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02-25-2013 (Parks & Recreation) Agenda Packet Wylie Parks and Recreation Board NOTICE OF MEETING •cVV1f P Regular Meeting Agenda February 25, 2013 — 6:30 p.m. Wylie Municipal Complex — Council Chambers 300 Country Club Road, Building #100 Matt Rose Chair Jim Ward Vice-Chair Dan Chesnut Board Member Jeff Harris Board Member Lisa Ulmer 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 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. February 25,2013 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 January 28, 2013 meeting. DISCUSSION ITEMS • Discussion regarding utility/restroom costs at Founders and Community Parks using contingency funds from Community Park project. • Discuss dates for Board tour of park and recreation facilities in 2013. ADJOURNMENT CERTIFICATION I certify that this Notice of Meeting was posted on this 22nd day of February 2013 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 Crry oF W LIE Parks and Recreation Board Meeting Minutes Monday,January 28,2012—6:30 p.m. Wylie Municipal Complex—Council Chambers 300 Country Club Road, Building 100 Wylie, Texas 75098 CALL TO ORDER Announcing the presence of a Quorum,Board Chairman Matt Rose,called the meeting to order at 6:31 p.m. Board Members present: Jim Ward,Dan Chesnut,Jeremy White and Emmett Jones. Jeff Harris and Lisa Ulmer were both absent from the meeting. Staff members present: Director Mike Sferra,Board Liaison and Parks and Recreation Superintendent,Robert Diaz, and Park Board Secretary,Janet Hawkes. CITIZENS PARTICIPATION No citizens addressed the Board. BUSINESS ITEMS 1. Consider and act upon approving the Minutes from the December 10, 2012 meeting. Board Action: Board Member Chesnut made a motion,seconded by Board Member Jones to approve the minutes from the December 10,2012. A vote was taken and passed 5-0. 2. Consider and act upon the request from the Wylie Baseball and Softball Association for vendors to sell items at Community Park on March 23, 2013. Board Action: The Wylie Baseball Softball Association(WBSA)submitted a vendor registration to hold the season's opening day ceremony(a one-time event)at Community Park on March 23,2013 from 10:00 am-2:00 pm. Vendor items will include sale of makeup, shirts,hats,youth gifts,sporting equipment and similar items. Board Member Jones made a motion,seconded by Board Member Chesnut to approve the request for the WBSA opening ceremony and vendor sale at Community Park. A vote was taken and passed 5-0. 3. Consider and act upon the request from Run for Heroes Event for a vendor fair at Olde City Park on April 6, 2013. Board Action: A vendor registration for the Second Annual Run for our Heroes Race and vendor fair is being submitted in Olde City Park for April 6,2013 from 9:00 am—3:00 pm. Vendor items will include the sale of t-shirts, baked items,handmade items,scrapbooking, Scentsy,Avon,books,and displays for military,etc. A bounce house will also be set up in the park during the event. All donations go toward funding the 1LT Robert F.Welch III Memorial Scholarship fund through the Education Foundation. Board Member Chesnut made a motion,seconded by Board Member Jones to approve the request for the Run for Heroes Event and vendor fair at Old City Park on April 6,2013. A vote was taken and passed 5-0. 4. Consider and act upon the approval the parkland dedication for Dominion of Pleasant Valley Development. Board Action: The Dominion of Pleasant Valley Development plan was presented by Ron Hanes,a single family land developer. The developer provided a list of parkland improvements and cost and proposed to the Board that he will satisfy the parkland dedication requirements through a combination of land dedication and improvements. The development proposed is 1,000 lots on 354 acres or 2.8 lots per acre. If the developer chose to submit funds in lieu of land dedication,the amount would be$3,000,000. The developer proposes to install$3,252,097 worth of park improvements including engineering costs and clearing. The developer also proposes to dedicate 97.5 acres of land to the City of Wylie as parkland of which 36 acres of it being floodplain would be for neighborhood parks,6.8 acres for trails,37.6 acres in easements and 17.1 acres located in floodplain. The combination exceeds the minimum parkland dedication requirements. Ron Hanes advised the board of the development's current challenges which include a 175-foot wide right- of-way power line,an underground water line,a 50-foot wide gas easement(owned by Atmos Energy),and a neighboring sewage treatment plant. The existing power lines cannot have trees or anything constructed beneath them;however,things,such as a concrete trail along with landscaping,can run alongside them. Mr.Hanes also advised that the plan is to create a feeling of smaller neighborhoods within a community boasting larger homes on smaller lots but with numerous amenities such as a three-mile long eight-foot wide trail throughout the community. Mr.Hanes also explained that numerous trees will line the perimeter,and a forty-foot buffer and meandering trail will