08-09-2021 (Parks & Recreation) Agenda Packet Wylie Parks and Recreation Board - August 2021
August 09, 2021 —6:30 PM
Council Chambers - 300 Country Club Road,Building#100,Wylie, Texas 75098 CITY
Prior to the beginning of the meeting photos will be taken by staff of the Parks and Recreation Board Members
for marketing purposes.
CALL TO ORDER
COMMENTS ON NON-AGENDA ITEMS
Any member of the public may address Board regarding an item that is not listed on the Agenda. Members of the public must
fill out a form prior to the meeting in order to speak.Board requests that comments be limited to three minutes for an individual,
six minutes for a group.In addition,Board is not allowed to converse, deliberate or take action on any matter presented during
citizen participation.
REGULAR AGENDA
I. Consider and act upon the election of the Board Chair for the 2021-2022 Term.
2. Consider and act upon the election of the Board Vice-Chair for the 2021-2022 Term.
3. Consider and act upon the approval of the meeting Minutes from the July 12,2021 meeting.
4. Consider and act upon a park event application for Wylie ISD Council of PTA's Family Movie Night in the
Park fundraiser on October 15,2021 at Olde City Park.
WORK SESSION
WS 1. Project Updates.
WS2. Development of a Capital Improvement Plan for future project development.
ADJOURNMENT
CERTIFICATION
I certify that this Notice of Meeting was posted on August 6, 2021 at 5:00 p.m. on the outside bulletin board at
Wylie City Hall,300 Country Club Road,Building 100,Wylie,Texas, a place convenient and readily accessible to
the public at all times.
Stephanie Storm, City Secretary Date Notice Removed
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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.
If during the course of the meeting covered by this notice, the Board should determine that a closed or executive
meeting or session of the 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 Board at the date,hour and place given in this
notice as the 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 sanctions and purposes:
Texas Government Code Section:
§ 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.
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08/09/2021 Item 1.
CITY OF WYLIE PARKS AND RECREATION BOARD BYLAWS
ARTICLE I
Name
As authorized by the City Charter, City of Wylie and City Ordinance No. 78-18. This
body shall be known as the Parks and Recreation Board.
ARTICLE II
Meetings
Section 1. The regular meeting of the Parks and Recreation Board shall be held
monthly at the Municipal Complex council conference room unless the Board
determines otherwise.
Section 2. Special meetings may be called by the Chair or at the call of any two
members of the Board, provided that notice thereof be given to all Board members.
Section 3. A majority of the members shall constitute a quorum at all meetings of the
Board.
Section 4. All questions presented for a vote of the Parks and Recreation Board shall
be decided by a simple majority of the quorum, including the vote of the Chair.
Section 5. Any member of the Board who misses three consecutive meetings
without good cause shall be deemed to have resigned, and the Board will
recommend to City Council that a replacement be appointed for the balance of the
unexpired term.
Section 6. Robert's Rules of Order (current edition) shall govern the parliamentary
procedure of the Board, in cases to which they are applicable and in which they are
not inconsistent with these by-laws.
Final approved-Park and Recreation Board Bylaws June 2021 revised
Page 1 of 4
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08/09/2021 Item 1.
ARTICLE III
Officers
Section 1. The officers of the Board shall be a Chairperson, a Vice-Chairperson and
a Secretary (City Staff member will be serving as Secretary).
Section 2. Officers shall be elected and take office at the first regular meeting after
new Board members have been appointed and sworn in.
Section 3. Vacancies in office shall be handled as follows:
(a) In the event of resignation or incapacity of the Chair, the
Vice-Chair shall become the Chair for the unexpired
portion of the term.
(b) Vacancies in officers other than the Chair shall be filled for the
unexpired term by election from the remaining Parks and
Recreation Board Members.
Section 4. Duties of the officers shall be as follows:
(a) Chair:
(i) Preside at all meetings
(ii) Represent the Parks and Recreation Board at public
functions.
(iii) Appoint special committees.
(iv) Assist Parks and Recreation staff in establishing the
agenda for each meeting. Agenda items can be requested
by the Chair at least one week prior to the scheduled
meeting. Agenda items requested by any single Board
Member will need to be submitted and approved by the
Chair first prior to being submitted to the staff liaison. Any
two Board Members (not including the Chair) can submit an
item to the staff liaison to be placed on the Board Agenda at
least one week prior to the scheduled meeting. Agenda
items submitted must be made in writing to the staff liaison.
(b) Vice-Chair:
(i) Assist the Chair in directing the affairs of the Board and act in
the Chair's absence.
Final approved-Park and Recreation Board Bylaws June 2021 revised
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08/09/2021 Item 1.
(c) Secretary:
(i) The City Secretary's office will be responsible for recording
and maintaining the minutes. This "Secretary position" will
be occupied by a City Staff member and not be an official
Board position.
(ii) The Staff Liaison will be responsible for producing the
agenda and distributing the agenda and minutes to the
Parks and Recreation Board and City Manager. An official
record of attendance will be kept in the minutes. . A yearly
calendar of monthly meetings will be approved by the Board
at the regular December meeting prior to the next calendar
year on an annual basis.
