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HomeMy WebLinkAbout06-24-2019 PR AgendaLIM L'4 SEBAST,N HOME OF PELICAN ISLAND 1225 MAIN STREET, SEBASTIAN, FLORIDA 32958 TELEPHONE (7721228-7052 FAX (772) 228-7077 r�IT��AGENDA F SEBASTIAN PARKS & RECREATION e,,V`��RY COMMITTEE MONDAY JU 2 . 2019 6:00 PM 1) CALL TO ORDER 2) PLEDGE OF ALLEGIANCE 3) ROLL CALL 4) MEETING CHAIR MAKE ANNOUNCEMENTS 5) AGENDA MODIFICATIONS Modifications and additions require unanimous vote of members. Deletions do not apply. 6) APPROVAL OF MINUTES: March 25th, 2019 Meeting Minutes 7) UNFINISHED BUSINESS: Item A: Committee Member Discussion on Adopt -A -Park Progress and Process Item B: Committee Member Discussion on Park Improvements for Current Fiscal Year 8) PUBLIC INPUT 9) NEW BUSINESS: Item A: Select a chairman and vice-chairman, adopt rules of procedure Item B: FY20 Capital Improvement Projects related to the use of Recreation Impact Fees 30) STAFF MATTERS Item A: Current Project(s) Update Item B: Board Opening 11) BOARD OR COMMITTEE MEMBER MATTERS 12) ITEMS FOR THE NEXT AGENDA AND DATE: July 22, 2019 13) ADJOURN ANY PERSON WHO DECIDES TO APPEALANY DECISION MADE WITH RESPECT MANY MATTER CONSIDERED ATMIS MEETING (OR HEARING) WILL NEED A RECORD OFTHEPROCEEDINGS AND MAYNEEOTO ENSURE THATA VERBATIM RECORD OF THE PROCEEDINGS M MADE, WHICH RECORD INM06 NEMPMONYAND EVIDENCE UPON WHICH THE APPEALIS TO BE HURD. (286.0105 F.$.) IN owNCE WITH THEAMERICANS WITH DISABI IFSACT(ADA), ANYONE WHO NEEDS ASPECWLACCOMMODATION FORTNI5 MEEDNGSHOUID CONTACT THE Cm`s ADA COORDINATOR AT 589-5330 ATLEAST48 HOURSIN ADVANCE OFTHIS MEETING, cnvOF SEBASTIAN HOME OF PELICAN ISLAND PARKS & RECREATION ADVISORY COMMITTEE AGENDA TRANSMITTAL FORM Board Meeting Date: June 24, 2019 Aqenda Item Title: Meeting Minutes from March 25, 2019 Recommendation: Background: If Agenda Item Requires Expenditure of Funds: Total Cost: n/a Attachments: Parks & Recreation Advisory Committee, Minutes of Regular Meeting, March 25, 2019 CITY OF SEBASTIAN PARKS AND RECREATION ADVISORY COMMITTEE MINUTES OF REGULAR MEETING MARCH 25, 2019 Call to Order -- Chairman Sims called the meeting to order at 6:00 p.m. 2. Pledae of Alleaiance was recited by all. 3. Roll Call Present: Mr. Sims Mr. Renzi (a) Ms. Webster Ms. White Mr. Paschall Mr. Sunnycalb (a) Not Present: Mr. McKinnis — Absent Also Present: Brian Benton, Leisure Services Director Janet Graham, Technical Writer 4. Meetina Chair Makes Announcements -- None 5. Aaenda Modifications -- None 6. ADDroval of Minutes: February 25, 2019 A motion to approve the February 25, 2019 Minutes as presented was made by Ms. Webster, seconded by Mr. Paschall, and passed unanimously by voice vote. 7. Unfinished Business A. Scoreboards for Barber Street Sports Complex Baseball Fields Update Mr. Sims called for an update from Mr. Benton. Mr. Benton reviewed the history of repairing and replacing the scoreboards at the Barber Street Complex. He reiterated that this Committee voted at the last meeting to replace the scoreboard at Field 3, which was not functioning. That new scoreboard was installed PARKS AND RECREATION ADVISORY COMMITTEE PAGE 2 MINUTES OF REGULAR MEETING OF MARCH 25, 2019 last week, and the scoreboard controller was turned over to the Little League today. As of today, there are four working scoreboards at the Barber Street baseball fields. He reviewed that Field 4 has the oldest scoreboard, and that scoreboard will need to be replaced sometime within the next few years. The cost of the new scoreboard was $2,827.01 Mr. Sims asked the Committee if there were any questions regarding this matter. Hearing nothing, he moved on to the next agenda item. B. Committee Member Discussion on Adopt -A -Park Progress and Process Mr. Benton reviewed which parks were identified as being "adopted" by which members of the Committee: • Ms. Webster: Barber Street Sports Complex and Hardee Park • Ms. White: Easy Street Park and the Garden Club Park • Mr. Paschall: Stormwater Park and Schumann Drive Complex • Mr. Sunnycalb: Riverview Park and the Dog Park • Mr. Renzi: Friendship Park and George Park Since Mr. Sims was not at the last meeting, he requested Mr. Benton send him a list of the parks that are still available. Mr. Benton stated he will do that. He also asked how the Committee members would like to handle their updates on the parks on the meeting agendas. It was the consensus among the members that they would prefer to have this discussion during the Commission Matters section of the meetings. Ms. Webster inquired as to what exactly they should be looking for in order to make these reports. Mr. Benton explained that there will be some months when there will be nothing to report, but he is looking to get their opinions of the parks in general, as well as feedback from any of the general public who may want to have something addressed. Ms. Webster stated she has very little knowledge about the skate park. Mr. Benton stated there are employees there every day, and he hears from them regularly. Ms. White inquired if there is regular feedback regarding the participation at the park and the revenues that are received. Mr. Benton stated over the last two years the revenue and participation have