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07-22-2013 (Parks & Recreation) Agenda Packet ; Wylie Parks and Recreation Board ofigri NOTICE OF MEETING •cVV1f P Regular Meeting Agenda July 22, 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. ELECTION OF BOARD CHAIR AND VICE-CHAIR Board Members will have nominations and elections for Chair and Vice-Chair positions for 2013-2014. 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. July 22,2013 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 May 20, 2013 meeting. DISCUSSION ITEMS • Community Park restroom project update. • Municipal Complex Trail project update. • FY 2013-14 Budget update. ADJOURNMENT CERTIFICATION I certify that this Notice of Meeting was posted on this 19th day of July 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, May 20,2013—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 6:30 p.m. Board Members present: Jim Ward,Dan Chesnut,Lisa Ulmer,Emmett Jones and Jeremy White. Jeff Harris,was absent from the meeting. Emmett Jones left meeting at 7:50 pm. Staff members present: Director of Public services,Mike Sferra,Board Liaison and Parks and Recreation Superintendent,Robert Diaz,Planning Director,Renae 011ie 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 April 22, 2013 meeting. Board Action: Board Member Chesnut made a motion,seconded by Board Member Jones,to approve the minutes from the April 22,2013 meeting. A vote was taken and passed 6-0. 2. Consider and act upon a vendor application from the Wylie Women's League (WWL) for a craft and vendor fair at Olde City Park on October 19, 2013 (rain date of October 26, 2013). Board Action: Superintendent Diaz advised the board that this is an annual WWL event hosting 30-50 vendors,and proceeds go to benefit the Wylie Women's League scholarship fund. Board member Chesnut made a motion,seconded by Board Member Ulmer,to approve the vendor application from the Wylie Women's League. A vote was taken and passed 6-0. 3. REMOVE FROM TABLE: Board Action: Item was tabled at the April 22,2013 Park Board Meeting in order to allow Developer,J.J. Singh,to provide more information in regards to the detention pond area and for staff to clarify the parkland dedication requirement calculations. Board Member Ward made a motion,seconded by Board Member Jones,to remove item from the table. A vote was taken and passed 6-0. Consider and act upon parkland dedication for South Ballard Avenue Development. Renae 011ie,Planning Director,J.J. Singh,Developer,along with Matt Dorsett,Engineer, attended the meeting. Mr. Singh proposed to satisfy the parkland dedication requirements through a combination of land dedication and improvements. Mr. Singh's revised concept plan included a reduced size land dedication from 2.8 to 2.1 acres with$148,000 of improvements to compensate the less than 5.8 acre City dedication minimum requirement. Mr.Dorsett added that the requirement for a detention pond in the park area would probably not be necessary so the area would be left as a grassy open field. However,if pond was required it would be a dry detention pond. Staff recommended that the Board deny the parkland dedication and cost of improvements for the funds in lieu of amount of$232,000. Board Action: Board Member Chesnut made a motion,seconded by Board Chairman Rose,to accept funds in lieu of parkland dedication for the South Ballard Avenue Development. A vote was taken and passed 5-1. Board member Jeremy White had the dissenting vote. 4. Consider and act upon a revision to the parkland dedication in the Kreymer Estates Development. Board Action: Jim Douglas,Developer,accompanied by Richard Howe,Engineer,both attended the meeting. Mr.Douglas submitted a revised parkland dedication proposal wherein they wish to dedicate an additional 17.82 acres bringing the total to 26.2 acres of dedicated parkland. Additionally,Mr.Douglas intends to spend approximately$701,550 more on park improvements bringing that total to$1,054,100. Board Action: Board Member Chesnut made a motion,seconded by Board Member Ulmer,to accept parkland dedication revision. A vote was taken and passed 6-0. DISCUSSION ITEMS • Community Park contingency fund update. Staff advised the Board that the soil study analysis was completed and that McCarthy Architects were hired and will proceed in June to work on the design phase. Construction is estimated to begin in August during the ongoing Fall baseball season. • FY 2013-14 Budget update. Staff advised that the city-wide budgets will be tight this fiscal year and that City Manager,Mindy Manson, has advised Staff to keep all requests minimal. The Park Acquisition and Improvement(A&I)Funds are in place and have continued to assist the Parks and Recreation Department projects;however,these funds are now limited due to their need to fund the Municipal Trail Project and the Pheasant Creek Project and it is unlikely we will receive funding this fiscal year for any large projects. It is forecasted that the 4B Fund will increase slightly and gradually in the next year. The Board requested for Staff to bring information to the Board earlier next year,perhaps as early as February 2014 for fiscal year 2014/2015. ADJOURNMENT There being no further business a motion to adjourn was made by Board Member Ward and seconded by Board Member White. A vote was taken and passed 