run alongside these trees. Board Chairman Rose inquired about screening for the water treatment plant that will back up to the open space area behind the newly constructed homes,to which Mr.Hanes advised that a uniform,board on board,steel posted, stained cedar fence will be put up and subsequently maintained by the HOA. The Board suggested the developer consider moving the trail further into the flood plain and hence connecting to the Muddy Creek Preserve. Mr.Hanes agreed this was a likely possibility. Superintendent Diaz advised the Board that this is a conceptual plan and that all park areas will be dedicated to the City of Wylie and be accessible to the public with the exception of the swimming pool area of the amenity center. Maintenance of the park areas and amenity center will be done by the developer and later the homeowners association. Mr.Diaz also stated that this item must go before Planning and Zoning for review as well as City Council for final approval. Board Member Jones motioned,seconded by Board Member Chesnut,to approve the parkland dedication for Dominion of Pleasant Valley Development with the amended consideration to include running the developer's trail to extend and connect to Muddy Creek trail. A vote was taken and passed 5-0. DISCUSSION ITEMS Discussion regarding utility/restroom costs at Founders and Community Parks using contingency funds from Community Park project. Board Discussion: During the May 31,2011 Work Session,Parks and Recreation Board and City Council stipulated that any sufficient funds available after the 2005 Park Bond project was complete,separate contracts would be pursued to accomplish,in order,a concession/restroom for football,a concession/restroom for T-ball fields, bleachers,and a football scoreboard and/or press box. At subsequent Park Board meetings,the Board advised they wished to use available funds for construction of a restroom/storage building instead. PCM, Inc.was contacted and gave the City of Wylie staff two preliminary estimates for a masonry restroom/storage building. Both buildings would complement existing structures at Founders Park and would be built with metal studs and a standing seam metal roof. The first estimate included a 30'x18'building with a breezeway and would cost approximately$80,000 plus engineering fees(approximately $7000)and extension of water,electric and sewer(an additional $10,000-$15,000). The City staff would provide labor to extend water and sewer lines and an electrical contractor/service provider would extend the electricity. Minutes January 28, 2013 Wylie Parks and Recreation Board Meeting Page 2 of 4 The second estimate included a 22'x18'building with no breezeway costing approximately$70,000 plus engineering fees(approximately$7000)and extension of water,electric,and sewer(an additional$10,000- $15,000). Again,City staff would provide labor to extend the water and sewer lines and an electrical contractor/service provider would extend the electricity. Staff was asked at the last meeting to have PCM,Inc.compare the use of smaller block to save money to which they responded this type block is more labor intensive and would cost almost the same as using the larger block. Board Chairman Rose advised the Board that he did not see the need for a double stall at Community Park as it will primarily be used to accommodate the players in the T-ball age. Mr.Rose also inquired about supplementing these funds with the Park Acquisition&Improvement(A&I)funds. Director Sferra advised that was not possible during this budget year due to completion of the Community Park parking lot exhausting the remainder of the A&I funds in the Central Zone but added it was a possible option to request funds for the next fiscal year from the General,A and I or 4B funds. In response to a question about transferring funds between A and I park zones,Superintendent Diaz advised the board that the transfer of funds from zone to zone must be recommended by the Parks and Recreation Board and approved by City Council. Director Sferra advised that to his recollection a transfer of funds from zone to zone has only been done once in the past. Director Sferra also stated that work session with council would be necessary to seek their direction with our recommendation to do items two,three and four at this time. Another possible option would be to do only items one and three. Superintendent Diaz advised the Board that new scoreboards and a new press box may not be necessary since a new scoreboard was already purchased and the old press box was moved to the Founder's fields by the Wylie Football League(WFL);however,a second press box may be something the WFL deems is still necessary. Superintendent Diaz stated that currently there are plenty of existing bleachers for football fields. Director Sferra advised bringing this item back to discussion item one more time to be sure we are all on same page and then schedule a work session with City Council possibly in March. He also stated that staff would reach out to the Associations(WBSA and WFL)to get their input and preferences since the initial prioritization of goals was