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HomeMy WebLinkAbout03-27-2017 PR MinutesCITY OF SEBASTIAN PARKS AND RECREATION ADVISORY COMMITTEE MINUTES OF REGULAR MEETING MARCH 27, 2017 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 Ms. Rosemary Flescher Ms. JoAnn Webster Ms. JoAnne White Not Present Mr. Greg Paschall — Excused Ms. Corrine Gilroy (A) Also Present Mr. Joe Griffin, City Manager Mr. Frank Watanabe, City Engineer Ms. Margarita Hernandez, Parks Administrator Ms. Susan Mann, Recording Consultant 4. Aaenda Modifications — None 5. Approval of Minutes — Regular Meeting February 27, 2017 A motion to approve the February 27, 2017 minutes as presented was made by Ms. Flescher, seconded by Ms. White and passed unanimously by voice vote. 6. Unfinished Business Item A: Citywide Parks and Recreation Master Plan Status Minutes from March 8th City Council Meeting Ms. Hernandez reported that the modified Tindale Oliver proposal was presented to the City Council at their March 8th meeting and was rejected by a 5/0 vote. Item B: Friendship Park Special Needs Playground Status Ms. Hernandez stated that she has been in contact with the Physical Therapist for Indian River County and they are working together to prepare a list of appropriate equipment for the park which will be provided to the Committee at their April meeting. Item C: Pickle Ball Status Mr. Joe Schulke, P.E., Schulke, Bittle & Stoddard LLC Parks & Recreation Advisory Committee Page 2 of 3 Minutes of Regular Meeting of March 27, 2017 Mr. Schulke, Schulke, Bittle & Stoddard, stated that after the previous Committee Meeting and working with City staff he prepared the conceptual drawings and cost estimate which are being presented this evening. He explained that the plans are for 4 courts initially, with the provision for 4 additional courts for future expansion. He provided a detailed explanation of the plans as related to positioning of the courts, material to be used, fencing, curbing, lighting, parking, roadways, etc. He stated that the site could be prepared for the 8 courts, but only 4 could be completed at this time if so desired. He stated that, as a cost saving measure, the design had been done to avoid disturbing existing lighting and drainage. He explained the parking and roadway arrangement and stated that had been accomplished using land currently owned by the City. He provided details on the drainage and retention ponds on the site and explained that there would be some additional drainage work required if the City decides on the 8 court design. He stated that the cost for 4 basic courts would be $368,862.78; 8 basic courts would be $527,872.84. He explained that if the upgrade options were included the cost of 4 courts would be $482,746.88; 8 courts would be $687,873.34. He then reviewed and explained each item of the cost breakdown. Following discussion it was agreed that keeping the cost down is very important. Mr. Griffin suggested that he, staff and Mr. Schulke review the plans to determine what features are necessary for development now; what features would be more cost effective to do now rather than later; and possibly areas where the plans could be adjusted to reduce cost. That information would be brought back to the Committee at their next meeting for review and approval; based on the Committee's decision it would then go to City Council. Ms. White Webster pointed out that the cost would be paid from the recreation impact fees from each zone. She requested that an updated report on the impact fees be provided at the next meeting. Following discussion regarding the cost, usage and funds available from recreation impact fees the consensus was to proceed with 4 courts. A motion to direct staff to proceed with the plans to construct 4 pickle ball courts (with permitting for 8) was made by Ms. Webster, seconded by Ms. White and passed unanimously by voice vote. Item D: Pete Harris Plaque Status Ms. Hernandez reported that she had placed the order for the plaque and it should be received sometime this week. Item E: Restrooms at Barber Street Sports Complex Mr. Watanabe distributed a diagram of the proposed facility to the Committee. He stated that it will be 30' x 30' and will be similar to the facility at the skate park. He explained that the septic requirements will be the same as the existing facilities. He stated that the plumbing will be contained within a chase between the men's and women's bathrooms. This design makes maintenance easier and provides storage. He estimated that the cost would be approximately $130,000 for the entire project. He explained the reason for replacing the existing facility is because of its age and the fact that it was built prior to ADA requirements. The new facility will meet all ADA and Code requirements. He stated that the location was selected because it is Parks & Recreation Advisory Committee Page 3 of 3 Minutes of Regular Meeting of March 27, 2017 close to the existing electric and sewer which keeps the cost down and the location is convenient to the fields. He estimated that the project would be completed by the end of the summer. 7. New Business Item A: Comprehensive Plan Parks and Recreation Element — Treasure Coast Regional Planning Council 1. TCRPC Letter, 2. Continuing Services Agreement, 3. Project Task Order #1 Mr. Griffin stated he had met with the TCRP Council and as reflected in Project Task Order #1, a review of the Parks and Recreation Element of the Comprehensive Plan will be conducted; a GIS inventory map will be created; a determination of current level of service and potential deficiencies; the impact of area growth will be considered; a 5 year capital improvement plan will be created with input from City staff, Parks Board and City Council. This service will be provided for the amount of $19,600. The consensus of the Committee was that this procedure would be very helpful to the City in years to come. 8. Public Input — None 9. Staff Matters Mr. Griffin praised Ms. Hernandez and Mr. Watanabe for their efforts on behalf of the Parks and Recreation Department. He stated that Mr. Watanabe was instrumental in moving the Restroom at the Barber Street Sports Complex forward so quickly. Ms. Hernandez stated the Easter Egg Hunt is scheduled for Saturday, April 15th. She invited the members to come to the event and to help if they would like to do so. She stated that she will email the information to the members. 10. Board or Committee Member Matters Ms. Webster thanked staff for their work on the park plans and all they do to make the Committee's job easier, Ms. White thanked Ms. Hernandez for her prompt response to her calls and questions. Mr. Sims voiced his appreciation for the staffs support too. 11. Items for Next Agenda and Date — The next meeting date is April 24, 2017 12. Adjourn Chairman Sims called for any further business, hearing none he adjourned the meeting at 7:10 pm. By: Matthew Sims, Chair an V;cz c4va;rr..,r Parks and Recreation Committee Gin PaSC,t q Approved as corrected on page 2 paragraph 3. \J l s/m