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HomeMy WebLinkAbout01-23-2017 PR AgendaCn OF SEBAST�N HOME OF PELICAN ISLAND 1225 MAIN STREET SEBASTIAN, FLORIDA 32958 TELEPHONE (772) 228-7052 FAX (772) 228-7077 AGENDA CITY OF SEBASTIAN RECREATION ADVISORY COMMITTEE Monday, January 23, 2017 6:00 PM 1) CALL TO ORDER 2) PLEDGE OF ALLEGIANCE 3) ROLL CALL 4) AGENDA MODIFICATIONS Modifications and additions require unanimous vote of members. Deletions do not apply. 5) APPROVAL OF MINUTES: Regular Meeting Nov. 28, 2016 6) UNFINISHED BUSINESS: Item A: Citywide Parks and Recreation Master Plan Status - Tindale Oliver Proposal of Professional Services Agreement / Parks and Recreation Master Plan Item B: Donation and Relocation of Friendship Park Special Needs Playground Equipment Special needs playground equipment and associated costs Item C: Lifeless Tree in Dog Park - Status Item D: Park Maps — Status Item E: Blue Autism Light for Easy Street Park Fountain - Status 7) NEW BUSINESS: 8) PUBLIC INPUT 9) STAFF MATTERS 10) BOARD OR COMMITTEE MEMBER MATTERS 11) ITEMS FOR THE NEXT AGENDA AND DATE 12) ADJOURN ANY PERSON WHO DECIDES TO APPEAL ANY DECISION MADE WITH RESPECT TO ANY MATTER CONSIDERED AT THIS MEETING (OR HEARING) WILL NEED A RECORD OF THE PROCEEDINGS AND MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE HEARD. (286.0105 F.S.) IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT (ADA), ANYONE WHO NEEDS A SPECIAL ACCOMMODATION FOR THIS MEETING SHOULD CONTACT THE CITY'S ADA COORDINATOR AT 589-5330 AT LEAST 48 HOURS IN ADVANCE OF THIS MEETING. CITY OF SEBASTIAN PARKS AND RECREATION ADVISORY COMMITTEE MINUTES OF REGULAR MEETING NOVEMBER 28, 2016 1. Call to Order — Chairman Sims called the meeting to order at 6:00 pm. 2. Pledge of Allegiance was recited by all. 3. Roll Call Present Mr. Matthew Sims Mr. Greg Paschall Ms. Rosemary Flescher Ms. JoAnne White Ms. Tammy Nelson (A) Ms. Corrine Gilroy (A) Excused Absence Ms. JoAnn Webster Also Present Mr. Joe Griffin, City Manager Ms. Margarita Hernandez, Parks Administrator Ms. Susan Mann, Recording Consultant 4. Agenda Modifications — None 5. Approval of Minutes Regular Meeting May 23, 2016 A motion to approve the May 23, 2016 minutes as presented was made by Ms. Flescher, seconded by Ms. White and passed unanimously by voice vote. Regular Meeting July 25, 2016 A motion to approve the July 25, 2016 minutes as presented was made by Mr. Paschall, seconded by Ms. Gilroy and passed unanimously by voice vote. 6. Unfinished Business Item A: Friendship Park Presentation Mr. Griffin explained that as a result of the direction at the last meeting regarding installing pickle ball courts at Friendship Park Mr. Joe Schulke, Schulke, Bittle and Parks & Recreation Advisory Committee Page 2 of 6 Minutes of Regular Meeting of November 28, 2016 Stoddard, was engaged to prepare a concept drawing which he will present to the Committee this evening. Mr. Joe Schulke, Schulke, Bittle and Stoddard, stated that there are challenges in modifying the site to accommodate pickle ball along with the existing baseball field, lighting and parking. He stated that he determined that the City owns additional property abutting the park which would allow for the additional parking needed. He reviewed his proposal to add the parking, placement of lighting, a new driveway, connecting sidewalks and landscape islands. He explained that what is before the Committee this evening is a conceptual plan and that when the City is ready three proposals including the associated costs would be presented for consideration. These plans would include all related cost of electrical, engineering, title work, etc. necessary to complete the project. During discussion the Committee expressed concern regarding the fence dividing the ball field and the pickle ball courts be constructed to conform to the baseball regulations. Mr. Schulke responded to numerous questions from the Committee regarding the drainage issue, the arrangement of the proposed pickle ball courts, lighting, parking, etc. He stated that the final drawings would include the suggestions and concerns. He explained that the time frame would be approximately 8 weeks to do the work necessary to provide the three plans for review and approval of the Committee. Mr. Griffin stated that based on the decision this evening he would take it to Council to determine if the City wanted to