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HomeMy WebLinkAbout04-24-2017 PR MinutesCITY OF SEBASTIAN PARKS AND RECREATION ADVISORY COMMITTEE MINUTES OF REGULAR MEETING APRIL 24, 2017 1. Call to Order — Vice Chairman Paschall called the meeting to order at 6:00 pm. 2. Pledge of Allegiance was recited by all. 3. Roll Call Present Mr. Greg Paschall Ms. Rosemary Flescher Ms. JoAnn Webster Ms. JoAnne White Ms. Corrine Gilroy (A) Not Present Mr. Matthew Sims — Excused Also Present Mr. Frank Watanabe, City Engineer Ms. Margarita Hernandez, Parks Administrator Ms. Susan Mann, Recording Consultant 4. Agenda Modifications — None 5. Approval of Minutes — Regular Meeting March 27, 2017 Ms. White stated that page 2, paragraph 3, should be corrected to state that Ms. White pointed out, not Ms. Webster. A motion to approve the March 27, 2017 minutes as corrected was made by Ms. Webster, seconded by Ms. White and passed unanimously by voice vote. 6. Unfinished Business Item A: Friendship Park Special Needs Playground Status Proposed Playground Specs. Ms. Hernandez stated that she had met with the Physical Therapist for Indian River County regarding the playground. With that input as well as that of the City Engineer she prepared the All Inclusive Playground Specs for Bid Process which was provided to the Committee in their agenda package. She stated that items highlighted in yellow represent the refinements made by the City Engineer to better clarify what the City is looking for. She noted that the design and structure guidelines were expanded to be more specific as related to ADA requirements. Mr. Paschall asked if there are any guidelines as to playground size and amount of equipment for ADA compliance. Mr. Watanabe responded that in addition to the size of the piece of equipment Parks & Recreation Advisory Committee Page 2 Minutes of Regular Meeting of April 24, 2017 there are requirements for safety zones around each piece and that is what dictates the overall size of the playground. Mr. Paschall asked for details on how the project would progress and if the bid recipient would handle the installation. Mr. Watanabe responded that the plan is for the company who is awarded the bid to handle the entire project. He explained that the contractor who is selected will be certified in this type installation and when it is completed they will inspect the equipment and site to insure compliance with ADA and safety requirements. He stated that when the bids are received and opened they would be brought to the Committee for review and selection. Mr. Paschall urged the public to have input into the selection. Ms. White noted that there are some students observing the meeting and provided an explanation of the discussion concerning the playground and equipment. Item B: Pickle Ball Status Site and Cost Estimate Ms. Hernandez stated that Mr. Schulke is present and the Committee received the site plan and cost estimate in their agenda packets. Mr. Schulke, Schulke, Bittle & Stoddard, stated that as a result of direction provided at the previous meeting he and staff worked together to prepare the site plan and cost estimate provided to the Committee. He explained that it is for four finished courts and the ground work and infrastructure for an additional four courts which would be built at a future date. He provided details on what is included in the plan and the estimate. Ms. White asked if the engineering costs will be incurred for the future four courts. Mr. Schulke responded that he has prepared the plans in such a way that there would be no further engineering costs. He provided details on the lighting, electrical, pavilion and water cooler. Ms. Gilroy stated that there were a number of areas that the pricing seemed out of line when going between four courts and eight courts. Mr. Schulke responded that the estimate was from a pickle ball contractor who is not present to provide a detailed explanation of the variances. He provided a detailed explanation of what the current proposal addresses versus what the prior estimate addressed. He stated that the entire eight courts will be permitted, with four built now and four built at a later date. Ms. Gilroy stated that she supports four courts rather than eight because of the cost of upkeep to the City. She stated that the cost estimate seems very high and asked it the project would go to bid. Mr. Watanabe responded that what Mr. Schulke has presented is a conceptual plan based on direction by the City. He explained that when the City finalizes their plan for the project, that will come back to the Committee for their final approval, it will then go to City Council for their approval, and then it will go out for bid. Mr. Paschall stated that he supported preparing the entire site so that it would not be necessary to destroy work that is already in place in order to build the additional four courts in the future. He inquired if there would be any additional engineering work required for the future courts. Mr. Parks & Recreation Advisory Committee Page 3 Minutes of Regular Meeting of April 24, 2017 Watanabe responded all the engineering work is already done and nothing further would be needed. In response to Ms. Gilroy's question regarding the cost estimate Mr. Schulke explained that the conceptual plan in as per the USAPBA recommendations for fencing, lighting, etc. Mr. Paschall clarified that what is before the Committee at this time is the conceptual plan, not the results of biding the project. The information provided is from an engineering position to determine what work needs to be done so bids can be requested. Mr. Watanabe agreed. Mr. Paschall concluded the discussion by stating that the matter before the Committee is the engineering phase of the project and not the bid phase. He stated that he is aware there are members of the public present and their comments will be welcomed under the Public Input item on the Agenda. A motion to move forward with the project was made by Ms. Webster, seconded by Ms. White and passed unanimously by voice vote. Item C: Recreational Impact Fees Ms. Hernandez stated that the latest report on the Recreation Impact Fees was provided in the agenda package. Mr. Watanabe explained that there are a number of projects that have not been completed but stay in the CIP listing. He noted that with the increase in construction costs the cost of projects may exceed the amount of the impact fees. He explained that since there are no large areas left in the City to develop the future fees will decrease. Ms. White asked about the amount of the impact fee for a residence. Ms. Hernandez stated that it is $975. She also explained that there is no time limit on how long the impact fees are available; they remain in the account until used. Ms. White thanked Ms. Hernandez for providing the report and the information. 