02-13-2017 (Parks & Recreation) Agenda Packet 484OF pt
G w4
■
r=-- Wylie Parks and Recreation Board
NOTICE OF MEETING
a1887>
BT,,rE OF T5-1"$
Regular Meeting Agenda
February 13, 2017 — 6:30 p.m.
Wylie Municipal Complex
Council Chambers
300 Country Club #100
Wylie, Texas 75098
Matt Rose Chair
Bobby Kinser Vice-Chair
Dan Chesnut Board Member
David White Board Member
Jeff Harris Board Member
Emmett Jones Board Member
Joni Robinson 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.
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.
February 13,2017 Wylie Parks and Recreation Board Meeting Agenda Page 2 of 2
REGULAR AGENDA
1. Consider and act upon approval of the Minutes from the January 9, 2017 meeting.
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 rain date of April 8, 2017.
DISCUSSION ITEMS
• Update from the Parks and Recreation Board Subcommittee on the Acquisition and
Improvement Fund projects for FY 2017-18.
• Hail storm damage facility update-Brown House and Wylie Senior Recreation
Center.
• Municipal Complex Trail-East Meadow project update.
ADJOURNMENT
CERTIFICATION
I certify that this Notice of Meeting was posted on this 3rd day of February 2017 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
_74/1
CITY±F WYLIE Parks and Recreation Board
Meeting Minutes
Monday, January 9, 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 White, Board Member
Jones and Board Member Robinson in attendance. Board Member Harris arrived to the meeting at 6:35 p.m.
Board Member Kinser and Board Member Chesnut 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 December 12, 2016
meeting.
Board Action:
Board Member Jones made a motion to approve the minutes from the December 12, 2016 meeting.
Board Member Robinson seconded the motion, and a vote was taken and passed 4-0.
DISCUSSION ITEMS
• Acquisition and Improvement Fund Subcommittee for FY 2017-18 meeting.
Board Chairman Rose accepted his nomination to serve with Board Member Chesnut and Board
Member Robinson on the Acquisition and Improvement Fund Subcommittee for fiscal year 2017-
2018. Superintendent Diaz proposed four initial meeting date options: January 23, January 24,
January 30, or January 31. Board Chairman Rose advised he preferred to meet on a Tuesday,
either January 24 or January 31, and Board Member Robinson stated she had no meeting date
preference. Superintendent Diaz advised he would confirm holding the meeting on a Tuesday,
January 24 or January 31, after he received input from Board Member Chesnut. The Subcommittee
typically meets monthly for approximately 1 '/z to 2 hours, beginning at 6:00 p.m.
• Hail storm damage facility update — Bart Peddicord Community Center, Brown
House, and Wylie Senior Recreation Center.
City Council met in December and made the final decision that the hail damage to the Bart
Peddicord Community Center(BPCC)would not be repaired and, therefore, City usage would not be
reinstated. The budgeted BPCC 2016/2017 4B funds will be transferred to the Recreation or Brown
House Budget. Superintendent Diaz noted that Tom Peddicord, the son of whom the BPCC was
named after, reached out to staff requesting to take possession of a few building items, such as an
entryway picture and the building dedication plaque, to which staff complied. Mr. Peddicord was
gracious and understanding of the City's decision to discontinue use of the property his father was
named after. The Economic Development Corporation, current property owner, is undecided on
future plans for the BPCC and is seeking guidance from the Economic Development Board.
During the December 2016 meeting, City Council also discussed consideration of the Brown House
roof replacement recommendation made by the Historical Review Commission; recommended was a
neutral gray color composite type, high grade class 4 roof material resembling a slate appearance.
City Council tabled the discussion item for further review and requested that the Historical Review
Commission provide a list of locations where buildings currently have the recommended style roof.
Senior Center repairs continue to progress; the roof replacement, parking lot extension, and new
ADA compliant ramp installation is complete; HVAC repair quotes will be finalized this week; and
interior repair quotes are in process. The anticipated time frame for final Senior Center repairs is
February 2017. Waterbrook Church graciously continues to donate the use of their facility for senior
programs at no charge to the City.
It has been confirmed that due to the hailstorm and displacement of Police and Fire Administrative
personnel, some City departments will be relocating to accommodate office space more efficiently.
This change has resulted in the Public Services/Parks and Recreation Administration staff having to
move to the service center buildings located on Hensley Lane. In January 2017, Director, Mike
Sferra will relocate his office to the Public Works Service Center building. In February 2017, or upon
completion of the Senior Center repairs, Superintendent Diaz, Recreation Manager, Carmen Powlen,
and Administrative Assistant, Janet Hawkes, will all three move their offices to the Parks Service
Center building. Existing phone extensions will remain the same; however, our new physical
address will be 949 Hensley Lane. The aforementioned office location changes are expected to
remain in effect until final repairs are made to the hail damaged Police and Fire Administration
building located on Highway 78.
• Municipal Complex Trail-East Meadow project update.
Final documents for the East Meadow Trail will be released on January 10, 2017 with the pre-bid
meeting scheduled for January 19, 2017. Final bids are due on February 2, 2017 then will be
awarded to City Council at the February 28, 2017 meeting. It is anticipated that trail construction will
begin in April, and weather permitting, the project completed by early summer.
