12-14-2015 (Parks & Recreation) Agenda Packet (s.,:rOF
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Regular Meeting Agenda
December 14, 2015 — 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
Lisa Ulmer Board Member
Robert Diaz Board Liaison
Shohn Rodgers Parks Manager
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.
December 14,2015 Wylie Parks and Recreation Board Regular Meeting Agenda Page 2 of 2
REGULAR AGENDA
1. Consider and act upon approval of the Minutes from the October 13, 2015 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 3, 2016 at
Founders Park.
3. Consider and act upon approval of the meeting calendar for 2016.
DISCUSSION ITEMS
• Collin County Grant project update.
• Acquisition and Improvement Fund project update.
• Acquisition and Improvement Fund Subcommittee for FY 2016-17 projects.
ADJOURNMENT
CERTIFICATION
I certify that this Notice of Meeting was posted on this 11 th day of December 2015 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
Parks and Recreation Board
CITY OF WYLIE -
Special Called Meeting Minutes
Tuesday, October 13, 2015
6:30 p.m. (Approximate time as posted)
Wylie Municipal Complex
Public Services 3rd Floor Conference Room
300 Country Club Road#100
Wylie,Texas 75098
CALL TO ORDER
Board Chairman Rose called the meeting to order at 7:11 p.m. with Board Member Chesnut, Board
Member Jones, Board Member Kinser, and Board Member White present. Board Member Harris and
Board Member Ulmer were absent from the meeting.
Staff members present were Parks and Recreation Superintendent, Robert Diaz, and Parks and
Recreation Board Secretary, Janet Hawkes. Public Service Director, Mike Sferra,joined the meeting at
7:29 p.m.
CITIZENS PARTICIPATION
No citizens came forward.
BUSINESS ITEMS
1. Consider and act upon approval of the Minutes from the September 14,
2015 special meeting.
Board Action:
Board Member Jones made a motion, seconded by Board Member White, to approve the minutes
from the September 14, 2015 Meeting. A vote was taken and passed 5-0.
Tabled Item from September 14, 2015 (motion to remove from the table and
consider.)
Board Action:
Board Member Kinser made a motion, seconded by Board Member Chesnut, to remove from the
table and consider acting upon recommending to the City Council changes in the Fee Ordinance
on Brown House rental fees. A vote was taken and passed 5-0.
2. Consider and act upon recommending to the City Council changes in the
Fee Ordinance on Brown House rental fees.
Immediately following the work session with City Council, the Parks and Recreation Board met in
the Public Services conference room to discuss direction given by the City Council, in order to
prepare a final recommendation for their decision regarding changes to the Brown House Fee
Ordinance and Brown House rental fees.
The Board agreed to recommend the following to the City Council:
o Offer a non-profit organization reduced rate option on the Brown House fee structure
during off peak times:
• Offer option Monday through Thursday only for non-profits
• Reduce required deposit to$100 for non-profits
• Lower hourly rate to$50 per hour for non-profits
• Offer minimum of two hour rental for non-profits
o Change minimum rental to two hours Monday through Thursday for all rentals.
o Grandfather in the Wylie Senior High School's annual tradition of hosting the Senior Tea
event at no charge.
o Request Police Chief, Anthony Henderson, to review and provide input on the Brown
House Draft Alcohol Policy.
o Submit Draft Alcohol Policy with above amendments for City Attorney consultation.
Board Action:
Board Member Rose made a motion to approve the fee ordinance recommendation with the
addition of the Wylie Independent School District(WISD)/non-profit fees discussed to include the
$50 an hour fee, two hour minimum, and a reduced deposit of$100, the reduction of the two hour
minimum for all rentals Monday through Thursday, the grandfathering in of the existing WISD
events at their current rates, to have the City Attorney review the Draft Alcohol Policy, and as a
courtesy to request Wylie Police Chief Henderson review the Draft Alcohol Policy. The motion
was seconded by Board Member Kinser, and a vote was taken and passed 5-0.