been very light. The cost structure for using the park was changed to a flat $3.00 per day, whether the person uses it for one hour or all day. Mr. Sims inquired if there is a way to tell which days of the week are more heavily used than other days. Mr. Benton said he will be able to get a report covering the last several months, and he will get that information out to the Committee. PARKS AND RECREATION ADVISORY COMMITTEE PAGE 3 MINUTES OF REGULAR MEETING OF MARCH 25, 2019 Ms. Webster inquired if anyone knows why the attendance has dropped. Mr. Paschall stated after the change from the wooden ramps to the concrete ramps there was a drop in attendance. He said before the change to concrete, there had been several competitions held, but since that change he is not aware of any competitions being held there. He opined that when the City made the structural changes to the park, it was not necessarily what some of the skaters were looking for. Mr. Sims suggested it may be the size of the skate park in general that is the deterrent. Mr. Paschall stated that when the changes were made, the size was not changed at all; it was just going from wood to concrete and changing out some of the equipment. He reiterated that he was on the record at the time as not being satisfied with the changes that were made. C. Committee Member Discussion on Park Improvements for Current Fiscal Year Mr. Benton gave a brief update on the park improvements. There was $2,827.01 expended for the scoreboard of the $20,000.00 that was allocated for park improvements for this year. That $20,000.00 is for non -budgeted items that come up as we go through the year so that those items can be quickly addressed. To be clear, the $2,827,01 was at a community park, so that money was evenly spread among the $5,000.00 that is allocated for each zone. Mr. Sims asked if any Committee members had any questions or comments relative to park improvements. Ms. White: • Mentioned addressing providing equipment and access for the handicapped at the City Parks, and she asked If there was any information available on that. Mr. Benton stated that subject will be addressed under New Business, Playground Discussion. • Brought up the shade canopies for the baseball field and whether that item has to be included in the budget. • Requested an update on having new park signs made. Mr. Benton will have an update on that in Staff Matters. There being no further discussion on this matter, Mr. Sims called for public input. Shirley Hatch, Sebastian, FI asked for an update on the pickle ball courts—whether all the funding and permits have been obtained, and an approximate time of completion on the project at the Airport. She asked if the tennis courts at Schumann Drive will be PARKS AND RECREATION ADVISORY COMMITTEE PAGE 4 MINUTES OF REGULAR MEETING OF MARCH 25, 2019 resurfaced. Mr. Paschall reported that yes, there will be resurfacing at Schumann. There was also requested at the last meeting that there be some notification to the public as to when the work will be done, how long it will take, etc. Mr. Benton stated that City Council did approve the contracts for Schumann tennis courts. That will include installing pickle ball lines back on courts 5 and 6. All six courts will be resurfaced and poles painted. He has a meeting scheduled with the tennis club tomorrow to discuss color schemes and to begin discussing a timeline. Once that timeline is in place, there will be signage placed at the park to inform the public that the courts will be closed. The plan is to shut down all six courts at the same time for two weeks, depending on the weather. Mr. Paschall questioned that when the nets are taken down, depending on the condition of the hardware, it might need to be replaced. Mr. Benton stated when the nets are taken down the ratcheting system and other hardware will be assessed to ensure that everything is functioning. Mr. Sims questioned whether the basketball courts at Schumann Drive should be resurfaced, if necessary, while the contractor is out there working. Mr. Benton stated the budget to resurface the tennis courts was $36,000.00. The contract came in at $35,500.00. That leaves a little extra in case there are problems with the hardware, cranks, etc. He stated he walked the basketball courts and does notfeel they need to be resurfaced at this time. He can get an estimate to see what it would cost to add it to the tennis project, and he will present that information at the next meeting. Mr. Sims stated he would appreciate that. Regarding the new pickle ball courts, currently the contractor has applied for permits from the City. The City is still waiting to hear from St. John's Water Management for a clearance permit. Some preparatory work will begin this week, and as soon as the contractor receives clearance from the City, they are ready to start. In total, the project should take about four and a half months, depending on weather, etc. Mr. Paschall added that lighting at the Airport is part of the second phase. However, once the resurfacing is done at Schumann, that site will be available for use both day and evening, and the Airport site will be available for use during the day until the lighting is completed during the second phase. Mr. Sunnycalb asked if there could be something put on channel 25 to let people know about the new pickle ball courts and how the project is progressing. Mr. Benton stated PARKS AND RECREATION ADVISORY COMMITTEE PAGE 5 MINUTES OF REGULAR MEETING OF MARCH 25, 2019 that, once construction is begun, updates will be provided on the City's website. Photos of the progress will also be provided on the website. Mr. Sims requested if a loop could be on the website or the public information channel regarding the new pickle ball courts. Mr. Benton said he would follow up on that. Mr. Sims asked for any more input from the public. Hearing none, he closed that portion of the meeting. 