08-10-2019 (Parks & Recreation) Agenda Packet Parks and Recreation Board
NOTICE OF MEETING
Special Meeting Agenda
Saturday, August 10, 2019 — 12:00 pm
Wylie Municipal Complex —Wylie Recreation Center
300 Country Club Road, Building #200
Wylie, TX 75098
Joni Robinson Chair
Emmett Jones Vice-Chair
Matt Rose Board Member
Phil Gilbert Board Member
Brett Swendig Board Member
Gloria Suarez Board Member
Brian Willeford Board Member
Robert Diaz Parks and Recreation Director
Richard Abernathy City Attorney
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.wvlietexas.gov
within the required time frame. As a courtesy, the entire Agenda Packet has also been posted on the City of Wylie
website: www.wvlietexas.gov.
The Board request that all cell phones and pagers be turned off or set to vibrate. Members of the audience are
requested to step outside 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.
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 fill out a non-
agenda form prior to the meeting in order to speak. The 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.
REGULAR AGENDA
1. Consider and act upon approval of the Minutes from the July 8, 2019 Meeting.
2. Consider and act upon a vendor application for the Wylie P.O.L.I.C.E. Club for a
fundraiser event at Founders Park on November 9, 2019.
August 10, 2019 Wylie Parks and Recreation Special Meeting Agenda Page 2 of 2
EXECUTIVE SESSION
If during the course of the meeting covered by this notice, the Parks and Recreation Board should determine that a
closed or executive meeting or session of the Parks and Recreation Board or a consultation with the attorney for the
City should be held or is required, then such closed or executive meeting or session or consultation with attorney as
authorized by the Texas Open Meetings Act, Texas Government Code§551.001 et.seq., will be held by the Parks and
Recreation Board at the date, hour and place given in this notice as the Parks and Recreation Board may conveniently
meet in such closed or executive meeting or session or consult with the attorney for the City concerning any and all
subjects and.for any and all purposes permitted by the Act, including, but not limited to, the following sections and
purposes:
Texas Government Code Sections:
§551.071—Private consultation with an attorney for the City.
S,551.072—Discussing purchase, exchange, lease or value of real property.
§551.073—Discussing prospective gift or donation to the City.
§551.076—Discussing deployment of security personnel or devices or security audit.
ADJOURNMENT
CERTIFICATION
1 certify that this Notice of Meeting was posted on August 6, 2019 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.
Stephanie Storm,City Secretary Date Notice Removed
Parks and Recreation Board
Meeting Minutes
Monday,July 8,2019—6:30 p.m.
Wylie Municipal Complex
300 Country Club Road#100
Wylie,Texas 75098
CALL TO ORDER
Board Chairperson Robinson called the meeting to order at 6:30 p.m. with Board Member Board Member
Board Member Rose, Board Member Jones, Board Member Swendig, Board Member Gilbert, Board
Member Suarez, and Board Member Willeford in attendance.
Staff members present were Parks and Recreation Director Diaz, and Parks Board Secretary Janet
Hawkes.
CITIZENS PARTICIPATION
Lance Wallace, President of the Wylie Baseball Softball Association, was in attendance in order to update
the Board on recent field improvements. He stated that the four main baseball fields at Community Park
received the new surfacing which improved drainage and allowed the fields to dry out more efficiently
after inclement weather. In turn this resulted in fewer cancelled games. Mr. Wallace thanked the City for
proceeding and completing this project. He added that he would like to request that the Board
recommend to the City Council that the softball fields at Founders Park also be improved with the new
surfacing.
ELECTION OF BOARD CHAIR AND VICE-CHAIR
Board Member Jones nominated Board Chairperson Robinson to serve again as Board Chair. Board
Member Gilbert seconded the motion, and a vote was taken and passed 7-0.
Board Member Rose nominated Board Member Jones to serve again as Board Vice-Chair. Board
Member Gilbert seconded the motion, and a vote was taken and passed 7-0.
BUSINESS ITEMS
1. Consider and act upon approval of the minutes from the June 10, 2019
Regular Meeting.
Board Action:
Board Member Jones made a motion to approve the minutes from the June 10, 2019 regular
meeting. Board Member Swendig seconded the motion, and a vote was taken and passed 4-0
with Board Member Gilbert, Board Member Suarez, and Board Member Willeford abstaining their
votes.