DISCUSSION ITEMS
There were no discussion items.
ADJOURNMENT
There being no further business a motion to adjourn was made by Board Member Kinser and seconded
by Board Member Jones. A vote was taken and passed 5-0. The meeting was adjourned at 7:59 p.m.
ATTEST
Janet Hawkes, Board Secretary Matt Rose, Board Chairman
Minutes October 13, 2015
Wylie Parks and Recreation Board Meeting
Page 2
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Meeting Date: December 14,2015 Item Number:
Department: Public Services (City Secretary's Use Only)
Prepared By: Robert Diaz Account Code:
Date Prepared: December 7,2015 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 3, 2016 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 3, 2016 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 3, 2016. Funds raised from the items sold will be used to support
the cross country team.
Page 1 of 1
JL� _ PARKS AND RECREATION
CITY OF WYI IE 300 Country Club Rd, Building 100, Wylie, TX 75098
Office: 972-516-6340/ Fax 972-516-6355
Email: parks@wylietexas.gov
VENDOR APPLICAT ION-once approved by City Council, vendor has 7 days to finalize event with Parks&
Recreation facility staff Recommended timeline for submission 732-3 months in advance of event Please forward
com feted a ;Hendon to above address,email or ax:
Applicant Information
Name of Organization/Group: Primary Contact Person's Name:
Wylie �_' S+ C1tS5 c t.rifi'kj, I Tustr,i Gddv
Organization/Group's Phone Number: Primary Contact Person's Phone Number:
4112—.K29.- 31 So 1).11 -_5192 - 19,s? l
Organization/Group's Street Address: Primary Contact Person's Street Address:
3000 w, (,4 Eks3 �r._. 8113 iutefo, t s,,a.
Organization/Group's City/State/Zip: Primary Contact Person's City/State/Zip:
Wylre t ( X 7Sogg I (adult, 1-X, 7s0
Alternate Contact Person's Name/Number:
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Event Information
EVENT NAME/TITLE:
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Event Type (fundraiser, etc.): (( Purpose of Event:
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Event Location: f { Proposed Event Date and Alternative Date:
u -et ( rK ) c � f 1st Date - ' 3 — 1 (y, 2nd Date - Ale 4c
Anticipated Number of Participating Vendors. Start Time (incl. setup): End Time (incl. cleanup):
Anticipated Event Attendance: Event Target Audience:
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EVENT DETAILS:
Please list jany and all specifics, as well as items intended to sell. If available, attach additional pages, announcements or flyers.
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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.collincountvtx.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.
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Meeting Date: December 14, 2015 Item Number:
(City Secretary's Use Only)
Department: Public Services
Prepared By: Robert Diaz Account Code:
Date Prepared: December 7, 2015 Budgeted Amount:
Exhibits: 1
Subject
Consider and act upon approval of the meeting calendar for 2016.
Recommendation
Motion to recommend approval of the meeting calendar for 2016.
Discussion
The Parks and Recreation Board reviews the annual meeting calendar for the next calendar year at the end of
the current calendar year. Staff has prepared a calendar for Board review and consideration for 2016.