ARTICLE IV
Committees
Section 1. Committees may be appointed for special purposes by the Chair and with the
consent of the majority of the Board. All committees will have at least one Parks and Recreation
Board member serving on them. These committees are automatically dissolved upon completion
of assignment.
Section 2. Progress reports will be given at each Board Meeting and a final report on completion
of assignments.
ARTICLE V
Powers and Duties of Board Members
Section 1. Board Members shall:
(a) Be appointed by the City Council.
(b) Abide by applicable ordinances of the City of Wylie.
(c) Act in an advisory capacity to the City Council, City Manager and
Parks and Recreation Staff.
Final approved-Park and Recreation Board Bylaws June 2021 revised
Page 3 of 4
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08/09/2021 Item 1.
(d) Recommend policies to govern the operation and program of the
Parks and Recreation Department.
(e) Assist in planning and give guidance for expansion of parks and
recreation facilities.
(f) Assist in interpreting the policies and functions of the Parks and
Recreation Department to the public. Encourage in every possible
way the development and advancement of the Parks and
Recreation Department.
ARTICLE VI
Amendments
Section 1. These by-laws may be amended by a majority vote at any regular meeting, provided
all members have been notified of the proposed amendments at least three days prior to such
meeting. Such amendment would then be subject to approval by City Council.
Section 2. Per Chapter 78 Section 78-23, No member shall serve on the board for more than
three consecutive, two-year terms or six consecutive years, whichever is less, unless extended
by the affirmative vote of at least three-fourths of the full membership of the city council.
Except for a board member whose tenure has been extended by the city council as provided in
subsection (b) of this section, a member who has served three consecutive, two-year terms or
six consecutive years, whichever is less, on the board may be reappointed to serve on the
board after being off the board for at least one year, and upon reappointment, the member is
eligible to serve another three consecutive terms or six consecutive years, whichever is less.
Such member is eligible, however, for appointment to a different board or commission without
waiting.
Final approved-Park and Recreation Board Bylaws June 2021 revised
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08/09/2021 Item 3.
CITY OF
Parks and Recreation Board
Meeting Minutes
Monday, July 12, 2021 —6:30 p.m.
Wylie Municipal Complex
300 Country Club Road#100
Wylie,Texas 75098
CALL TO ORDER
Board Co-chair Suarez called the meeting to order at 6:30 p.m. with Board Member Swendig, Board
Member Allen, Board Member Mullis, and Board Member Stewart in attendance. Board Chairperson
Robinson and Board Member Willeford were both absent from the meeting.
Staff members present were Parks and Recreation Director Robert Diaz, and Parks and Recreation
Board Secretary Janet Hawkes.
CITIZENS PARTICIPATION
No citizens came forward.
REGULAR AGENDA ITEMS
1. Consider and act upon the approval of the Minutes from the June 14, 2021
meeting.
Board Action:
Board Member Mullis made a motion to approve the Minutes from the June 14, 2021
meeting. Board Member Allen seconded the motion, and a vote was taken and passed 5-0.
2. Consider and act upon a vendor application for the Wylie ISD Council of
PTA's "Back to the Future" back to school event at Olde City Park on
September 25, 2021.
Board Action:
Board Member Mullis made a motion to approve the Wylie ISD Council of PTA's "Back to the
Future" back to school event at Olde City Park on September 25, 2021. Board Member Stewart
seconded the motion, and a vote was taken and passed 5-0.
WORK SESSION
• WSI. Bond update.
Director Diaz reviewed the Bond Committee's recommended priority list as well as the estimated
yearly tax increase to homeowners shown on the spreadsheet included in the Board packet. He
also discussed the outcome of the June 22nd work session between the Bond Committee and City
Minutes July 12, 2021
Wylie Parks and Recreation Board Meeting
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08/09/2021 Item 3.
Council. During this work session the Bond Committee discussed their recommendations with
the City Council for prioritized items they felt should be included in the upcoming bond election.
Director Diaz explained to the Board that even though Lavon Lake park development was a high
priority, the City Council consensus was that there were currently too many challenges in
coordinating an agreement with the United States Army Corp of Engineers (who own and operate
Lavon Lake parks), to be able to include adding any Lavon Lake park development as part of the
bond package. It was also noted that the City Council also preferred the Lavon Lake study be
complete and presented to the Council prior to considering adding this project to a bond election.
City Council decided that the culvert/bridge repair and downtown improvements should not be
included in the bond election because they felt they were small enough projects to be funded out
of the general fund. Possible improvements suggested in the Founders Park Master Plan were
not discussed. The Senior Center expansion project presented included data from the 2018
study, but the City Council did not support the idea of including it in the bond election. Director
Diaz advised the Board that there are improvement options for the Senior Center that could
possibly be funded out of 4B funds, 4B revenue bonds and/or the General Fund. City Council
Members were still considering a possible aquatic feature of some kind (indoor or outdoor pool,
spray park, etc.) in the bond election.