proceed. He explained that an amount has been budgeted and if Council approves the expenditure he will request Mr. Schulke to begin work on preparing the plans. He stated that the parking and access, not only for users of the fields, but also emergency vehicles must be compliant with applicable codes. The action necessary to comply will be a factor in the timing and expense of the project. He responded to Mr. Sims question regarding time to completion by explaining that with the processes involved it would be approximately 9 months from approval to completion. He advised the Committee that what is needed this evening is a motion instructing him to take this to City Council. A motion to instruct Mr. Griffin to take Friendship Park concept drawing to the City Council was made by Ms. Flescher, seconded by Ms. White and passed unanimously by voice vote. Item B: Citywide Parks and Recreation Master Plan Status — Tindale Oliver Mr. Griffin explained that due to the departure of the Community Development Director, the work load in the department and the budget matters he was involved in the Tindale Oliver negotiations had been delayed. He introduced Ms. Margarita Hernandez. He explained that as a result of her excelling in her position she has been promoted to Parks Administrator and has been working on the Tindale Oliver negotiations. Parks & Recreation Advisory Committee Page 3 of 6 Minutes of Regular Meeting of November 28, 2016 Ms. Hernandez stated that it is a pleasure to be with the Parks Department and her goal is to improve the life of the Citizens of Sebastian through the quality of its parks. She explained that due to the departure of the prior director negotiations have not been entered into with Tindale. She stated that the project is on hold at the moment. Mr. Griffin explained that when this idea was first addressed a cost had been estimated, when Tindale Oliver provide their cost figures they were substantially over that estimate. He suggested that in light of this it may be in the best interest of the City to investigate another alternative. He responded to Mr. Sims question about approaching the second bidder, by stating that would be possible or handling it internally is another option. Ms. White asked if Mr. Griffin had looked into the agency that had assisted Vero Beach with their parks projects. Mr. Griffin responded that he had contacted the Treasure Coast Regional Planning Committee and they are no longer assisting Cities with such projects. Following an in-depth discussion the consensus was for Mr. Griffin to offer a counter proposal to Tindale Oliver prior to contacting LITTLEJOHN. Mr. Paschall stated that he fully supports using that approach and before it is presented to Council the Committee should look at the cost vs. benefit and be prepared to support whatever decision is made and forwarded to Council. Mr. Griffin requested that members of the Committee plan to attend the City Council Meeting in which he will present the Schulke Proposal to voice their support. Item C: Update on Hurricane Damage/Parks' Rehab Mr. Griffin provided a detailed report on the timeline of trash removal from the City streets, neighborhoods and parks. He explained that early in the process City staff and a local contractor worked to pick up the debris; after notification that FEMA funds would be available to cover approximately 80% of the cost the contract haulers were called in. As a result of mechanical problems for the hauler it was necessary to return to the services of staff and the local contractor. Mr. Watanabe provided details on how the FEMA process works and what the associated costs are projected to be. Mr. Griffin reported on the 4 piers in the City that were damaged during the hurricane; the one at Crab E Bills was completely destroyed; Fisherman's Landing sustained damage and that repair would require Army Corp of Engineers permitting because of the surrounding area; Main Street Dock repairs was performed quickly by Public Works staff in order for the City to have one dock open; the Yacht Club, one of the finger piers was damaged. He stated that the City has requested an engineering study of all the piers to ensure the safety of each one after repairs are performed. He commended staff for their efforts to handle the after hurricane clean up coupled with preparing for the Clam Bake. He stated that there was minimal damage