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02-10-2020 (Parks & Recreation) Minutes CITY OF WYLIE Parks and Recreation Board Meeting Minutes Monday,February 10,2020—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 Rose, Board Member Suarez, Board Member Jones, Board Member Willeford, and Board Member Allen in attendance. Board Member Jones arrived at the meeting at 6:31 p.m. and Board Member Swendig arrived at 6:42 p.m. Staff members present were Parks and Recreation Director 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 13, 2020 Meeting. Board Action: Board Member Jones made a motion to approve the Minutes from the January 13,2020 Meeting. Board Member Suarez seconded the motion, and a vote was taken and passed 6-0. Director Diaz clarified with the Board that after consulting with our City Secretary, abstention of a vote should only be used when a Board Member has a conflict of interest with the item in which case an abstention form would need to be filled out prior to the meeting. Director Diaz added that a board member missing the meeting does not qualify for an abstention of their vote. 2. Consider and act upon the vendor application for the Wylie Children's Business Fair to be held at Olde City Park on May 3, 2020. Board Action 1: Board Member Jones made a motion to approve the Wylie Children's Business Fair to be held at Olde City Park on May 3, 2020. Board Member Rose seconded the motion, and a vote was taken and passed 6-0. 3. Consider and act upon vendor application for the Wylie East High School Cross Country Team to sell items at a cross country meet to be held September 5, 2020 at Founders Park. Board Action 1: Board Member Jones made a motion to approve the vendor application for the Wylie East High School Cross Country Team to sell items at a cross country meet to be held September 5, 2020 at Founders Park. Board Member Willeford seconded the motion, and a vote was taken and passed 7-0. DISCUSSION ITEMS • Events in Founders Park. Director Diaz reviewed discussion points after Board Chairman Robinson requested at the last meeting for staff to develop and instill a policy that facilitates and limits 5K events hosted within our parks, particularly during the active spring and fall sports season. Board Member Rose expressed concern over the impact the 5K events could have on our contracted leagues and suggested having 5K events in the afternoon as to not impede on scheduled soccer games. He also suggested Community Park be considered as an alternate 5K location. Director Diaz explained that requiring 5K events to take place in the afternoon would be difficult to carry out due to the ability to clear the park or league participants in time for the event, as well as a possible conflict with Wylie Independent School's scheduled activities. He explained that the 5k events take place in the mornings because they need to utilize the cooler weather temperatures therefore limiting the option of an afternoon run. Director Diaz advised that Community Park is not conducive for large run events as it is a smaller park, nor are the trails there long enough of a distance to host a 5K event. Staff meets bi-annually with the league representatives prior to each season wherein event dates and times are discussed and considered prior to approval of the requested events. Board Member Swendig suggested rerouting the 5K courses at Founders Park to lessen impact on league needs. Director Diaz responded that currently at Founders Park it is necessary for 5K events to have two trail loops,therefore a reroute at that location might not be feasible. He also stated that 5K events in the park are kept on the concrete trail to ensure safety of participants. The Board requested that prior to event approval, the 5K vendor applicants provide background information on what fund amounts their non-profit organization is expected to raise during their event as well as update staff with post-event details, results and success of completed events. The Board also asked staff to research how other cities in the area manage large events. Director Diaz agreed to have staff research and create a draft policy, fee structure as well as a revised vendor applicant form and bring it back to the Board for further review and discussion. • Projects update. Dunaway is tentatively scheduled to present the final draft in a joint work session for the Parks, Recreation, and Open Space Master Plan during the City Council meeting scheduled March 10, 2020. The bid for the Twin Lakes Southbrook Trail Project was released and it remains open for a couple more weeks. It is expected that the bid award will be decided in the middle of March with the project beginning in April, 2020. The Wylie Recreation Center Feasibility study is being completed by consultant BRW,who also recently completed the Wylie Senior Center plan. Goals for the plan are to look for expansion possibilities to address the need for additional classroom, office and storage needs. Staff is working with consultant Halff Associates on the Founders Park Master Plan. Halff Associates was the consultant that designed the recent phase of Founders Park. Goals for the Minutes February 10,2020 Wylie Parks and Recreation Board Meeting Page 2 project are to identify areas for additional parking, additional field space, and field rehabilitation, with artificial turf being a possible consideration. Consultant Kimley-Horn has been working on the design and construction plans for Phase 1 of the Brown House site rehabilitation. Phase 1 of the plan was reviewed by the Board and City Council in 2019 and addressed parking improvements and the addition of a wheelchair lift for the Brown House. The Kirby Park and Friendship Park's new playgrounds are on order and contractors will begin installation during the upcoming Spring Break week. Shade elements will be included in both playgrounds. Renderings of both park designs are included in the February Agenda Packet. Infield improvements at Founders Park fields A and B are completed. The Avalon Park fence project is underway as staff has begun reviewing vendor bid packets.The plan calls for the install of fencing around the practice fields in Avalon Park. The project is anticipated to begin this spring. • Parks and Recreation Foundation update. Board Member Swendig advised that he and his wife and the current foundation president Anne Hiney are still in the process of working through ideas for use of the remaining foundation funds. He also explained that he plans to collaborate with president Anne Hiney to raise additional foundation money prior to deciding on how to utilize the existing fund balance. Board Member Swendig advised that it would be several months before there are any new updates to the upcoming foundation transition but he will update the Board as they occur. • Joint meeting with City Council on February 11, 2020. Director Diaz advised that the joint work session with the City Council to review the draft concept Master Plan for the Municipal Complex is scheduled during the regular council meeting and although the meeting begins at 6:00 pm,the work session portion will fall towards the end of the meeting. He explained that the point of the work session is to review the Municipal Complex site utilities,flood plain, circulation, connection (bridges, etc.)character zones, concept alternatives such as a conceptual program list, aquatics,trails, amphitheaters, art walks, a destination playground, community garden, nature center, demonstration gardens, dog parks, neighborhood parks and trailhead. ADJOURNMENT There being no further business, a motion to adjourn was made by Board Member Jones. Board Member Suarez seconded the motion, a vote was taken and passed 7-0. The meeting was adjourned at 7:48 p.m. ATTEST Janet Hawkes, Parks Board Secretary 7110'Ro.,nson, •.rks Board Chairperson Minutes February 10, 2020 Wylie Parks and Recreation Board Meeting Page 3