2. Consider and act upon a vendor application for the Fall Fire Classic
Softball Tournament event to be held at Founders Park on October 27,
2019.
Board Action:
Board Member Jones made a motion to approve the vendor application for the Fall Fire Classic
Softball Tournament event to be held at Founders Park on October 27, 2019. Board Member
Gilbert seconded the motion, and a vote was taken and passed 7-0.
DISCUSSION ITEMS
• Collin County Grant update.
Director Diaz updated the Board that the Collin County Grant Application has been submitted and
grants will be awarded in October 2019. $174,760 is the amount requested in the City's
application with a 50% match funded out of the Parks Acquisition and Improvement(A&l)funds.
The $350,000 project will include 10 foot and 8 foot width trails, future site for a playground, and
other amenities in Twin Lakes and Southbrook Parks. Director Diaz noted that regardless of
being awarded the Collin County Grant, there is enough money budgeted within the A&I fund
($300,000)to complete most of the planned trail.
• Kreymer at the Park Development update.
The developers for Kreymer at the Park had proposed approximately$400,000 in park
development improvements; however, this proposed development was not approved by the City
Council. The Developer resubmitted a new plan which would not include park improvements,just
parkland dedication fees totaling approximately$147,000. This new proposal will be considered
by the Planning and Zoning Commission on July 9, 2019
• Projects updates.
Parks, Recreation, and Open Space Master Plan:
Dunaway Associates is working on the first draft of the plan with an expected completion date of
fall 2019. One more steering committee meeting will take place to review the draft. The Parks
and Recreation Board and then the City Council will review the plan. Final adoption of the plan
by the City Council is expected at the end of 2019 or early 2020.
Braddock Park Concept Design (with Master Plan):
Dunaway will begin the park concept design for Braddock Park. Staff and the consultants will
work on the park master plan and submit that for Board review in the fall of 2019.
Twin Lakes/Southbrook Trail Connection design:
Plans for the Twin Lakes/Southbrook trail connection were approved by the Board during the
June 2019 meeting.
Twin Lakes/Southbrook Trail Connection construction:
Depending on the outcome of the Collin County Grant application, construction of the Twin
Lakes/Southbrook trail connection will begin in spring of 2020 with an anticipated completion date
of summer 2020.
Brown House Feasibility Study:
The Brown House Feasibility Study project has been completed. Parks and Recreation staff are
proposing to start phase one of the planned improvements as part of the fiscal year 2019/2020
budget. Funds for the improvements are being proposed to be taken from the hotel/motel fund.
Parkside Park Concept Design (with Master Plan):
Dunaway will begin the park concept design for Parkside Park. Staff and the consultants will
work on the park master plan and submit that for Board review in the fall of 2019.
Minutes July 8, 2019
Wylie Parks and Recreation Board Meeting
Page 2
Stonehaven House Feasibility Study:
The feasibility study kick off meeting was held April 16, and consultants are currently gathering
historical information on the Stonehaven House, located in the Stone Ranch development. Staff
will be bringing a draft of the study for Board review in the fall of 2019.
Joni requested staff add a column in the project updates list that will include the approval dates of
each item.
• Parks and Recreation Foundation update.
Ann Hiney, President of the Pirate Cove Playground Foundation, met with staff to continue
discussions of transitioning the playground foundation into a new parks and recreation
foundation. Possible focus of the newly formed foundation would be to raise funds for Parks and
Recreation scholarships for programs. The current foundation bylaws will need to be changed
and an agreement between the City and the foundation must be completed. A work session with
City Council will be necessary in order to explain the proposed new foundation as well as to
obtain feedback. The new foundation will include City staff as well as a Parks and Recreation
Board appointment. Board Members requested staff expedite the process and pursue having a
work session with City Council in August of 2019.
• Discuss possible meeting time change.
Staff requested the meeting start time change from the current time of 6:30pm to a new time of
6:00pm. The Parks and Recreation Board agreed to accept a trial period for a newly
implemented 6:00pm meeting start time.
• Discuss Board retreat options.
Board Member Jones presented her idea to hold a Parks and Recreation Board meet and greet
retreat outside of the monthly formal board meeting. Ideas considered were to meet at the Brown
House or Recreation Center facility and hold a brief business meeting, lunch, and a meet and
greet activity such as a group painting activity led by a facilitator. The goal is to possibly hold this
type of retreat annually after the July Board appointments. Board Member Jones agreed to
coordinate the retreat with staff. Board consensus was to meet on Saturday, August 10th in the
early afternoon with specific details to follow soon.