made two years ago. Discuss potential partnership with WISD for tennis courts. Board Discussion: In December 2012,staff met with Wylie Independent School(WISD)Athletic Director,Kyle Craighead,to discuss the addition of tennis courts at Wylie East High School(WEHS)and possibly adopting a similar maintenance plan to what is currently in place for the courts near Founders Park and Wylie High School (WHS). Wylie High School currently has eight courts adjacent to Founders Park,and these courts were built and maintained by WISD. The City purchased and installed the lights at the WHS courts. The cost of the lighting system was approximately$60,000- $70,000. The City agreed to maintain and operate the lights once they were installed. Based on current population statistics and level of service identified in the City of Wylie Parks and Recreation Open Space Master Plan,the City needs two additional tennis courts for a total of ten courts citywide. Acquisition of these courts depends upon the availability of funding and consideration of other priorities identified in the Master Plan. Based upon staff's meeting,WISD is interested in partnering with the City to install additional tennis courts at WEHS. Minutes January 28, 2013 Wylie Parks and Recreation Board Meeting Page 3 of 4 Discuss possible dates for Board tour of park and recreation facilities in 2013. Board Discussion: The Board discussed potential dates for holding a tour of park and recreation facilities on March 23,2013 after the Wylie Baseball Softball Association's opening-day ceremony at Community Park. Other dates discussed were April 13th or 20th,and October 5th or 12th,2013. Staff and the Board agreed that splitting the tour between two seasons is preferable to show members how the parks accommodate the various seasonal sports. After a brief discussion, Superintendent Diaz advised,and Board Chairman Rose agreed, to bring this item back on the March PARB meeting since Board Member Harris and Board Member Ulmer were not present at the January meeting to discuss. ADJOURNMENT There being no further business a motion to adjourn was made by Board Member Ward and seconded by Board Member Jones. The meeting was adjourned at 8:09 p.m.by unanimous vote 5-0. ATTEST: Janet Hawkes, Park Board Secretary Matt Rose, Park Board Chairman Minutes January 28, 2013 Wylie Parks and Recreation Board Meeting Page 4 of 4 Parks and Recreation Board AGENDA REPORT Meeting Date: February 25, 2013 Item Number: Discussion Item Department: Parks and Recreation (Park Secretary's Use Only) Prepared By: Mike Sferra Account Code: Date Prepared: February 20, 2013 Budgeted Amount: Exhibits: Subject Discussion regarding utility/restroom costs at Founders and Community Parks using contingency funds from Community Park project. Recommendation N/A Discussion In previous Park Board and Council action, a joint Park and Recreation Board/City Council Work Session was held on May 31, 2011. It was stipulated at the joint Work Session that if sufficient funds were available after completion of the 2005 Park Bond projects, separate contracts would be pursued to accomplish the following (in order of importance): 1. Concession/restrooms for football, 2. Concession/restrooms for T-ball fields, 3. Bleachers, and 4. Football scoreboard and/or press box. At a subsequent Park Board meeting in 2012, the Board expressed an interest in using any available funds for construction of a restroom/storage building in lieu of a concession stand/restroom facility. Staff contacted PCM, Inc., a local construction firm, and obtained two preliminary estimates for a masonry restroom/storage building, and this information was presented at the December 10 Park Board meeting. At the December 10 meeting, the Board asked staff to obtain cost estimates for only a restroom building, without storage or concessions, for Founders and/or Community Park. That information was presented in January. At the January meeting, the Board's discussion focused on finding an avenue to accomplish as many of the four priorities as possible. Staff has received input from baseball and football representatives, and the consensus appears to be the same: that there are multiple needs but limited funding. After staff discussion of various alternatives, staff proposes the following concept for the Board's consideration: • As part of the budget process for FY 2013-14, request a sufficient amount of funding in the General Fund and/or 4B Fund to accomplish all four priorities. The existing contingency funds and the WBSA's willingness to contribute funding for bleacher covers at Community Park can be combined with the budget request to reflect a comprehensive funding proposal. Page 1 of 1 Page 2 of 2 • It is anticipated that budget discussion will occur in approximately five months. At that time, we would have an indication of the possible outcome of the request. If successful, we could initiate improvements next fiscal year. If unsuccessful, the Board could finalize an approach for the allocation of the contingency funds and move forward. Approved By Initial Date Department Director MS February 20, 2013 City Manager