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08-20-2012 (Parks & Recreation) Agenda Packet FY 0iAw War'LII- Par s andRecreation Board Meeting Agenda Monday,August 20,2012—6:30 p.m. Wylie Municipal Complex—Council Chambers 300 Country Club Road, Building 100 Wylie,Texas 75098 Matt Rose Chair Jim Ward Vice-Chair Dan Chesnut Board Member Jeff Harris Board Member Gloria Smith Board Member Emmett Jones Board Member Jeremy White Board Member Robert Diaz Board Liaison Mike Sferra Public Services Director Janet Hawkes(Interim) 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: w w.wvlietexas.gov within the required time frame. As a courtesy, the entire Agenda Packet has also been posted on the City of Wylie website: w w.wylietexas.gov. The Chairman and Board request 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 972.516.6022. CALL TO ORDER Announce the presence of a Quorum. CITIZENS PARTICIPATION Residents may address 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, Board is not allowed to converse, deliberate or take action on any matter presented during citizen participation. BUSINESS ITEMS 1. Consider and act upon approving the Minutes from the July 23, 2012 meeting. 2. Consider and act upon Wylie Youth Soccer Association vendor registration to host a fundraiser "Casino Night" event at the Bart Peddicord Community Center on November 3, 2012. 3. Consider and act upon Wylie East High School vendor registration to hold a carnival fundraiser benefiting Wylie East High School scholarships at Olde City Park on September 24, 2012. DISCUSSION ITEMS 4. Discussion regarding the unnamed pavilion at Community Park and the adjacent restroom/storage building. 5. Discuss changes to the Parks and Recreation Board Bylaws. 6. Discuss Recreation Fee options. ADJOURNMENT CERTIFICATION I certi that this Notice of Meeting was posted on this 17th day of August 2012 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 Parks and Recreation Board CITY OF WYL[ Meeting Minutes Monday,July 23,2012—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 6:32 p.m. Board Members present: Dan Chesnut,Jim Ward,Jeff Harris,Gloria Smith,Emmett Jones and Jeremy White. Staff members present: Board Liaison and Superintendent,Robert Diaz,Public Services Director,Mike Sferra,and Park Board Secretary Interim,Janet Hawkes. ELECTION OF BOARD CHAIR AND VICE-CHAIR Board Member Harris made a motion,seconded by Board Member Chesnut to nominate Board Member Matt Rose for the open position of Chairperson. A vote was taken and passed 7-0. Board Member Ward made a motion to nominate himself, seconded by Dan Chesnut,for the open position of Vice-Chairperson. A vote was taken and passed 7-0. PRESENTATION Board and Staff presented a plaque to outgoing Chairwoman,Anne Hiney,for her 12 years of dedicated service to the Parks and Recreation Board. CITIZENS PARTICIPATION City of Wylie Citizen,Dot Tinnin,requested information on the Trails project timeline. She also inquired about the City of Wylie Parks and Recreations Department's consideration of putting in a swimming pool. Since her inquiries were not listed items on the agenda, Superintendent Diaz recommended Ms.Tinnin provide Secretary Hawkes with her contact information so that he may contact her to give her the information she inquired about. BUSINESS ITEMS 1. Consider and act upon approving the Minutes from the June 25, 2012 meeting. Board Action Board Member Chesnut made a motion,seconded by Board Member Harris to approve the minutes from the June 25,2012 meeting. A vote was taken and passed 7-0. 2. Consider and act upon naming the unnamed pavilion at Community Park as Akin Pavilion. Board Discussion Public Services Director,Mike Sferra recommended to the Board to name the unnamed pavilion at Community Park as Akin Pavilion. He stated that the current Akin Pavilion is used by Wylie Baseball and Softball Association as storage. Board Member Chesnut advised that the unnamed pavilion was originally intended to be named after Raymond Cooper because he was one of the chief contributors of the building many years ago. The Board also wanted staff to confirm at the next meeting if the plaque on the building located closest to the picnic pavilion has been dedicated and who it was dedicated too. Board Action Board Member Harris made a motion,seconded by Vice Chair Ward to approve removing the name of the current Akin Pavilion(storage building)and naming the unnamed picnic pavilion at Community Park Akin