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02-13-2017 (Parks & Recreation) Minutes CITY O F WYLIE Parks and Recreation Board Meeting Minutes Monday, February 13,2017—6:30 p.m. Wylie Municipal Complex 300 Country Club Road#100 Wylie,Texas 75098 CALL TO ORDER Board Chairman Rose called the meeting to order at 6:35 p.m. with Board Member Kinser, Board Member Chesnut, and Board Member White in attendance. Board Member Jones arrived late to the meeting at 6:36 p.m. Board Member Harris and Board Member Robinson were both absent from the meeting. Staff members present were Parks and Recreation Superintendent, Robert Diaz, and Parks Board Secretary, Janet Hawkes. CITIZENS PARTICIPATION No Citizens came forward. BUSINESS ITEMS 1. Consider and act upon approval of the Minutes from the January 9, 2017 meeting. Board Action: Board Member White made a motion to approve the minutes from the January 9, 2016 meeting. Board Member Chesnut seconded the motion, and a vote was taken and passed 4-0. Board Member Jones abstained his vote. 2. Consider and act upon the request from the Run for our Heroes Event for a vendor fair at Olde City Park on April 1, 2017, with a rain date of April 8, 2017. Superintendent Diaz noted that the 1 LT Robert F.Welch III Charity(a 501c3 non-profit group) is requesting to hold their annual 5K run and vendor fair at Olde City Park on April 1, 2017, with a rain date of April 8, 2017. This fundraiser will go to support local charities including the Wylie ISD Education Foundation, Wylie Fire Department,Wylie Police Department, local schools, local military units and families, and Gold Star families. Board Action: Board Member Jones made a motion to approve the Vendor Application for the Run for our Heroes Event and Vendor Fair at Olde City Park on April 1, 2017, with a rain date of April 8, 2017. Board Member Kinser seconded the motion, and a vote was taken and passed 5-0. DISCUSSION ITEMS • Update from the Parks and Recreation Board Subcommittee on the Acquisition and Improvement Fund projects for FY 2017-18 meeting. The Subcommittee had their first meeting for this fiscal year on January 31, 2017. In attendance was Board Member Rose, Board Member Chesnut, Board Member Robinson, Parks and Recreation Superintendent Diaz, Parks Manager Stowers, and Parks and Recreation Board Secretary Hawkes. The Subcommittee met to review and discuss direction to present to the Parks and Recreation Board regarding use of fiscal year 2016/2017 Acquisition and Improvement (A& I)funds. Board Member Rose stated that the meeting discussion included possible partnerships with two local Homeowner's Associations (HOA's), specifically Wylie Lakes and Parkside developments. Parkside is a newly established HOA with no amenities within as of yet. Wylie Lakes is an established HOA who maintain their own entrance wall, with the City maintaining their pond and playground amenities. Superintendent Diaz added that staff would like to discuss in the future a partnership with the Braddock Place HOA as well. The next Subcommittee meeting is scheduled for March 7, 2017, wherein Members will decide on their final recommendations for use of A& I funds for the fiscal year 2016/2017. RcRecommendations will be presented to the Parks and Recreation Board during the March 13, 2017 regular meeting. • Hail storm damage facility update — Brown House, and Wylie Senior Recreation Center. Superintendent Diaz stated that it is estimated that there is approximately$100,000 in damage to our City's smaller pavilion and building roofs located in our parks. A roofing vendor will begin work soon to make the needed repairs. Superintendent Diaz addressed the Board regarding hailstorm repairs to the Brown House. The Parks Division staff has replaced the regular broken windows at the Brown House, and the replacement stained glass pieces have been ordered. The Brown House roofing material recom: mended by the Wylie Historical Society has been discussed during two subsequent City Council meetings; during a third City Council meeting scheduled February 14, 2017, consideration of using an alternate plastic wood shake roofing material will be discussed. The roof was recently re-tarped by a vendor as the previous one had become worn and was leaking, resulting in additional water damage and requiring a repeat of the interior drying process. Superintendent Diaz advised Board Members that the start of the Senior Center repairs has continued to be delayed. The original vendor chosen to replace the Senior Center facility HVAC units and ductwork was dismissed,thus alternate bids are now being pursued. Interior work bids for the new window installation and water damage repair are in process as well. The repair process is being handled by the City Purchasing Department and Facilities Department. Senior Center activities continue to take place at the Waterbrook Church, with no re-opening date set for the damaged Senior Center. The Board expressed concern over the ongoing lengthy delay of the repair process, particularly in regards to the Senior Center. Board Member Jones made a suggestion for the Parks and Recreation Board Members to attend the next Council meeting to express their concerns. Board Member Kinser offered to provide some vendors that City of Richardson uses to piggyback contracts with. Municipal Complex Trail-East Meadow project update. Superintendent Diaz stated that on February 2, 2017, six bids were submitted for the Municipal Complex Trail East Meadow project, with $895,000 being the lowest and subsequently winning bid. Wall Enterprises was the vendor awarded the contract;this being the same contractor who was hired to complete the Senior Center parking lot project. The bid is to be awarded to Wall Enterprises by City Council during the February 28, 2017 meeting. Standard concrete using rebar and forms will be used on this portion of the trail as it is more cost effective this time than the Strux (reinforced fiber material) is. Strux was used to construct the Minutes February 13, 2017 Wylie Parks and Recreation Board Meeting Page 2 existing Municipal Complex Trail. For the boardwalk decking, Trex material will be used along with wood supports. The two art projects to be constructed at the Municipal Trail's existing trailheads will be installed in conjunction with the East Meadow Trail. It is anticipated that trail construction will begin in April and be completed this summer, weather permitting. ADJOURNMENT There being no further business, a motion to adjourn was made by Board Member Jones. Board Member White seconded the motion, and a vote was taken and passed 5-0. The meeting was adjourned at 7:14 p.m. ATTEST i / Janet Hawkes, Parks Board Secretary Matt Rose, Parks Board Chairman Minutes February 13, 2017 Wylie Parks and Recreation Board Meeting Page 3