03-13-2017 (Parks & Recreation) Agenda Packet 484OF pt
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NOTICE OF MEETING
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Regular Meeting Agenda
March 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.
March 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 February 13, 2017
meeting.
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.
DISCUSSION ITEMS
• Update from the Parks and Recreation Board Subcommittee on the Acquisition and
Improvement Fund projects for FY 2017-18.
• Future Bond project recommendations for 4B Parks and Recreation Fund.
• 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 10th day of March 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
CITY±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 1LT 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 fiscal year 2016/2017. Recommendations
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
existing Municipal Complex Trail. For the boardwalk decking, Trex material will be used along
Minutes February 13, 2017
Wylie Parks and Recreation Board Meeting
Page 2
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
Janet Hawkes, Parks Board Secretary Matt Rose, Parks Board Chairman
Minutes February 13, 2017
Wylie Parks and Recreation Board Meeting
Page 3
': Parks and Recreation Board
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•. AGENDA REPORT
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Meeting Date: March 13,2017 Item Number:
Department: Public Services (City Secretary's Use Only)
Prepared By: Robert Diaz Account Code:
Date Prepared: March 6,2017 Budgeted Amount:
Exhibits: 1
Subject
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.
Recommendation
Motion to recommend a vendor application from 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.
Discussion
The Wylie East Cross Country Team would like to sell items such as concessions and t-shirts at their meet that
is to be held at Founders Park on September 2, 2017. Funds raised from the items sold will be used to support
the cross country team.
The Parks and Recreation Board approved this vendor application in 2016. Parks staff did not have any issues
from last year's event and is recommending approval.
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:
Wylie East Cross Country I Justin Eddy
Organization's Phone Number: Primary Contact Person's Phone Number:
972-429-3000 1214-998-1901
Organization's Address: Primary Contact Person's Address:
3000 Wylie East Drive,Wylie,TX 75098 2104 Serenity Avenue,Wylie,TX 75098
Organization's Website/Email: Primary Contact Person's Email:
www.wylieisd.net Justin.eddy@wylieisd.net
Organization's Non-profit Exemption Number/501c3(if applicable): Alternate Contact Person's Name/Number/Email:
John Mitchell/972-816-0011/john.mitchell@wylieisd.net
Event Information
EVENT NAME/TITLE:
Raider XC Invitational
Event Type(fundraiser,etc.): Purpose of Event:
UIL Cross Country Meet Local Cross Country Meet for surrounding area
Event Location: Proposed Event Date: Alternative Date:
Founders Park/Wylie High School 1st Date—9/2/2017 2nd Date- 8/26/2017
Anticipated Number of Participating Vendors: Start Time(incl.setup): End Time(incl.cleanup):
2(Wylie East Cross Country&Wylie East Athletic Booster Club) 5:30 AM 12:00 PM
Anticipated Event Attendance: Event Target Audience:
500 Runners;650 total with spectators UIL Cross Country Teams(athletes, parents,coaches)
EVENT DETAILS:
Please list any and all specifics,as well as items intended to sell. If available,attach additional pages,announcements or flyers.
Drinks:PowerAde(Mountain Berry Black, Lemon Lime, Fruit Punch),Water, Canned Soda (coke, diet coke,sprite,dr. pepper),
Bottled Juice (apple and/or orange),coffee, hot chocolate
Food/Snacks:Precooked sausage biscuits(we will be reheating them, purchased from Sams), prepackaged muffins,chips(lays,
nacho cheese doritos, ranch doritos, hot fries, hot chips), pickles, protein bars, bananas, oranges,fruit snacks,assorted candy
(m&m's, peanut m&m's,snickers,sourhead extremes,skittles,sour skittles),shaved ice
T-Shirts
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.
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
A and I Project Status
In Progress this FY-
• MC East Meadow Trail (match Collin County grant)-west-$950,000
• Community Park parking lot (no landscape and lighting)-central $210,000
• Trail connection at Southbrook/Twin Lakes Parks-central -$50,000
• Braddock Park Master Plan-central-$30,000
• Replace picnic tables-central-$20,000
• Replace picnic tables-east-$20,000
• Replace Eureka playground-east-$40,000
Next FY Recommended-
• Subcommittee Recommended-Solar trail lighting at MC trails-west—Cost TBD
• Subcommittee Recommended-Pavilion at Wylie Lakes Park-HOA match-funding-east-$55,000
• Subcommittee Recommended-Park improvements and design for Parkside Park-west-$50,000
Future Need-
• Future need-Trail connection from Sage Creek to Wooded Creek-west(added from staff)grant
project
• Future need-Solar Community Park parking lot lighting-central -$8,000.00 per light 10-12 lights,
leagues notified staff they are ok without any lights at this time.
Current and future A and I Funding:
Creekside apartments-west $201,600 FY-14-15 Received
Wooded Creek-west $37,500 FY 14-15 Received
Alanis Crossing-central $159,000 FY 14-15 Received
Covington Estates Ph. 1-central $88,000 FY 14-15 Received
Hunters Cove-east $177,000 FY 15-16 Received
Westgate Station Townhomes-central $156,000 FY 16-17 In process
Mansions at Wylie Seniors-west $256,000 FY 16-17 Received
Alanis Crossing Ph. 2-central $126,000 FY 16-17 Received
Covington Estates Ph. 2-central $88,000 FY 16-17 Received
Serene Villas-east ? FY 16-17 Proposed
Woodbridge North-west $140,000 approx. FY 18-19 Proposed
Woodbridge Town homes-west ? FY 18-19 Proposed
Lake Park Villas-east $265,500 FY 18-19 Proposed
Approximate balances for FY17-18
West $156,000
Central $115,000
East $119,000
Updated 3-8-17