9. New Business A. Playground Discussion Mr. Benton reviewed that at the last meeting there was discussion regarding the all- inclusive playground that had been proposed at Friendship Park. He has researched that subject, and after discussion with other City staff, he would like to propose a different direction for the Committee to discuss. Within the City there are playgrounds that are approaching the end of their life expectancy and will need to be replaced within the next few years. One of the items he has included in CIP is to start to fund playground replacements and renovations throughout the City. The idea he would like the Committee toconsider is, as these playgrounds are replaced or renovated, the City would add all- inclusive components to add accessibility for residents throughout the City, not to have one playground that is specifically all-inclusive. His idea is that the City would begin to phase in these components in every playground throughout the City, which would improve accessibility for everyone to the City playgrounds. Ms. White stated her understanding of Mr. Benton's proposal is that as replacements or renovations are done at the City parks, all-inclusive components would be phased in over the next several years instead of just designating Friendship Park as the only all-inclusive park in the City. Mr. Benton stated that is correct. Ms. White likes the idea. She proposes waiting to see what is presented in the way of inclusion equipment as time goes on. Ms. Webster is very much in favor of this plan. She described an all-inclusive park in Palm Bay, and the inclusive equipment is not sectioned off from the general area of the park, and she feels if you section the all-inclusive equipment off, then those who use it will not feel inclusive. Mr. Sunnycalb is also in favor of the proposal. He added that the handicapped playground behind the Police Department was tom down to make way for the new building, and he believes it is time to provide handicapped playground equipment in the City. PARKS AND RECREATION ADVISORY COMMITTEE PAGE 6 MINUTES OF REGULAR MEETING OF MARCH 25, 2019 Mr. Paschall agrees. He asked Mr. Benton for a list of which parks would be first in the ranking for these projects. He also questioned whether there would still be all-inclusive equipment installed at Friendship Park. Mr. Benton stated Friendship Park would still be included in the overall plans for the parks. He has started a list of the playgrounds and what their needs are in regard to which ones are most in need of renovation, and he will forward that list to all the Committee members. He is open to suggestions from the Committee regarding this list. He will visit every playground in the City and note what the conditions and needs are for each one. This plan will be implemented over a number of years, and once the decision is made as to which playground(s) will be addressed during a certain fiscal year, only those playgrounds can be addressed during that fiscal year. Mr. Paschall also inquired as to how it is decided whether to purchase replacement parts for the equipment that is deteriorated or whether to purchase new equipment. Mr. Benton stated that those matters will be addressed as time goes on and the current conditions are looked at, as well as the accessibility of replacement parts for the older equipment. Mr. Sims is also in favor of having all-inclusive playgrounds, but he is concerned that, if the equipment for the handicapped is open to everyone, that it may be damaged through wear and tear because it is being used by people for whom it was not designed. In his travels around the State he has seen playgrounds, which are larger than any in Sebastian, which have the handicapped equipment contained in a fenced -in area. He is concerned that the City parks may not be large enough to accommodate the inclusive equipment safely. 