5-0. The meeting was adjourned at 7:55 p.m. ATTEST: Janet Hawkes, Park Board Secretary Matt Rose, Park Board Chairman Minutes May 20, 2013 Wylie Parks and Recreation Board Meeting Page 2 CITY OF WYLIE PARKS AND RECREATION BOARD BYLAWS ARTICLE I Name As authorized by the City Charter, City of Wylie and City Ordinance No. 78-18. This body shall be known as the Parks and Recreation Board. ARTICLE II Meetings Section 1. The regular meeting of the Parks and Recreation Board shall be held monthly at the Municipal Complex council conference room unless the Board determines otherwise. Section 2. Special meetings may be called by the Chair or at the call of any two members of the Board, provided that notice thereof be given to all Board members. Section 3. A majority of the members shall constitute a quorum at all meetings of the Board. Section 4. All questions presented for a vote of the Parks and Recreation Board shall be decided by a simple majority of the quorum, including the vote of the Chair. Section 5. Any member of the Board who misses three consecutive meetings without good cause shall be deemed to have resigned, and the Board will recommend to City Council that a replacement be appointed for the balance of the unexpired term. Section 6. Robert's Rules of Order (current edition) shall govern the parliamentary procedure of the Board, in cases to which they are applicable and in which they are not inconsistent with these by-laws. Page 1 of 4 Park and Recreation Board Bylaws 2-8-2011 revised.docxl 1 ARTICLE III Officers Section 1. The officers of the Board shall be a Chairperson, a Vice-Chairperson and a Secretary (City Staff member will be serving as Secretary). Section 2. Officers shall be elected and take office at the first regular meeting after new Board members have been appointed and sworn in. Section 3. Vacancies in office shall be handled as follows: (a) In the event of resignation or incapacity of the Chair, the Vice-Chair shall become the Chair for the unexpired portion of the term. (b) Vacancies in officers other than the Chair shall be filled for the unexpired term by election from the remaining Parks and Recreation Board Members. Section 4. Duties of the officers shall be as follows: (a) Chair: (i) Preside at all meetings (ii) Represent the Parks and Recreation Board at public functions. (iii) Appoint special committees. (iv) Assist Parks and Recreation staff in establishing the agenda for each meeting. Agenda items can be requested by the Chair at (least one week prior to the schedulled meeting. Agenda items requested by any single Board Member will need to be submitted and approved by the Chair first prior to being submitted to the staff liaison. Any two Board Members (not iinclludiing the Chair) can submit an item to the staff liaison to be pllaced on the Board Agenda at (least one week prior to the schedulled meeting. Agenda items submitted must be made in writing to the staff liaison.. (Keep in mind that staff will need sufficient time to properly research agenda items before they are placed on an agenda.) (b) Vice-Chair: Page 2 of 4 Park and Recreation Board Bylaws 2-8-2011 revised.docxl 1 (i) Assist the Chair in directing the affairs of the Board and act in the Chair's absence. (c) Secretary: (i) The City Secretary's office will be responsible for recording and maintaining the minutes. This "Secretary position" will be occupied by a City Staff member and not be an official Board position. (ii) The Staff Liaison will be responsible for producing the agenda and distributing the agenda and minutes to the Parks and Recreation Board and City Manager. An official record of attendance will be kept in the minutes. . A yearlly callendar of monthlly meetiings wdllll be approved by the Board at the regullar December meetiing priior to the next callendar year on an annual) bass. ARTICLE IV Committees Section 1. Committees may be appointed for special purposes by the Chair and with the consent of the majority of the Board. All committees will have at least one Parks and Recreation Board member serving on them. These committees are automatically dissolved upon completion of assignment. Section 2. Progress reports will be given at each Board Meeting and a final report on completion of assignments. ARTICLE V Powers and Duties of Board Members Section 1. Board Members shall: (a) Be appointed by the City Council. (b) Abide by applicable ordinances of the City of Wylie. Page 3 of 4 Park and Recreation Board Bylaws 2-8-2011 revised.docxl 1 (c) Act in an advisory capacity to the City Council, City Manager and Parks and Recreation Staff. (d) Recommend policies to govern the operation and program of the Parks and Recreation Department. (e) Assist in planning and give guidance for expansion of parks and recreation facilities. (f) Assist in interpreting the policies and functions of the Parks and Recreation Department to the public. Encourage in every possible way the development and advancement of the Parks and Recreation Department. ARTICLE VI Amendments Section 1. These by-laws may be amended by a majority vote at any regular meeting, provided all members have been notified of the proposed amendments at least three days prior to such meeting. Such amendment would then be subject to approval by City Council. Page 4 of 4 Park and Recreation Board Bylaws 2-8-2011 revised.docxl 1