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10-14-2019 (Parks & Recreation) Agenda Packet Parks and Recreation Board NOTICE OF MEETING Meeting Agenda October 14, 2019 — 6:00 p.m. Wylie Municipal Complex — Council Chambers 300 Country Club Road, Building #100 Wylie, Texas 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 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 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. October 14,2019 Wylie Parks and Recreation Meeting Agenda Page 2 of 2 REGULAR AGENDA 1. Consider and act upon approval of the Minutes from the September 9, 2019 Meeting. 2. Consider and act upon the vendor application for the Wally Watkins Elementary Turkey Trot Fundraiser 5k and Fun Run to be held at Founders Park on November 28, 2019. 3. Consider and act upon finalizing regular monthly Parks and Recreation Board meeting time. JOINT WORK SESSION WITH PARKS, RECREATION, OPEN SPACE MASTER PLAN COMMITTEE AND DUNAWAY ASSOCIATES • Review of the First Draft of the Parks, Recreation, and Open Space Master Plan with the Master Plan Steering Committee. • Review the Parkside Park Conceptual Park Plan. • Review the Braddock Park Conceptual Park Plan. 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. §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 October 11, 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 = ..:)i- Parks and Recreation Board Meeting Minutes Monday, September 9,2019—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 6:00 p.m. with Board Member Board Member Board Member Rose, Board Member Jones, Board Member Swendig, Board Member Suarez, and Board Member Willeford in attendance. Board Member Gilbert was absent from the meeting. Staff members present were Parks and Recreation Director Diaz, and Parks Board Secretary Janet Hawkes. CITIZENS PARTICIPATION No citizens came forward. BUSINESS ITEMS 1. Consider and act upon approval of the special meeting minutes from the August 10, 2019 Meeting. Board Action: Board Member Swendig made a motion to approve the special meeting minutes from the August 10, 2019 meeting. Board Member Willeford seconded the motion, and a vote was taken and passed 5-1 with Board Member Suarez abstaining her vote. DISCUSSION ITEMS • Master Plan update. Director Diaz advised that On October 14, 2019 the Parks and Recreation Board will conduct a joint meeting with the Steering Committee to review the first draft of the Master Plan with our consultants, Dunaway Associates. If changes are necessary, staff will bring back the amended Master Plan draft to review at the November 11, 2019 meeting. This goal is to present the Master Plan final draft to City Council for their review during a work session with the consultant on December 10, 2019. The Parks and Recreation Board is invited to attend this work session. The goal is to have the Master Plan adopted by City Council in January or February, 2020. Staff will forward the consultant's draft report to the Parks and Recreation Board prior to the October 14, 2019 meeting. • Parks and Recreation Foundation update. Staff is requesting a work session on September 24, 2019 with City Council to discuss a proposed parks and recreation foundation. The goal of the work session is to get feedback from the City Council before moving forward with creating a parks and recreation foundation. • Budget update. Director Diaz presented the FY 2019-2020 Parks and Recreation budget to the Board. The Board asked Director Diaz various questions about the General Fund, 4B Fund, and Acquisition and Improvement Fund. Director Diaz also provided information on requested budgeted items and projected revenues. Board Chairperson Robinson requested that for future meetings discussing budgeting requests, staff provide additional information showing a comparison of the prior year's proposed budget to the current year's proposed budget. She also requested we provide the balance of 4B Funds after any impending budget requests are determined. Staff will work on providing those items at future budget discussions. ADJOURNMENT There being no further business, a motion to adjourn was made by Board Member Rose. Board Member Jones seconded the motion, and a vote was taken and passed 6-0. The meeting was adjourned at 7:14 p.m. ATTEST Janet Hawkes, Parks Board Secretary Joni Robinson, Parks Board Chairperson Minutes September 9, 2019 Wylie Parks and Recreation Board Meeting Page 2 Parks and Recreation Board ITY OF AGENDA REPORT Meeting Date: October 14, 2019 Item Number: (City Secretary's Use Only) Department: Parks and Recreation Prepared By: Robert Diaz Account Code: Date Prepared: September 17, 2019. Budgeted Amount: Exhibits: 1 Subject Consider and act upon the vendor application for the Wally Watkins Elementary Turkey Trot Fundraiser 5k and Fun Run to be held at Founders Park on November 28, 2019. Recommendation Motion to recommend the vendor application for the Wally Watkins Elementary Turkey Trot Fundraiser 5k and Fun Run to be held at Founders Park on November 28, 2019. Discussion The Wally Watkins Elementary PTA is requesting to do a fundraiser 5K and one-mile fun run again at Founders Park trail on Thanksgiving morning,November 28, 2019. This is the third year of this race. The race was held last year without any issues and with well received participation. This race is held completely in the park, not utilizing any City Streets. Parks staff will again be working with the PTA representatives on coordinating the route and park set up. Page 1 of 1 PARKS AND RECREATION 300 Country Club Rd, Building 100,Wylie,TX 75098 CITY ��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&P advance of event. Please forward TYPED application to above address, email or fax. Applicant Informatio Name of Organization: Primary Contact Person's Name: [Wally Watkins Elementary PTA 1 Beth Smith N o e Organization's Phone Number: Primary Contact Person's Phone Number: redactedmm redacted � mmmmmmmmmmmmmm mm�mmmmmmmmmmmmmmm Organization's Address: Primary Contact Person's Address: redacted redacted Organization's Website/Email: Primary Contact Person's Email: www.wylieisd.net/watkins redacted Organization's Non-profit Exemption Number/501c3(if applicable): Alternate Contact Person's Name/Number/Email: 27-2671859 redacted Event Information Event Name/Title: Turkey Trot Event Type(fundraiser,etc.): Purpose of Event: Fundraiser�� � mmo�NNommNoowNooNwNoowNoowNoowNoowN.N�N. Fitness Fundraiser Event Location: Proposed Event Date: Alternative Date: Founders Park 11/28/2019 2nd Date- Anticipated Number of Participating Vendors: Start Time(incl.setup): End Time(incl.cleanup): 0600 2100 Anticipated Event Attendance: Event Target Audience: 350 �. � [Families EVENT DETAILS: Please list any and all specifics,as well as items intended to sell. If available,attach additional pages,announcements or flyers. While most participants will register online prior to day of even,we will have volunteers the day of to take registrants information and money for event.We may sell spirit wear to support the school (t-shirts, bumper stickers/magnets,etc.).A 5k&1 mile fun run will take place with adults and children throughout the park to raise money for the school's PTA.This will will be the 5th Annual Turkey Trot, location changed from Wally Watkins. NOTE: mm mm.. mm mm�mm�� mm�mm 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 Parks and Recreation Board ITY OF AGENDA REPORT Meeting Date: October 14, 2019 Item Number: (City Secretary's Use Only) Department: Parks and Recreation Prepared By: Robert Diaz Account Code: Date Prepared: October 2, 2019 Budgeted Amount: Exhibits: Subject Consider and act upon finalizing regular monthly Parks and Recreation Board meeting time. Recommendation Motion to recommend finalizing regular monthly Parks and Recreation Board meeting time. Discussion The Parks and Recreation Board discussed and decided at the July 2019. meeting to move the start time of monthly meetings to 6:00 p.m. from 6:30 p.m. The Board discussed doing this on a trial basis or keeping at the new time for the foreseeable future. Staff is placing this item on the agenda to provide the opportunity for the Board to formalize the acceptance of the new time or change to a different time. Page 1 of 1