ADJOURNMENT
There being no further business, a motion to adjourn was made by Board Member Gilbert. Board
Member Rose seconded the motion, and a vote was taken and passed 7-0. The meeting was adjourned
at 7:52 p.m.
ATTEST
Janet Hawkes, Parks Board Secretary Joni Robinson, Parks Board Chairperson
Minutes July 8, 2019
Wylie Parks and Recreation Board Meeting
Page 3
Parks and Recreation Board
CITY OF
AGENDA REPORT
Meeting Date: August 10, 2019 Item Number:
Department: Parks and Recreation (City Secretary's Use Only)
Prepared By: Robert Diaz Account Code:
Date Prepared: July 29, 2019 Exhibits:
Subject
Consider and act upon a vendor application for the Wylie P.O.L.I.C.E. Club for a fundraiser event at Founders
Park on November 9, 2019.
Recommendation
Motion to recommend a vendor application for the Wylie P.O.L.I.C.E. Club for a fundraiser event at Founders
Park on November 9, 2019.
Discussion
The Wylie P.O.L.I.C.E. Club is proposing to host a fundraiser softball tournament to be held at Founders Park
on November 9, 2019. This is the third year of this event and Parks staff reported that they did not have any
issues or concerns working with this group previously. The funds raised from this event would be used to
support Wylie P.O.L.I.C.E. Club regular community activities. Parks Division staff would assist with preparing
fields,picking up of litter, and any park set up.
Page 1 of I
PARKS AND RECREATION
CITY OF WYLIE 300 Country Club Rd, Building 100,Wylie,TX 75098
_ T Office: 972-516-6340/Fax 972-442-0758
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 P.O.L.I.C.E. Club Officer Michael Stewart
�������mmmmmmmmmmmmmm
Organization's Phone Number: Primary Contact Person's Phone Number:
214-732-6773 L214-732-6773
Organization's Address: Primary Contact Person's Address:
2000 N. Hwy 78,Wylie Texas 75098 2000 N. Hwy 78,Wylie Texas 75098
Organization's Website/Email: Primary Contact Person's Email:
https://www.wylietexas.gov/community2/youth programs/police club.php Michael.stewart@wylieisd.net
Organization's Non-profit Exemption Number/501c3(if applicable): Alternate Contact Person's Name/Number/Email:
Event Information
Event Name/Title:
Wylie P.O.L.I.C.E.Club Co-Ed Softball Tournament
� �mmmmmmmmmmmmmmmmmmmmmmmmmmmm
Event Type(fundraiser,etc.): Purpose of Event:
F undraiser Fundraiser for Wylie P.O.L.I.C.E.Club
Event Location: Proposed Event Date: Alternative Date:
Founder's Park Fields A, B,C and D 11/09/2019 2d Date-
Anticipated Number of Participating Vendors: Start Time(incl.setup): End Time(incl.cleanup):
8:00am 9:00pm
Anticipated Event Attendance: Event Target Audience:
Wylie Community
EVENT DETAILS:
Please list any and all specifics,as well as items intended to sell. If available,attach additional pages,announcements or flyers.
The Wylie P.O.L.I.C.E.Club which is run by the Wylie Police Department is hosting a Co-Ed Softball Tournament.The main purpose of
the event is a fundraiser for the P.O.L.I.C.E.club.The event will consist of 18 teams in a double elimination style tournament.
The P.O.L.I.C.E.Club will set up tables to sell packaged food items and drinks as part of the fundraiser.
N.w���,, NNN_--- -------- - - - - - - - - -
NOTE:
If food is prepared on-site or off-site and brought to the event location to be offered to the public,free or at a cost,the vendor applicant must contact the Collin
County Environmental Services Office in McKinney in order to inquire whether a Temporary/Short-Term Event Food Service/Health Permit is required prior to the
event. It is possible that a health inspector must examine food preparation and storage equipment to assure the health and safety of customers. Please contact
Clayton Stewart,Environmental Services Specialist,at 1-972-548-5528 or 1-972-548-5585. The Collin County website is www.collincountytx.gov.
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.8-10-17