Page 1 of 1
Parks and Recreation Board Meeting Calendar
January April July October
S MTWT F S TWTF S SMTWT F S SMTWT F S
0 2 1 2 1 2 1
3 4 5 6 7 8 9 3 4 5 6 7 8 9 3 0 5 6 7 8 9 2 3 4 5 6 7 8
10 11 12 13 14 15 16 10 �1 12 13 14 15 16 10 11 12 13 14 15 16 9 10 11 12 13 14 15
17 18 19 20 21 22 23 17 18 19 20 21 22 23 17 18 19 20 21 22 23 16 17 18 19 20 21 22
24 25 26 27 28 29 30 24 25 26 27 28 29 30 24 25 26 27 28 29 30 23 24 25 26 27 28 29
31 31 30 31
February May August November
S MTWT F S SMTWTF S SMTWT F S SMTWT F S
1 2 3 4 5 6 1 2 3 4 5 6 7 1 2 3 4 5 6 1 2 3 4 5
7 8 9 10 11 12 13 8 9 10 11 12 13 14 7 8 9 10 11 12 13 6 7 8 9 10 11 12
14 15 16 17 18 19 20 15 16 17 18 19 20 21 14 15 16 17 18 19 20 13 14 15 16 17 18 19
21 22 23 24 25 26 27 22 23 24 25 26 27 28 21 22 23 24 25 26 27 20 21 22 23 24 25 26
28 29 29 30 31 28 29 30 31 27 28 29 30
March June September December
S MTWT F S SMTWTF S SMTWT F S SMTWT F S
1 2 3 4 5 1 2 3 4 1 2 3 1 2 3
6 7 8 9 10 11 12 5 6 7 8 9 10 11 4 6 7 8 9 10 4 5 6 7 8 9 10
13 14 15 16 17 18 19 12 13 14 15 16 17 18 11 12 13 14 15 16 17 11 12 13 14 15 16 17
20 21 22 23 24 ® 26 19 20 21 22 23 24 25 18 19 20 21 22 23 24 18 19 20 21 22 ® 24
27 28 29 30 31 26 27 28 29 30 25 26 27 28 29 30 25 26 27 28 29 30 31
City Holidays
PARB Meeting Schedule
January 1—New Year's Day (2nd Monday of each month)
March 25—Good Friday
May 30-Memorial Day Deadline for PARB Agenda
July 4—Independence Day Submissions
September 5 —Labor Day
November 24 &25—Thanksgiving
December 23 & 26—Christmas Vv'YLIECITY OF City Council Meetings
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Meeting Date: December 14, 2015 Item Number:
(City Secretary's Use Only)
Department: Public Services
Prepared By: Robert Diaz Account Code:
Date Prepared: December 7, 2015 Budgeted Amount:
Exhibits: 2
Subject
Discussion Items
Recommendation
N/A
Discussion
• Collin County Grant project update - Update the Board on the Collin County Grant award for 2015-
16.
• Acquisition and Improvement Fund project update -Update the Board on completed projects and
those in progress.
• Acquisition and Improvement Fund Subcommittee for FY 2016-17 projects - Discuss the possibility
of forming another subcommittee to explore projects that staff as part of the FY 2016-17 budget process.
Page 1 of 1
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Projects-Completed/In progress/Not addressed:
• Community Park bleacher covers central
• Additional trail at MC(6ft portion at trail head) west (will be funded with sidewalk bond)
• Upgrade bridge at MC trail west (project funded with current operations budget)
• Community Park parking lot (no landscape and lighting)-central Estimate$210,000 In progress
• Founders Park Scoreboard-wescompleted this FY
• Replace Olde City Park playground-central-$99,800.00 In progress
• Trail connection at Southbrook/Twin Lakes Parks-central -$46,000.00 Not addressed
• Playground and benches at Creekside Park-west(added, grant from Creekside HOA)-$44,000.00
In progress
• Trail connection from Sage Creek to Wooded Creek-west (added from staff) grant project Not
addressed
• Solar trail lighting at MC trails-west-$8,000.00 per light 8-10 lights Not addressed
• Solar Community Park parking lot lighting-central -$8,000.00 per light 10-12 lights Not
addressed
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
Westgate Station Townhomes-central $156,000 FY 15-16 Pending
Mansions at Wylie Seniors-west $256,000 FY 15-16 Pending
Hunters Cove-east $177,000 FY 15-16 Pending
Alanis Crossing Ph. 2-central $126,000 FY 15-16 Pending*
Covington Estates Ph. 2-central $88,000 FY 16-17
Future fund balances by zone for FY 2016-17:
West $62,776
Central $293,289 (without including Covington Estates Ph. 2)
East $178,873
Updated 12-10-15