7. New Business Item A: Playground Inspections CPSI Quotes Ms. Hernandez explained that because the Indian River Regional Planning Council will be assisting with the City's Five Year Capital Improvement Plan it has been agreed that the City will provide them with inspections of each of the playgrounds and the bids to conduct the inspections were included in the agenda package. She provided information on what the bidders were offering and the proposed frequency. Following discussion it was agreed that the Orlando firm would not be considered and the selection between the other two candidates would be left up to staff. The consensus was that implementing inspections of the parks is a very good idea. Parks & Recreation Advisory Committee Minutes of Regular Meeting of April 24, 2017 8. Public Input Page 4 Mr. Ron VanCamp stated that he supports the Pickle Ball Courts and suggested the City consider installing six now and the additional two later. Mr. Ben Hocker stated he did not agree with the proposed location of the ADA playground behind City Hall. He suggested considering a more convenient location such as the Park on Easy Street. He urged the City to reach out to the community and seek their input on the location. Mr. Hocker stated regarding the Pickle Ball Courts that it is a large amount of money to invest when some of the other recreational needs have not been addressed. He provided details on his experience with the pickle ball being conducted in Sebastian. Mr. Paschall stated that the Pickle Ball courts were presented at the City Council meeting and there was strong public support for moving forward with their installation by the City. Mr. Robert Hatch stated that he supports the Pickle Ball Court construction. He provided details on his experience playing Pickle Ball and how much he, along with many others in the City, enjoy the sport. Mr. George Cedars stated he supports the construction of the Pickle Ball Courts. He suggested that the City consider eliminating some of the other proposed items such as the drinking fountain and put that money toward more courts. He suggested that possibly tournaments could be held. Mr. Paschall stated that the City would like to have input from the Pickle Ball players when the bids come in to review various specifications that would be associated with conducting tournaments. . Mr. Les Peterson stated that he supports the position of installing the infrastructure for eight courts to reduce the overall cost. He explained his experiences stating that he plays in Florida and also at his northern home. He provided details on the sport stating that it is one of the fastest growing in the country. 9. Staff Matters —None 10. Board or Committee Member Matters Ms. White thanked Ms. Hernandez for her efforts in organizing the Easter Egg Hunt. She stated that she heard from several people how much fun it was. 11. Items for Next Agenda and Date — The next meeting date is May 22, 2017 12. Adjourn Vice Chairman Paschall called for any further business, hearing none he adjourned the meeting at 7:15 pm. By: Jl n. i Matthew Sims, Chairman Parks and Recreation Committee s/m All Inclusive Playground Specs for Bid Process The City of Sebastian is currently looking to procure an all-inclusive playground that will not only grant access to, but also motivate and actually challenge children with disabilities. While some playgrounds are categorized as being accessible because they offer an “access point” to children of all capabilities, they are mainly designed for and utilized by children who do not have physical disabilities. Because of this, the City of Sebastian wants to install an all-inclusive playground at Friendship Park, principally geared toward children who have physical and/or mental disabilities. • Anticipated budget is $30,000.00 • Minimum use zone of 40’ X 30’ and Maximum use zone of 50’ X 75’ • Age Groups: 2-5 and 6-12 • Playground design and structure must comply with all current federal, including, but not limited to ADA and ADAAG guidelines, as well as CPSC, ASTM F1487, ASTM F1292, ASTM F1951 and IPEMA guidelines. • Playground materials and finishes must be selected with child safety in mind, must be highly durable and must be warranted for a minimum of 15 years. • Provide Manufacturer’s Warranty in writing • Provide a minimum of 3 wheelchair-accessible ramps that lead to upper decks, with rails • Provide a minimum of 4 wheelchair-accessible, sensory-stimulating activity panels • Provide a minimum of 2 activity panels • Provide a minimum of 1 Climber, designed for ages 6 to 12 • Provide a minimum of 1 slide designed for ages 2 to 5 • Provide a minimum of 2 Shade Canopies • Provide a minimum of 1 Transfer Station • Provide a minimum of 3 Balcony Decks • Provide User’s Maintenance Manuals • Install all playground equipment and strictly follow all instructions from the manufacturer when assembling and installing playground equipment. • Provide to the City as documentation the manufacturer’s assembly, installation instructions and all other information materials. • Coordinate the equipment anchoring to be in complete compliance with the manufacturer’s specifications for the required surface material. • Specify the necessary surface materials, per Manufacturer requirements. • After assembly and before use, all equipment shall be thoroughly inspected by a Certified Playground Safety Inspector and ADA/ADAAG guidelines shall be included in Inspection for safety, with proper documentation forwarded to the City of Sebastian.