to the parks themselves and staff was able to get them reopened quickly. Parks & Recreation Advisory Committee Page 4 of 6 Minutes of Regular Meeting of November 28, 2016 Ms. White asked for details on the cost to repair the piers. Mr. Watanabe responded that he estimated approximately $250,000 which he believes is low since receiving engineering study information. He provided an explanation of the FEMA reimbursement process and stated that 80% of the pier repairs will be part of the reimbursement application. Mr. Griffin stated that he will recommend paying the difference from the General Fund and not from the Parks and Rec Fund. Following a discussion about the various damages the consensus was that staff had done an outstanding job in getting the clean-up and repairs performed quickly and professionally. Mr. Griffin thanked Mr. Watanabe and Public Works staff for their dedicated efforts. Mr. Simms and the Committee concurred. 7. New Business Item A: Donation and Relocation of Friendship Park Special Needs Playground Equipment — Resolution R-16-32 Mr. Griffin explained that it has been planned to build a new Police evidence locker at the Police Department. In order to do this the special needs playground equipment would have to be relocated; after inspection it was determined that the equipment was not up to City standards. The United Church of Sebastian has requested a donation of the playground equipment to which the City Attorney drafted Resolution No. R-16-32 reclassifying the equipment and authorizing its donation of the church. Mr. Griffin suggested considering constructing an ADA playground at the site of the rarely used horse shoe court and bocce ball court. Mr. Watanabe explained that the amount of equipment will be dictated by the available space. He stated that the ground surface and configuration of the site and equipment is governed by ADA requirements. He responded to Ms. White's question about funding by stating this would be funded through the Parks & Rec budget. Mr. Paschall asked if it wouldn't be more feasible to combine the regular play ground with the ADA playground rather than having one on one side of the shuffle board courts and one on the other side. Mr. Watanabe responded that it is a safety issue to keep them separated and that separation is mandated by ADA. Mr. Simms asked if the site is large enough to accommodate the proposed equipment. Mr. Griffin responded that the City Engineer will be conducting the planning of the site and purchase of the appropriate equipment. He stated that the existing equipment was donated to the United Church of Sebastian with the understanding that they will handle the removal and hold the City harmless in regard to removal, transportation, installation and use. He stated that staff will start investigating ADA playground equipment and its cost and will report to the Committee at the next meeting. 8. Public Input —None Parks & Recreation Advisory Committee Page 5 of 6 Minutes of Regular Meeting of November 28, 2016 9. Staff Matters — None 10. Board or Committee Member Matters Ms. White stated that the lighting on the west side of Easy Street Park is not working and one of the lights, the top is missing. She asked for a status on the tree survey that had been discussed at a previous meeting. Mr. Griffin responded that the trees have been trimmed. Ms. White expressed concern about a person or kids being able to hide under the skirting of the Christmas Tree in the park. Mr. Griffin responded that he will look into correcting the situation. Ms. White stated that with the gatherings planned for the holidays it would be good to provide additional benches. Mr. Griffin responded that he will check into providing more. Ms. White commended City staff for their prompt clean-up of the parks and City wide after the hurricane. Ms. Flescher asked for an update on the parking behind the stores and by the Veterans Memorial. Mr. Griffin responded that the Council was not supportive of the project to grade the area and make traffic flow one way. He stated that it would be a good solution to driving/parking on the grass in the park by providing a place where people could display their works from their cars, however that was not acceptable to those using the park for exhibits. Mr. Griffin stated that the other project is the parking for the kayak launch. He explained that the existing gate has