01-11-2016 (Parks & Recreation) Agenda Packet (s.,:rOF
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J .. NOTICE OF MEETING
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Regular Meeting Agenda
January 11, 2016 — 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.
January 11,2016 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 December 14,2015
meeting.
2. Consider and act upon the request from Run for Heros Event for a vendor fair at
Olde City Park on April 2, 2016, with a rain date of April 9, 2016.
DISCUSSION ITEMS
• N/A
ADJOURNMENT
CERTIFICATION
I cert that this Notice of Meeting was posted on this 8th day of January 2016 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 O F WYLIE Parks and Recreation Board
Meeting Minutes
Monday, December 14, 2015—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 Chesnut, Board
Member Harris, Board Member Jones, Board Member Kinser, Board Member Ulmer, and Board Member
White present.
Staff members present were Parks and Recreation Superintendent, Robert Diaz, and Parks Board
Secretary, Janet Hawkes.
CITIZENS PARTICIPATION
Lance Wallace, President of the Wylie Baseball Softball Association, and John Hoffman, Board Member
for the Wylie Baseball Softball Association, came forward to discuss with the Board an enhanced Missing
Child Plan (MCP) that will effectively organize and speed the process of locating a missing child in the
City parks.
BUSINESS ITEMS
1. Consider and act upon approval of the Minutes from the October 13, 2015
meeting.
Board Action:
Board Member Jones made a motion, seconded by Board Member Kinser, to approve the
minutes from the October 13, 2015 Meeting. A vote was taken and passed 7-0.
2. Consider and act upon vendor application for Wylie East High School
(WEHS) Cross Country Team to sell items at a cross country meet to be
held September 3, 2016 at Founders Park.
Superintendent Diaz explained to the Board that the vendor application is for a new event that
would take place at Founders Park over Labor Day weekend in 2016. Due to the event not being
held during a more active sports league weekend, it will not conflict with the ongoing seasonal
youth league activities. The applicant plans to sell concessions and t-shirts at the starting point of
the race in Founders Park to raise money for the Athletic Booster Club. The Board expressed
concerns over what specific food items the applicant intends to sell, as well as how and where the
items will be sold in the park. The Board requested Superintendent Diaz clarify the applicant's
intent and report back to the Board at a subsequent meeting.
Board Action:
Board Member Jones made a motion to table the item until clarification was received from the
applicant regarding concessions. Board Member White seconded the motion. A vote was taken
and passed 7-0.
3. Consider and act upon approval of the meeting calendar for 2016.
The Board reviewed the draft 2016 calendar which shows scheduled monthly Parks and
Recreation Board meetings on the second Monday of each month, with no conflicting date
exceptions necessary.
Board Action:
Board Member Harris made a motion, seconded by Board Member Jones, to accept the meeting
calendar for 2016 as presented. A vote was taken and passed 7-0.
DISCUSSION ITEMS
• Collin County Grant project update.
Superintendent Diaz advised the Board that the City of Wylie was awarded a $500,000 grant from
Collin County to extend the Wylie Municipal Trail in the east meadow portion of the Municipal
Complex. The City match for the grant will be Acquisition and Improvement funds. The project
will include 6,700 linear feet of 12 foot wide concrete trail, a bridge, parking lot, solar lights, trash
receptacles, benches, and trail signage. It is anticipated that the project design will start spring of
2016 and construction to begin in the summer of 2016.
• Acquisition and Improvement Fund project update.
Superintendent Diaz gave the Board an update on projects completed as well as those in
progress. Completed projects include the Community Park bleacher covers, the addition of a six
foot connection from the Municipal Complex parking lot to the Wylie Municipal Complex trail,
upgrades to the Municipal Complex Trail bridge, and the installation of a scoreboard at Founders
Park. Ongoing projects include the enhancement of the Community Park parking lot,
replacement of the playground equipment at Olde City Park, Pirate Cove wood swing set
replacement, and the addition of benches and playground equipment at Creekside Park.
• Acquisition and Improvement Fund Subcommittee for FY 2016-17 projects.
Superintendent Diaz recommended the Board form an Acquisition and Improvement fund
subcommittee comprised of three Board Members who will meet two to three times in January
and February to discuss future projects. Board Member Emmitt Jones, Board Member David
White, and Board Member Bobby Kinser volunteered to serve on the newly formed
subcommittee. Superintendent Diaz agreed to contact the Subcommittee Members via email in
order to decide on an agreed date for the initial meeting.
ADJOURNMENT
There being no further business a motion to adjourn was made by Board Member Jones and seconded
by Board Member Kinser. A vote was taken and passed 7-0. The meeting was adjourned at 7:21 p.m.
ATTEST
Janet Hawkes Parks Board Secretary Matt Rose, Parks Board Chairman
Minutes December 14, 2015
Wylie Parks and Recreation Board Meeting
Page 2
`(( J Parks and Recreation Board
�. W ,lw' AGENDA REPORT
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®.'ire OF SCBRB
Meeting Date: January 11,2016 Item Number:
Department: Public Services (City Secretary's Use Only)
Prepared By: Robert Diaz Account Code:
Date Prepared: January 5, 2016 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 2,
2016, with rain date of April 9, 2016.
Recommendation
Motion to recommend a vendor application from the Run for Heroes Event for a vendor fair at Olde City Park
on April 2, 2016, with a rain date of April 9, 2016.
Discussion
The Run for Heroes group will be hosting their annual run and vendor fair at Olde City Park on April 2, 2106.
Funds raised from the items sold will be used to support local charities such as the Wylie Education Foundation.
Page 1 of 1
7 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
com'leted a •lication to above address,email or ax.
Applicant Information
Name of Organization/Group: Primary Contact Person's Name:
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Organization/Group's Phone Number: Fcuv Primary Ointact Person's Phone Number:
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Organization/Group's Street Address: Primary Contact Person's Street Address:
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Organization/Group's City/State/Zip: Primary Contact Person's City/State/Zip:
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Alterlhate 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: Proposed Event Dat and Alternative Date:
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Anticipatedmber of Participating Vendors: Start Time(incl.setup): End Time(incl.cleanup):
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EVENT DETAILS: •'
Please list any and all specifics,as well as items intended to sell. If available,attach additional pages,announcements or flyers.
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If food is prepared on-site or off-sife and brought to the location to be sold,the vendor must conf8ct the Collin County Environmental Services Office in McKinney(972-548-5585
www.cyllkYgyntvtx xov(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.9-2-14