Pavilion. A vote was taken and passed 7-0. DISCUSSION ITEMS 3. Discuss Parks and Recreation Board Bylaws. Board Member Chestnut suggested adding a chain of command clause to the bylaws so that Board members could contact staff regarding their issues or concerns. It was suggested to add the clause to Article V of the bylaws. Superintendent Diaz advised that the City Council will ultimately need to approve the proposed amendment and it may need to be reviewed by the City Attorney. Board Member White asked if this Article includes a means to put discussion items on the agenda. Public Services Director,Mike Sferra stated that the bylaws include provisions for placing items on the agenda. Superintendent Diaz stated that he will confer with the City Secretary about amending the bylaws regarding the adding of wording regarding placing items on the agenda at the meeting. Superintendent Diaz also stated that he would bring an option for the bylaws for Board review at the next meeting regarding a chain of command. 4. Discuss Recreation Fee Options. Superintendent Diaz reviewed a breakdown of Recreation Center fees and reminded the Board that October 1,2011 thru September 31,2012 represents the City of Wylie's current fiscal year,which is the second budget year for the Recreation Center since its grand opening. The Recreation Center funds are derived from recreation center revenues and 4B half cent sales tax. Vice Chairman Ward asked how many more years were left to pay on the Municipal Complex land,and Public Services Director,Mike Sferra confirmed it is 13 years. Superintendent Diaz stated that the Recreation Center budget was refined for the upcoming fiscal year primarily by taking a portion of the Superintendent salary out of the budget as well as a reducing electric utility expense. Board Chairman Rose asked if the funds will balance,and Superintendent Diaz explained that any excess revenue will be put back into next year's budget. He also noted that the Finance Department stated there must be a percentage of money remaining in the 4B fund balance at the fiscal year end. At this time there is not a set amount of money required to be left in the Recreation Center's fund but an amount could be set up for determination in the future. Superintendent Diaz stated that Recreation Center Manager Carmen Powlen informed him there has been an increase in attendance at the Recreation Center mainly due to the summer months and that we should wait until summer is over to evaluate. Recreation Manager Powlen believes we are close to capacity with attendance as well as memberships. Superintendent Diaz advised he would be submitting more concrete numbers on member usage to review validation for an increase in Recreation Center fees. The current data would suggest only a slight increase in fees is possibly necessary;however,another option to approach the budget would be to refine operation costs. Programming and classes have also helped improve the budgeted revenues and are anticipated to continue climbing in the future. Board Member Jones asked what our revenue expectations are and if there was another way to refine operational costs,particularly because classes are improving as the memberships flatten out. Board member Jones also asked why,if we are looking at having a Rec Center fund balance,did we need to increase the Rec Center membership fees. Superintendent Diaz answered that our current goal is to reduce the amount of subsidy. Vice Chair Ward added that it was also our goal to reduce the amount that the Recreation Center receives from 4B so that more 4B funding could be used to fund projects within the Parks Division. Superintendent Diaz stated that before the Recreation Center opened,it was recommended by a consultant to review the fees and implement rate increases and budget evaluation as necessary every two years. Superintendent Diaz clarified that the peak usage capacity is probably occurring between 5:00 pm and 8:00 pm, Monday through Friday at the Recreation Center. Superintendent Diaz advised he would confirm the data to support this question and present them at the August meeting. Board Member Chesnut added,along with Board Member Jones in agreement,that if an increase in fees was implemented,everything will need to be ready for Council to approve very quickly and therefore suggested that we not rush into a decision on implementing a rate increase until all numbers and data are fully evaluated. Board Member Chesnut added that we will