been relocated to prevent driving on the grass, but he would like to see something like pavers installed to provide a better turnaround area for those using the area to launch their kayaks. Ms. Flescher stated that she had received an email regarding a dead tree in the dog park which could pose a safety hazard and asked the status. Ms. Hernandez responded that public works has removal scheduled for after the hurricane debris removal, so it should be done shortly. Ms. White commended Ms. Hernandez for her efforts in judging the Halloween Costume Contest while braving the elements. She stated that she stayed and helped and had a great time. She stated that she plans to help with the Easter program and urged the other Committee Members to do the same. Ms. Nelson commented that Hardee Park is looking good. She asked if the maps placed around the City will be replenished. She supported doing so because they are helpful to visitors and the committee worked very hard to create them. Mr. Paschall stated that he would be interested in knowing the take rate. Mr. Griffin responded that he will look into it. She asked about the status of the blue light being installed in the fountain at the Easy Street Park. Mr. Paschall stated that it was a suggestion by Mr. Sunnycalb. Mr. Griffin responded that he had taken it to Council and the idea was rejected. Ms. Nelson requested Mr. Griffin provide her cost information on the light because the company for which she works has indicated they are in a position to make donations. Parks & Recreation Advisory Committee Page 6 of 6 Minutes of Regular Meeting of November 28, 2016 Mr. Simms asked about the paving project between the fields on Tulip. Mr. Watanabe responded that it was originally a project related to drainage and that portion is about 95% complete. In addition to the retention pond it was planned to do some road work and install parking by the soccer fields, however, DEP did not feel the paving should be included with the drainage work and would not fund it. If the City Council wants to budget it as a separate project the work could be accomplished. Mr. Sims thanked Ms. Hernandez for the email she sent regarding the Halloween program and requested she continue to keep the Committee advised on such events because he supported being involved with City events. The Christmas Parade and Light Up Night were discussed regarding time and starting Area. Ms. White stressed the need for increased awareness of pedestrians crossing at various locations to participate in the festivities and asked if something could be done to let drivers know to exercise caution, she suggested having the Police park their cars with the lights flashing. Mr. Griffin responded that there will be information signs posted facing north and south alerting drivers. 11. Items for Next Agenda and Date Mr. Sims stated that the next regularly scheduled meeting would be Monday, January 23, 2017 12. Adjourn Chairman Sims called for any further business, hearing none he adjourned the meeting at 7:29pm. Bv: Matthew Sims, Chairman Parks and Recreation Committee s/m Parks & Recreation Advisory Committee Meeting of Jan. 23, 2017 Agenda Item A Tindale Oliver GREAT INSIGHTS. GREATER OUTCOMES. d e s i g n CITY OF SEBASTIAN PROFESSIONAL SERVICES AGREEMENT PARKS AND RECREATION AND MASTER PLAN The scope of professional services included in this Work Order follows the requirements and procedures identified in the Professional Services Agreement between the City of Sebastian and TOA Design Group, LLC. A. INTRODUCTION The City is seeking to prepare a Citywide Parks and Recreation Master Plan under the Professional Services Agreement. This Work Order is for the development of the Parks and Recreation Master Plan (the Plan) by performing an assessment of each of the City's parks and recreation facilities, building an inventory for the City to update as changes occur in the future, provide public outreach and prepare a capital plan for recommended park improvements. B. SCOPE OF SERVICES The following scope of work identifies the professional planning services to be provided by TOA Design Group, LLC (Consultant) and our special subconsultant, GAI Consultants (Subconsultant), henceforth designated as the Planning Team. 3.. Project Management The Consultant will conduct one (i) administrative kick-off meeting in person and a total of three (3) brief progress/coordination meetings that will be held via a teleconference with City staff. The site inspections will commence immediately following the kick-off meeting. 