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03-13-2017 (Parks & Recreation) Minutes xye CITY OFWYLIE Parks and Recreation Board Meeting Minutes Monday, March 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 6:30 p.m. with Board Member Kinser, Board Member Chesnut, Board Member White, Board Member Harris, and Board Member Robinson in attendance. Board Member Jones was 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 February 13, 2017 meeting. Board Action: Board Member Kinser made a motion to approve the minutes from the February 13, 2017 meeting. Board Member White seconded the motion, and a vote was taken and passed 6-0. 2. Consider and act upon vendor application for Wylie East High School Cross Country Team to sell items at a cross country meet to be held September 2, 2017 at Founders Park. Superintendent Diaz advised that the presented vendor application is for the second annual Wylie East High School Raider Cross Country Invitational,which is a local cross country meet for the surrounding areas. The Wylie East High School Cross Country Team and Athletic Booster Club plans to sell t-shirts, soft drinks and precooked, prepackaged food items as a fundraiser; pop up tents will be used, as the concession stands will not be accessed during the event.Approximately 500 high school track meet participants and 650 spectators are expected to attend. Superintendent Diaz noted that the proposed event date will not conflict with the City league game play. Board Action: Board Member Kinser made a motion to approve the Vendor Application for the Wylie East High School Cross Country Team to sell items at a cross country meet to be held September 2, 2017 at Founders Park. Board Member Harris seconded the motion, and a vote was taken and passed 6-0. DISCUSSION ITEMS • Update from the Parks and Recreation Board Subcommittee on the Acquisition and Improvement (A & I) Fund projects for FY 2017-18 meeting. The Acquisition and Improvement (A& I) Subcommittee, consisting of Board Chairman Rose, Board Member Chesnut, and Board Member Robinson, met with staff on March 7, 2017, to finalize discussion of their A& I project priority list recommendation for fiscal year 2017/2018. Current approximate balances in the A& I fund are$156,000 in the west zone, $115,000 in the central zone, and$119,000 in the east zone. Superintendent Diaz and the Subcommittee members discussed with the rest of the Board their recommendations and reasons for their recommendations. The Subcommittee recommended to the Parks and Recreation Board the following: 1. West Zone: addition of solar lighting at the Municipal Complex Trail, cost to be determined 2. East Zone: fund matching with the Wylie Lakes Homeowners Association for construction of a new pavilion in Wylie Lakes Park, $55,000 3. West Zone: park design and improvements for Parkside Park, $50,000 Superintendent Diaz notified the Board that there will be an item added to the April 10tt'meeting agenda for the Board to make a formal recommendation of the Acquisition and Improvement projects for Fiscal Year 2017-18. • Future Bond project recommendations for 4B Parks and Recreation Fund. Superintendent Diaz stated that the City Manager, Mindy Manson, requested staff obtain project recommendations from the Parks and Recreation Board on possible uses of 4B Parks and Recreation bond funds that could be available in late 2017. Staff is recommending the use of these funds go toward either land acquisition, or land development on an existing City park. Parks and Recreation Board Members expressed concern about land acquisition purchased for q parkland being dedicated solely as parkland. Staff confirmed to the Parks and Recreation Board that when using bond money to purchase land, the bond can be written to specify the purchase is only for parkland. The consensus of the Parks and Recreation Board is to pursue land acquisition with the available bond funds. Superintendent Diaz notified the Board that there will be an item added to the April 10th meeting agenda for the Board to make a formal recommendation. • Hail storm damage facility update — Brown House, and Wylie Senior Recreation Center. Superintendent Diaz updated the Parks and Recreation Board on hail storm damage repairs. Most of the roofs located in Community Park have been repaired. Stained glass for the Brown House windows has been ordered, and the home's roof repair process is underway with materials on order and work expected to begin within a few weeks. Interior work on the Senior Center facility has also begun. The selection process to hire an HVAC contractor to replace the Senior Center facility's air conditioning units and ductwork remains ongoing; thus a completion date has yet to be determined. • Municipal Complex Trail-East Meadow project update. Superintendent Diaz stated that within a week or two, the contractor for the Municipal Complex East Meadow Trail project, Wall Enterprises,will begin construction. Their project completion deadline is within 180 days of contract execution; however, completion is expected to be much sooner. Staff is in process of coordinating plans with the chosen bond project artists, to run Minutes March 13, 2017 Wylie Parks and Recreation Board Meeting Page 2 power supplies to the planned art projects that are being added to the Brown Street trailhead, FM1378 trailhead, and the disc golf complex. The Design Consultant, Dunaway Associates, provided an exhibit showing the final version of the Municipal Complex East Meadow Trail; a copy will be included with the next Weekly Parks and Recreation Report email, and uploaded to the City of Wylie website. ADJOURNMENT There being no further business, a motion to adjourn was made by Board Member Chesnut. Board Member Harris seconded the motion, and a vote was taken and passed 6-0. The meeting was adjourned at 7:26 p.m. ATTEST 19ct/YLdi- Janet Hawkes,Parks Board Secretary Matt Rose, Parks Board Chairman Minutes March 13, 2017 Wylie Parks and Recreation Board Meeting Page 3