07-24-1995 (Parks & Recreation) Agenda Packet AGENDA
PARKS AND RECREATION ADVISORY BOARD
Monday, July 24, 1995
7:00 p.m.
Municipal Complex
CALL TO ORDER
OATH OF OFFICE
ACTION ITEMS:
fA 4 "1 . Discuss and Consider recommending approval of a
request to have an all night Men's and Co-ed Softball
Tournament
i , 1400--- 2. Discuss and Consider scheduling public hearings on
11
the Park Development Plans
DISCUSSION ITEM:
3. Discuss issues relating to development of the Multi-
Year Capital Projects Program funded with 4B sales
tax
4. Discuss Wylie batting cages
STAFF REPORT
5. Project Status Report
CITIZEN PARTICIPATION
f-9.' \ ADJOURNMENT
>41
Posted this 21 st day of July, 1995 at 5:00 p.m.
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PARKS AND RECREATION BOARD
Agenda Communication for July 24, 1995
ISSUE
The purpose of this item is to discuss issues relating to
development of a Multi -Year Capital Projects Program funded with 4B
sales tax .
BACKGROUND
The long range Master Park and Recreation planning process , which
would be the basis of a Multi-Year Capital Program, started in
April and will conclude in September. Priorities must be
established to ensure that the 4B funds are put to the best use
possible . There will be insufficient funds to meet all the demands
and needs . Establishing funding priorities will be a challenge .
What these priorities are will tell alot about what the city is
today, and will provide an outline of what we want the community to
look like tomorrow.
The 4B sales tax funds are for park, recreation, and library needs .
The attention of the Park Board and staff during the last 8 months
have focused on the Immediate Need Projects completed in Community
Park and issues relating to the new community park site. The
purpose of this item is to discuss parks, recreation and library
projects that will be considered for funding using the 4B sales tax
funds. Those projects include the library expansion and community
center renovation(old post office) . How each project relates to one
another in terms of funding, development, and construction will be
discussed.
The relationship between the new community center and the current
library/community room is a good starting point. The new community
center will serve as the new meeting space for the Senior Citizens .
Planning will begin soon on the expansion of the library into the
community room meeting space . The community room currently serves
as the meeting place for the seniors and is the location of the
Parks Department Administrative offices . The library expansion can
not begin until the Community Center renovations are completed.
The library expansion and new community park athletic field
projects are eligible for grant funding. A submittal will be made
for a $500 ,000 grant from the Texas Department of Parks and
Wildlife for the new community park in January of 1996 . A grant for
the library expansion will be made in March of 1996 . All of these
variables are important to understand as they relate to the 4B
sales tax cash flow and when projects will be scheduled for
construction. The date that grant monies are available will dictate
the construction schedules for specific projects . A project, for
example the community center, may be given higher priority because
of the practical need to have it completed. No one project stands
alone without any impact on other projects . These are some of the
issues that need to be understood before the process of developing
the Multi-Year Capital Program begins .
The attached table of PRELIMINARY PROJECT SCHEDULES has been
prepared as a concept . It has been prepared for means of discussion
only. It is not necessarily a recommendation of staff .
FINANCIAL CONSIDERATIONS
N/A
LEGAL CONSIDERATIONS
N/A
STAFF CONSIDERATIONS
N/A
Attachment: PRELIMINARY PROJECT SCHEDULES
1L4J
Prepared and approved by
MEMORANDUM
DATE: July 21, 1995
TO: Mayor and City Council
FROM: Mike Collins, Acting City Manager/
SUBJECT: 4B Sales Tax Project Schedule - FY96 - FY97
The City Council, accepting the recommendations of the Library Board and Park and
Recreation Board, agreed that 4B sales tax funding be spent during FY95 on a project list
of immediate and short term needs. Approximately $460,000 in projects were identified
for funding. Available cash enabled almost $290,000 in projects to be completed during
FY95. These improvements would be done before any long-range major improvements
or new programs would be considered.
The time has now come to consider major new capital programs. These projects could
include: Library Expansion; Community Center Renovation; and, the Central Park Athletic
Field Complex Development. The attached cash flow chart and preliminary project
schedule have been prepared to show the city council a proposal of how these major
capital projects could be completed, utilizing a combination of funds. This proposal would
look much different if the projects were completed on a pay-as-you-go basis.