2. Inventory & Mapping 2.1 The Consultant, with major support from their Subconsultant, will inventory the existing parks, open spaces, and recreational facilities (not to exceed i8 facilities, excluding the golf course) within the City of Sebastian. This will be accomplished based on several activities, including a site assessment, verification of the City's inventory, discussions with staff, , other planning documents, and field observations. 2.2 During the site assessment, the Consultant will geo-reference all major facilities and amenities, photo document the site, document the overall character, safety, and function of the park, determine internal accessibility and external connectivity, and assess the overall quality of each site's amenities and infrastructure. 2.3 Park acreage will be verified based on readily available information. 2.4 Using existing GIS and CAD base information, the Planning Team will update missing information to compile an updated inventory of facilities, amenities, and infrastructure by r kNIPA ORLANDO BARTONN FORT LAL'DERD ALE BALTIMORE SEATTLE 135 W. Central Blvd. I Suite450 I Orlando.FL 32801 1 (407) 657-9210 1 Fax(407)657-9106 ,r\cl co„ City of Sebastian Parks and Recreation Master Plan Page z of 3 park site and typology. 2.5 Once the physical inventory is completed a quantitative, qualitative, and textual analysis will be performed. 3. Recommendations & Implementation Plan 3.1 The Planning Team will provide recommendations for future park facilities including cooperative development, operation, and maintenance of facilities. 3.2 The Planning Team will identify potential new acquisitions that include general location recommendations, amount of acreage required, level of facility development, and timing schedule. 3.3 The Planning Team will recommend short, mid and long term capital improvements required to implement the Plan. 3.4 Based on the recommendations that arise, the Planning Team will prepare a Funding/Implementation Strategy that will include alternative funding opportunities (i.e., grants, partnerships, fees, assessments, special taxes). 4. Community Outreach The Plan will be developed through the implementation of an outreach program to gain critical information, determine future demand, and build partnerships for the implementation of the Plan. The Planning Team will coordinate, plan for, facilitate, and document two (2) community forum meetings/presentations. The meetings will be held to present assessment findings and preliminary recommendations for comment. The City will be responsible for securing meeting locations and for advertising the meetings. The Planning Team will provide the City with an invitation flyer to be used in promoting the events. 5. Advisory Board and Council Updates The Planning Team will make one presentation each to the Parks and Recreation Advisory Board and the City Council. C. SCHEDULE The Planning Team will initiate work immediately upon receipt of the notice to proceed (NTP). The tasks will be completed within 90-12o days from NTP. T:431P.-% ORLANDO BARTONN FORT L.AC DERD%LE BALTIMORE SE k I FLE ww.tindnleoliver.00nt 135 W. Central Blvd- i Suite 45o i Orlando. FL 32801 I 14071657-9210 1 Fax(407)657-9106 City of Sebastian Parks and Recreation Master Plan Page 3 of 3 D. PROJECTBUDGET Based on this scope of services, the lump -sum budgetforthis effort totals $50,000, as shown in the table below. Task # Task Name Total TASK 1. Project Management $3,500 TASK z Inventory & Mapping $1.8,000 TASK 3 Recommendations & Implementation Plan $1.5,0oo TASK q Community Outreach $1.0,000 TASK 5 Advisory & Council Updates $3,500 TOTAL PROJECT BUDGET $50,000 The project will be billed monthly on a percent complete basis by task. Each invoice will show the total amount previously invoiced, the net amount due forthe current invoice, and include a project report. TANIP.A ORLANDO BARTON% FORT LAL DERDALE B:UJINIORE SEA TY LE ww.tindaleolk er.com 135 W. Cannel Blvd., I Suitt 450 I Orlando, FL 32801 1 (407) 657-9210 1 Fax (407) 657-9106 Parks & Recreation Advisory Committee Meeting of Jan. 23, 2017 Agenda Item B Page 1 of 1 144... 1/18/2017 N k& //^ `,I. - _ Better playgrounds. 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