified goods,wares,and merchandise within the municipal parks or recreation or community r enter facilities of the city Rev.0-2044 Parks and Recreation Board CITY OF WYLIE AGENDA REPORT q Meeting Date: October 13, 2014 Item Number: Division: Parks and Recreation (Board Secretary's Use Only) Prepared By: Shohn Rodgers Account Code: Date Prepared: September 5, 2014 Budgeted Amount: $ Exhibits: Subject Consider and act upon a request from the Parks Division to remove a large cedar elm tree from Creekside Estates Park Recommendation Motion to approve the request Discussion Per the City of Wylie ordinance number 2012-23, the Parks and Recreation Board also serves as the City's Tree Advisory Board. One function of the board under this ordinance is to process requests to prune, trim, and/ or remove trees that have been designated as "protected" by the board or the ordinance. Currently, all public trees with a caliper measurement of 16 inches or greater are designated as protected. The Parks Division was approached by the Creekside Estates Homeowner's Association (HOA)with a concern about a large tree in the Southeast corner of the park, along the creek. This tree is in excess of 24" in diameter, and is located directly on the bank of the creek which flows through the park. Erosion has exposed a significant portion of the tree's root system, and residents are concerned that if the tree fell, it would land on an adjacent homeowner's property, damaging some playground equipment located in the yard. The Parks Division feels that this tree does present a potential hazard. The Parks Division requests permission from the Tree Advisory Board to arrange to have this tree removed by a qualified contractor. Approved By Initial Date Department Director Page 1 of 1 9/5/2014 Google Maps f'cigetlea or HEnnar' r rtve � ?(. It " dc L1b*3' SErwaam oP Mercy Art C)r J 1acoo t r w /i Map data©2014 Google 100 ft Ir, fi r/r6 APP tvhATE Lcr ia Ot= Ter https://www.google.com/maps/@33,0374058,-96.5842567,18z 1/1 ---_ =-_ = --_-- E 7 _ - - --- - E _' -- -- - --a _ - - _ =-- -- -_ - _ _ -- --- _ -- ice= - -  _:z- -1= - — =- =-_ = - =-- - - - __ _ -- s = _ = = = = . =is;_r:-_-''':=_t_I-,,77i1_7__::_a__!:__,;_:__,";-;E:11:--ff-1 _ _ _ :_ s____ �60 -_- -_- ------- �- -- - _ - -_-_ - =_� *off_ _ —— _ --=-==_- _- -- --= -- ------,-.---\,-,-''--, a-- _tom _ _ --- _- - --_ - — - fie = ti`.- ��-=z `_�� �=tip ` Parks and Recreation Board CITY OF WYLIE AGENDA REPORT q Meeting Date: October 13, 2014 Item Number: Division: Parks and Recreation (Board Secretary's Use Only) Prepared By: Shohn Rodgers Account Code: Date Prepared: September 29, 2014 Budgeted Amount: $ Exhibits: 1 Subject Consider and act upon a request from the Parks Division to allow a contractor to perform minor trimming and pruning on the large pecan tree at the Municipal Complex. Recommendation Motion to approve the request from the Parks Division to allow a contractor to perform minor trimming and pruning on the large pecan tree at the Municipal Complex. Discussion Per the City of Wylie ordinance number 2012-23, the Parks and Recreation Board also serves as the City's Tree Advisory Board. One function of the board under this ordinance is to process requests to prune, trim, and/ or remove trees that have been designated as "protected" by the board or the ordinance. Currently, all public trees with a caliper measurement of 16 inches or greater are designated as protected, including the large pecan tree on the Municipal Complex property. The Parks Division has been asked to arrange for some minor trimming and pruning to the large pecan tree. Our intention is to contract with Arborilogical Services, Inc. to have this work done. Arborilogical Services is an established contractor who has done excellent work for the city on many occasions in the past. We trust their abilities