Many assumptions were made with regard to revenues and expenditures. Revenue
projections were made assuming the following factors: monthly sales tax collections
totaling $22,500 monthly or$270,000 yearly; receipt of grant funding - $50,000 for library
and $500,00 for Central Park in Wylie; ability to borrow $96,000 in July of 1995, and
$150,000 in October of 1995, and $425,000 in January of 1996 from Reserve General
Fund as bridge loans; ability to borrow $1.5 million in April of 1996. The city's financial
advisor indicates that April is the earliest that debt can be issued with the most favorable
terms from the Bond Rating Agencies. A consistent record of sales tax collections must
be established because that source will be pledged towards repayment.
Expenditure estimates were based on discussions with architects/consultants that the city
has hired to complete conceptual designs on the three major capital programs. The
following estimates are total project costs, including design and construction. A projected
cost for expanding the Library by 4,480 square feet and remodeling 6,960 square feet is
approximately $115,000. The estimated cost of the Community Center renovation is
$140,000, which includes $80,000 for the purchase of the building. The projected cost of
the joint use athletic field complex - Phase I - is $1.5 million.
Mayor and City Council
Page 2
July 21, 1995
The $1.5 million loan will be used for a combination of payments. The general fund will
be fully repaid. An analysis of the cash flow shows that the 4B Sales Tax Fund
experiences a cash flow problem until debt is issued in the third quarter of 1996. Reserve
General Funds borrowing is necessary as a bridge loan to finance the purchase of the
athletic field property ($315,000); final design for the athletic field grant application -
$120,000; purchase of the old post office and related roof repairs - $80,000 and $15,000
respectively; final design for the Library Expansion Grant Application - $10,000.
Expenditures for final design for the Library and Central Park are necessary to meet the
grant submission deadlines in the Spring of 1996.
The cash flow and project schedule are not set in concrete. However, the timing of certain
expenditures relating to the grant submittal are beyond our control. The completion of the
library expansion triggers the need to finish the work on the new Community Center.
There are funds that can be identified for other capital improvements and land betterments
to existing facilities. These issues and others relating to the Library, Community Center
and Athletic Field will be thoroughly discussed at the worksession.
•
PRELIMINARY PROJECT SCHEDULES
TIME ACTIVITY
May-June 95 Service Center - Concept/Site Plan
June 95 Community Center -Concept/Site Plan
July 95 Community Center - Schematic Design
City Council & Public Meetings
July 95 Service Center - Schematic Design
Summer 95 Central Park (Athletic Fields) - Concept/Site Plan
Summer 95 CommunityCenter
Private Fund Raising
Fall 95 Library - Schematic Design
Library Board, City Council & Public Meetings
r-3.
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Fall 95 Central Park - Schematic Design
Park& Rec Board, City Council & Public Meetings
Sept. 95 Community Center - Bidding Phase & Contract
Sept. 95 Service Center - Bidding Phase & Contract
Oct. 95 Library - Concept/Site Plan
Oct. 95/Jan. 96 Community Center - Begin/End Construction
Oct. 95/April 96 Service Center - Begin/End Construction
Jan. 31-July 31 , 96 Central Park - Grant Process
Texas Parks & Wildlife
Mar. 31/Aug. 31 , 96 Library - Grant Process
Texas State Library Assoc.
Sept. 96 Library - Bidding Phase & Contract
Oct. 96/Feb. 97 Library - Begin/End Construction
Nov. 96 Central Park - Bidding Phase & Contract
Nov. 96 Texas Parks & Wildlife - Plan Review
Dec. 96/Nov. 97 Central Park - Begin/End Construction
•
ATHLETIC FIELD PARTICIPANTS
SEASONS:
FEB-APRIL/SEPT-NOV 15 MARCH-JULY/AUG-NOV 15 MARCH-JULY/AUG-NOV 15 SEPT-NOV 15
YR Soccer Spring/Fall BSY Spring/Fall BSA Spring/Fall Football
91 294/300 679/35* 332/205 Played at another site
92 308/362 705/15* 348/230 Played at another site
93 318/378 637/33* 330/594** 129
94 370/428 730/0 **634/697** 95
95 489/NA 744/NA 543/NA NA
%Changes
`94 vs `91 +26/+43 +8/-100 +91/+240 %Change `94 vs `93 -26
`95 vs `91 +66/NA +10/NA +64/NA
*=Youth usually do not play B/S in the Fall BSY=Baseball/Softball Youth
This was a select group of girls that broke BSA=Baseball/Softball Adult
away from the W.S.A.
**=These higher numbers reflect when the W.A.A.
began playing in addition to the W.S.A.
NA=Not Available