City Council will finalize their decision as to what will be included in the upcoming bond election
during their next regular meeting scheduled for July 13th at 6:00 p.m. Parks and Recreation
Board Members are encouraged to attend the meeting.
• WS2. Project updates.
Due to receiving the grant reimbursement from Collin County, a mid-year budget adjustment was
completed allowing for the funding of the new playground at Twin Lakes Park. The new
playground is estimated to be completed by September of 2021.
Ice storm 2021 repairs and the ADA ramp install has begun at the Brown House, with an
expected completion date by summer's end. Staff has chosen one vendor to install the ADA
ramp and repair the interior damage. Any future plans to expand the parking lot behind the
Brown House will likely fall into the 2021/2022 fiscal year budget. By January 2022 staff plans to
open the Brown House as a visitor's center. The primary function of the visitor center will be
community awareness of historical structures and promotion of the Parks and Recreation
Department and the City. As part of the visitor center a store will be included and staffed by part-
time employees Tuesday through Saturday, maintaining a similar schedule to other downtown
businesses.
ADJOURNMENT
There being no further business, a motion to adjourn was made by Board Member Allen. Board Member
Mullis seconded the motion, and a vote was taken and passed 5-0. The meeting was adjourned at 7:09
p.m.
ATTEST
Janet Hawkes, Parks Board Secretary Joni Robinson, Parks Board Chairperson
Minutes July 12, 2021
Wylie Parks and Recreation Board Meeting
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08/09/2021 Item 4.
Parks and Recreation Board
c.,1Ty OF
AGENDA REPORT
Meeting Date: August 9, 2021 Item Number:
Department: Parks and Recreation (City Secretary's Use Only)
Prepared By: Robert Diaz Account Code:
Date Prepared: August 3, 2021 Exhibits: 1
Subject
Consider and act upon a park event application for Wylie ISD Council of PTA's Family Movie Night in the Park
fundraiser on October 15, 2021 at Olde City Park.
Recommendation
Motion to recommend approval as presented.
Discussion
The proposed Family Movie Night Back event will be held on Friday, October 15, 2021 at Olde City Park. The
Wylie ISD Council of PTA's is sponsoring the event as an outreach event to increase community involvement in
PTA. The event will be free to the public, concession sales revenue will support local PTA events and services.
This is the first year for this event, so parks and recreation staff will coordinate with the group on event logistics
and set up.
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08/09/2021 Item 4.
„„. Al
C ITV 0 F
Parks&Recreation Department
949 Hensley Lane,Building 200
972-516-6340 Parks@wyliatexas.god
- • i •
This application must be submitted a minimum of six weeks prior to your event date. Special events, meetings, and
gatherings (other than typical parties or picnics) will require submission of a Park Event Application prior to reservation
approval. Please call the Parks Administration at 972-516-6340 if you have any questions pertaining to the Park Event
Application.
Applicant Information
Name of Organization* Website
Wylie ISD Council of PTAs httpliptawyliecouncil,corni
Please upload 501 c3 Documents
Are you a non profit?*
Tax Exempt Forms.pdf 70.19KB
Yes No
Contact Information
Primary Contact Name*
Becky Welch
Event Information
Event Name/Title*
Wylie ISD PTA's Family Movie Night in the Park
Event Type* If other,please explain*
Other Family Program./Outreach Event
Purpose of event*
We would like to invite the students and families in Wylie ISD ouTt to enjoy a free movie night in the park as an
outreach event. Purpose is to bring our students and families together.
Event Location*
Olde City Park 112 S Ballard Avenue
Proposed Event Date* Alternative Event Date*
10/15/2021 10/15/2021
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08/09/2021 Item 4.
Start Time* End Time*
06:00:00 PM 11:00:00 PM
Include Setup Include Cleanup
Anticipated number of Participating Vendors* Anticipated Event Attendance*
2 300
Event Target Audience*
Wylie ISD Students and their Families
Event Details*
This would be a free family movie night in the park for our Wylie !SD students and their families.We would have
a large inflatable screen set up and families would bring out their own chairs and blankets to watch from. PTA
would have a small concession stand set up to sell snacks to those in attendance(all snacks would be
prepackaged). Kona Ice will also be in attendance to sell snow cones.
Event Announcement and/or Flyers
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 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 the
Environmental Services Specialist at 972-548-5528 or 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, organization,firms or corporations,or the agents of any person, or organization,firm
or corporation, or employee 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.
Signature
Date*
07/22/2021
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08/09/2021 Item WS1.
Project Update Completion Date Park' Zone Budget Funded From
Twin Lakes/Southbrook Trail Connection Playground installation Fall 2021 Central $62,000 A/I
late summer 2021.
Brown House Improvements Staff is working on quotes Fall 2021 $ 175,000.00 Hotel/Motel
for ice storm and
for some Phase 1
improvements.
All project funding will be carried over to the next FY22.
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