completely, and they are our tree service of choice. The trimming would remove some weight from the tree, remove dead wood, and thin out the interior of the canopy to promote the continued good health of the tree. Arborilogical Services has provided a quote to perform this work for $425.00. The Parks Division believes this to be an excellent value, and recommends that the board vote to approve this work. (See attached quote from Arborilogical Services) Approved By Initial Date Department Director Page 1 of 1 The Tree Care Experts ��. Ar oniogical DAUM (972) 442-1524 Alin;i �) Services, Inc. F'TIWORTR 817 849-1160 q ' TOLL FREE(866)55 ARBOR (552-7267) 16 STEEL ROAD• WYLIE, TX 7509E Fix: (972) 429-0012 www.arborilogical.com m�mii of n ,. IN i i II a l m iiii m n luiii it iimmii i i min lim i i mii i ii om obi m im o ii u i im of hill i m imith Company Email:email@arborilogical.com Arborist Email:wking@arborilogical.com Web Site:www.arborilogical.com PROPOSAL SUBMITTED TO: Cell:(972)207-9338 Name: Archie Whitt-City of Wylie Parks Departm Work:(972)442-8195 Date:9/29/2014 Street: 949 Hensley Lane Fax:(972)442-1744 Authorized By: City,ST,Zip: Wylie,Tx 75098 Certified Arborist:Will King Job Location: 300 Country club,Wylie 75098 MAPSCO:Dallas 662 Q Email:archie.whitt@wylietexas.gov Client Acct:7385 Job ID:211755 APP? SPECIFICATIONS AND ESTIMATES COST Pruning/Tree Work 1 Pecan(front/right of entrance pulling in)reduce end weight on lower limbs,raise canopy height to 8-10' over grass& 6-8 $425.00 over concrete,remove deadwood 1"diameter&above,selectively thin interior sprouts up to 15-20' Haul all brush&debris E-Mail/Pending Applicable tax will be added to invoice Please call with any questions or if you would like to have this work scheduled. Thank you. Schedule Department-email@arborilogical.com Arborist Email:wking@arborilogical.com All prices are plus sales tax unless you are exempt. Responsibilityfor determining tree ownership and obtaining consentfrom jointowners,ff any, lies strictlywith customer.Customer will indemnifyand hold harmless Arborilogical Seances, Inc.from and againstanyand all claims,damages,liabilities,lawsuits,costs and evenses We are insured for your protection. (including,withoutlimitation,attorneys fees and courtcosts),for wrongful tree removal or wrongful pruning. We willnotberesponsiblefordamagetopropertynotvisibleorwhereitisnotspecificallymentioned The prices,specifications,and conditions of the workare satisfactory,and I acceptthe herein,especially underground installations. If you are aware of a solid objectin,on,or around your tree proposal.I understand thatmy payment is to be made in full upon receiptof an invoice orstump,you are required to notifyus priorto receiving a proposal.Stump grinding is normally6-8 (unless otherwise noted)and payable toArborilogical Services,Inc.#16 Steel Road,Wylie, inches belowgrade,and will be done on a later date.Mulch from ground stump will be left on site unless Texas 75098.This companyreserves the rightto collect interestcost(1-1/2%per month specified otherwise in the above proposal. over30 days)and attorneys fees incurred in collecting all payments due underthis agreement All workto be completed in a workman-like manner according to standard practices.Anyadditionalwork requested other than above specifications mayinvolve extra cost and is subjectto completion on a separate day.Al agreements are contingentupon delays beyond our control(weather,accidents, equipmentfailure,etc.) The Venue for alldisputes,controversies and litigation arising outofthis agreementshall be in Collin County,Texas. This proposal maybe withdrawn byus if not accepted within 30 days. Date of acceptance: ©Copyright byArborilogical Services,Inc.No reproduction is permitted in whole or partwithoutexpress written consent of Arborilogical Services,Inc. Signature: Page 1 of 1