likely need to finish this fiscal year prior to pursuing a rate increase. Superintendent Diaz advised,with Chairman Rose in agreement,that a recommendation be implemented to bring this item back in September and thereafter have work sessions with City Council. Board Chairman Rose asked if we could look at the family memberships and see how many families purchased additional passes for other family members. Superintendent Diaz stated that he would get with Recreation Manager Carmen Powlen on that data and also with the Finance Department to see if a recreation fund balance policy was going to be implemented and bring these items to the August Parks Board meeting. Minutes July 23, 2012 Wylie Parks and Recreation Board Meeting Page 2 of 3 5. Discuss Collin County Grant proposals. Director Sferra stated that 2.2 million dollars has been released by Collin County for grant applications. The first grant Wylie received was in 2004/2005 for playgrounds at Friendship Park and Community Park as well as land improvement and acquisitions for Olde City Park.He stated that Wylie also received money for Joel Scott Park landscaping and trail,Founders Park improvements and Community Park improvements. In regards to the Master Trails project at the Municipal Complex,Director Sferra indicated the goal to have a trail going from Brown Street to FM 544 on both sides of the creek behind the Municipal Complex. We will know in October whether the City's two current grant applications are approved. In the past Wylie's track record has been good in regards to the completion of grants awarded by Collin County. Director Sferra responded that both grant proposals were submitted on time along with requested modifications and are currently awaiting County approval which will be sometime in October. Vice Chair Ward inquired on installing lighting for the Sage Creek trail on Riverway. Director Sferra suggested possible sidewalk bond money is available to cover repair costs for the trail;however,no discussion has begun in regards to installation of lighting. He also stated that two separate grants were requested,$100,000 for the Pheasant Creek Park playground and$450,000 for the municipal trails;however,cities don't always get the exact amount of funds that they request on grants because the Collin County Open Space Board typically spreads their funds amongst many cities in the county. Vice Chair Ward asked if there was a maximum amount of grants a city can submit,to which Director Sferra responded that there was no limit. Board Member White asked if the City was pursuing any other forms of grants. Director Sferra responded no in that there are some grants offered which necessitate the hiring of an outside consultant to prepare the applications. ADJOURNMENT There being no further business a motion to adjourn was made by Vice Chairman Ward and seconded by Board Member Chesnut. The meeting was adjourned at 7:43 p.m.by unanimous consent. ATTEST: Janet Hawkes, Park Board Secretary Matt Rose, Park Board Chairman (Interim) Minutes July 23, 2012 Wylie Parks and Recreation Board Meeting Page 3 of 3 From: 08/08/2012 07:06 #261 P.001 /001 11.111KS .1N1) RI;CRI•:.1"1'It 1\ CITY OF WYL1E 300 Country Club, Building 100,Wylie,TX 75098 972.516.6340 VENDOR REGISTRATION-Once approved by City Council vendor has 7 days to finalize event with Parks& Recreation facility staff.Recommended timeline for submission to Park Board is 3-4 months in advance of event. Refer to Cit, of W lie Code of Ordinances Section 78-105, Parks and Recreation, Peddlin. and vendin. of articles II Group,Organization, Individual,etc. Name Phone Number 1 PA.Loki'rill f- '7(' tJiir tS ( ) I r�ii-I 't0 - tos Address Alternate Phone Number 1 1102 try/z'h ara,C Ci /State/Zip E-mail Cie. ) -i1C -16egg I I n z.t� G, rnG 61(�'.►rin�D.C.zm 1 Cont t Person Name Phone Number I 16.1711Y1.U4 1ht DrWZ S Address Q Aiternate Phone Number City/State/Zip E-mail Emergency Contact Name Phone Number I 1 2 I Address Alternate Phone Number City/State/Zip E-mail Event Information Event Name I radinti �t FC 41b f-ir Ls �5`rto N i' 1 Type of Eve Purpose of Event I tno N1 Prizes not G,�an2&i>t " J I r- t'Se nwie y 1r ce - eg ik8e � Location fl Proposed Event Date(s) I P &r 1f- Piatoard ►._3- v i'a Number of Individuals Vending items Start Time End Time 6--'°0 I 11-00 Anticipated Number in Attendance Event Target Audience 5`Jt06.6P,{ U fGirybr ie S Specific Items to be Sold NOTE: 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. 