Board Member Jones inquired on the complexity of the trail project's boardwalk construction.
Superintendent Diaz advised that construction of a boardwalk is a new concept for the City but the
process is expected to go smoothly. Board Chairman Rose added that the contractor is expected to
use a non-slippery material, possibly a composite, to construct the boardwalk; however, finalized
details have not yet been determined.
ADJOURNMENT
There being no further business, a motion to adjourn was made by Board Member Jones. Board Member
Harris seconded the motion, and a vote was taken and passed 5-0. The meeting was adjourned at 7:00 p.m.
ATTEST
Janet Hawkes, Parks Board Secretary Matt Rose, Parks Board Chairman
Minutes January 9, 2017
Wylie Parks and Recreation Board Meeting
Page 2
`(( J Parks and Recreation Board
�. W ,lw' AGENDA REPORT
�ssay
iss7 T
®.ire OF SCBRB
Meeting Date: February 13,2017 Item Number:
Department: Public Services (City Secretary's Use Only)
Prepared By: Robert Diaz Account Code:
Date Prepared: January 30,2017 Budgeted Amount:
Exhibits: 1
Subject
Consider and act upon the request from the Run for Heroes Event for a vendor fair at Olde City Park on April 1,
2017, with rain date of April 8, 2017.
Recommendation
Motion to recommend a vendor application from the Run for Heroes Event for a vendor fair at Olde City Park
on April 1, 2017, with a rain date of April 8, 2017.
Discussion
The Run for Heroes group will be hosting their annual run and vendor fair at Olde City Park on April 1, 2107.
Funds raised from the items sold will be used to support local charities such as the Wylie Education Foundation.
Page 1 of 1
PARKS AND RECREATION
CITY OF WYLIE 300 Country Club Rd, Building 100,Wylie,TX 75098
Office: 972-516-6340/Fax 972-516-6355
Email: parks@wylietexas.gov
VENDOR APPLICATION-Once approved by City Council, vendor has 7 days to finalize event with
Parks&Recreation facility staff Recommended timeline for submission is 2-3 months in advance of
event. Please forward TYPED application to above address, email or fax.
Applicant Information
Name of Organization: Primary Contact Person's Name:
1LT Robert F.Welch III Charity I Becky Welch
Organization's Phone Number: Primary Contact Person's Phone Number:
214-395-4952 214-395-4952
Organization's Address: Primary Contact Person's Address:
617 Odenville Drive,Wylie,TX 75098 617 Odenville Drive,Wylie,TX 75098
Organization's Website/Email: Primary Contact Person's Email:
www.11twelchrunforourheroes.org BWelch@lltwelchrunforourheroes.org
Organization's Non-profit Exemption Number/501c3(if applicable): Alternate Contact Person's Name/Number/Email:
46-2234352 Alicia Young/214-762-6567/
AYoung@lltwelchrunforourheroes.org
Event Information
EVENT NAME/TITLE:
11LT Robert F.Welch III Run For Our Heroes
Event Type(fundraiser,etc.): Purpose of Event:
Fundraiser 5k/1mile Race and Vendor Fair I I
Event Location: Proposed Event Date: Alternative Date:
Olde City Park in Wylie 1st Date—April 1,2017 2nd Date—April 8,2017
Anticipated Number of Participating Vendors: Start Time(incl.setup): End Time(incl.cleanup):
Between 35-40 5:00 AM 5:00PM
Anticipated Event Attendance: Event Target Audience:
500+ ] General Public, Runners, Military, Fire,and Police
EVENT DETAILS:
Please list any and all specifics,as well as items intended to sell. If available,attach additional pages,announcements or flyers.
The 1LT Robert F.Welch III Run for our Heroes Race is an event that consists of a 1 mile/5k run,Vendor Fair throughout the day,and
a Free Lunch for all military,fire,and police personnel (past and present)and their families.The event honors and pays tribute to all
of our Fallen soldiers as well as saluting our Veterans and those currently serving in the U.S. Military, Fire,and Police departments.
All proceeds from the event benefit the 1LT Robert F.Welch III Charity(501c3 nonprofit).We use donations to support such
organizations and groups as the Wylie ISD Education Foundation,Wylie Fire Department,Wylie Police Department, local schools, as
well as local military units and families,and Gold Star Families.
Some vendors at event include: Military vehicles and static displays, local businesses,food vendors, live music, letter writing station
for our heroes,fallen soldier display,face painting,Shriner clowns, motorcycle groups, Homemade vendor items, possible small
petting zoo or horses,train for kids to ride, bounce houses, etc.
We would like to request the use of the Parks' Department stage again if possible for our event.We would need the stage set up at
7am if possible and the power boxes unlocked for use.
NOTE:
If food is prepared on-site or off-site and brought to the location to be sold,the vendor must contact the Collin County Environmental Services Office in McKinney
(972-548-5585 www.collincountytx.gov)in order to obtain a Health Permit prior to the sale of such products. An Inspector must examine food preparation and
storage equipment to assure the health and safety of customers.
Rev.7-29-16
Sec.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,
tobacco,cigarettes,fruits,candies,goods,wares or merchandise of any kind or nature whatsoever within the municipal parks 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,wares,and merchandise within the municipal parks or recreation or community center facilities of the city.
Rev.7-29-16