1I 111 11A,,,, o4di;. 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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 Parks and Recreation Board CITY OF WYLIE AGENDA REPORT Meeting Date: August 20, 2012 Item Number: 4 Division: Parks and Recreation (City Secretary's Use Only) Prepared By: Mike Sferra Account Code: Date Prepared: August 7, 2012 Budgeted Amount: Exhibits: 3 (Photos) Subject Discussion regarding the unnamed pavilion at Community Park and the adjacent restroom/storage building. Recommendation N/A Discussion At the July 23, 2012 Park Board meeting, the Board unanimously approved a motion recommending to the City Council to name the unnamed pavilion on the east side of the park as the Akin Pavilion. There was some question regarding the existing plaques on the adjacent storage/restroom building. John W. Akin's name is not part of the existing plaques. Staff visited the site on Tuesday, August 7, 2012 and took photos of existing conditions. Please see the attached photos of the plaques and unnamed pavilion. 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Recommenddation N/A Discussiion At thhe July 23, 2012 Boardd meeting the Board direected staff tto add to thee Board Byllaws an itemm that wouldd incorrporate a chaain of commmand for boarrd members to follow wwhen requestiing informattion from staaff. Attacched is an aamended verrsion addingg Item g. to Article V, SSection 4 off the Bylawss. Since thee Bylaws aree ruless specific to the Board and any chaanges or moodificationswwould have to be approoved by the Board as ann actioon item at thee next meetiing and then ultimately aapprovedbythe City Coouncil. Initial Date MS 8-15-112 Department Dirrector Page 1 of 1 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 RecreationBoard 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 w- item g11 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 scheduled meeting.Agenda items requested by any single Board Memberwillneed to be submitted and approved by the Chair first prior to being submitted to the staff liaison. Any two Board Members (not including the Chair) can submit an item to the staff liaison to be placed on the Board Agenda at least one week prior to the scheduled 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 w- item g11 (i) Assist the Chair in directing the affairs of the Board and act in the Chair’s absence. Secretary: (c) (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 yearly calendar of monthly meetings will be approved by the Board at the regular December meeting prior to the next calendar year on an annual basis. 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 w- item g11 (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. (g) Park and Recreation Board members will follow the staff chain of command to receive answers to questions regarding any parks and recreation issues or concerns. The chain of command is as follows: Board Liason (Parks and Recreation Superintendent), Public Services Director, Assistant City Manager, and City Manager. 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 w- item g11 Parrks andd RecreeationBBoard AGEENDAA REPPORTT Auguust 20, 20126 Meetting Date: Item Nuumber: (Boaard Secretary’’s Use Only) Parks and Recreaation Divission: Robeert Diaz Preppared By: Accounnt Code: Auguust 15, 2012$ Datee Prepared: Budgetted Amount:: Exhibitts: Subjecct Disccuss Recreatiion Fee optioons. Recommenddation N/A Discussiion TheBoard requeested staff loook at the folllowing itemms regarding recreation feees for the fAAugust meetiing: 11.Fund Ballance policy for the Recrreation Fundd from the Fiinance Depaartment. 22.Determinne peak hourrs, peak usagge, and peak capacity of fthe Wylie RRecreationCCenter since oopening. 33.How manny family memberships (of 4) have bbeen sold sinnce opening. Dueto the moviing of the Board meetinng staff is stiill working oon items 2 aand 3 and wwill have thatt informationn fortthe September meeting. In regards to the Fundd Balance poolicy for thee Recreationn Fund, stafff was able too discuuss this issuue with Budgget Officer BBen Petty. Ben explainned that at tthis time theere is not a ffund balancee policcy for the RecreationFund but tthere has been discusssion of leavving approxximately 10--15% of thee Recrreation Fundd for operaational emerrgencies thaat could occcur during the year orr for future buildingor equippment one tiime purchases. Initial Date MS 8-15-112 Department Dirrector Page 1 of 1