10. Staff Matters A. Current Project(s) Update Mr. Benton stated that at each meeting he will give the Committee an update on the projects that are being worked on by staff. Barber Street Athletic Field — Staff is continuing to work on improving the athletic field turf. Staff is also implementing a maintenance program to keep the fields in better condition. Riverview Park — Staff is working with GAI, the consultant, to develop the scope and proposed pricing for the plans for this park. Lisa Frazier, our Community Development Director, is included in this plan, as that portion of Riverview Park is coming out of the CRA. That includes the tree canopy and developing a master plan within that park. Consideration is being given on how to maintain the tree canopy and implement a succession plan for the trees. Included in the plan is to PARKS AND RECREATION ADVISORY COMMITTEE PAGE 7 MINUTES OF REGULAR MEETING OF MARCH 25, 2019 look at the electricity, the sidewalks for mobility, and how the setup is done for special events—all in hopes of best preserving the park as well as providing for all the special events that are held there. There will be a stakeholder meeting for that project, and he will send invitations to the Committee members. • Park Signage — Park signage is definitely needed throughout the City. There is no constant theme to the signs for the parks. Some parks have no signage at all. The plan is to come up with a theme and implement that in stages throughout the parks. Additional monies will be requested in the next few years to complete this project. Once the choice is made on a proposed theme for the signage, Mr. Benton will present the sample to the Committee before it is finalized. Mr. Benton stated Riverview Park and Park Signage will go before City Council on April 24s', which will be after our next meeting. • Schumann Basketball Goals -- He has priced replacement aluminum basketball goals that attach directly to the existing poles, and they are $500.00 to $700.00 to replace those goals. He has requested pricing from a local fabricator to replace the brackets on the back sides. He has not received that pricing yet. There are four goals at Schumann Park. As soon as he gets the pricing, he will send an email to the members of the Committee. • Landscaping -- Staff is working on trimming palm trees throughout the parks and beginning to improve the landscaping. If members notice landscaping that needs to be addressed at the parks, he invited them to notify him. • Pressure Cleaning — Easy Street has been taken care of. Next on the list is Riverview Park, and then some fencing around the football field. He is planning to establish a timeline so that landscaping and pressure cleaning are addressed on a recurring basis. • Stormwater Park -- The fence has been removed at the secondary parking lot. That fencing will be replaced. The front part of that parking area will be cleaned up so that it is not used as a dumping ground and such. 11. Board or Committee Member Matters Mr. Renzi: • Showed a circular lens that fell off one of the lights at the Friendship Park playground that fell very close to where he was standing. This is a very dangerous situation, and he questioned who is responsible for the maintenance of those PARKS AND RECREATION ADVISORY COMMITTEE PAGE 8 MINUTES OF REGULAR MEETING OF MARCH 25, 2019 lights. Mr. Benton stated the City is responsible. He was not aware of that situation. He will have staff assess that situation, and they may have to get a contractor to inspect those lights. He requested that, if members notice conditions that are concerning, to contact staff right away so that they can be addressed quickly instead of waiting until a meeting. Also regarding Friendship Park, some of the courts there need resurfacing. Mr. Benton stated that is going to be addressed in a CIP project for next fiscal year. Spoke to some tennis players who stated the lighting there is not the proper lighting. They said the lighting is too high, and they can't see the ball at night. Everything is fine at George Street Park. Ms. White: • Stated the pressure washing at Easy Street really did make a difference. • Visited Garden Club Park, and that park needs a lot of landscaping attention. There are a lot of dead palm fronds on the trees. • Requested the sign at Garden Club Park that says "No Pets Allowed" should be removed. • Described there are plaques on a lot of the trees and shrubbery. Some of the plaques are in disrepair and are on the ground. She suggested doing something to improve the appearance of those plaques. • Easy Street Park: It is a very popular park, and the people she spoke to stated they are very happy there. Ms. Webster: • Has not had a chance to get to Hardee Park. • Regarding the baseball fields, the people there are thrilled with the work that has been done. She said the fields look really good. • She was at the Shrimp Fest over the weekend, and she complimented all the hard work the City employees did all weekend, as well as the Police. Mr. Sunnycalb: • Regarding Riverview Park, he thanked Mr. Benton for getting the lighting put in at the playground. • The Pete Hams plaque has been put back. • The shrubs at the Yacht Club have been cut down. • In Riverview Park, people have been asking if the pelican on the fountain is going to be replaced. Mr. Benton said the last two times it has been replaced it has quickly gone missing. He will have another discussion with staff regarding a way to have it replaced so it cannot be removed. PARKS AND RECREATION ADVISORY COMMITTEE PAGE 9 MINUTES OF REGULAR MEETING OF MARCH 25, 2019 • There is a walking trail at the Dog Park, and he requested signage be put up stating the distance around the trail. There is also a sign at Easy Street showing the distance, and he requested there be a sign at both sides of the park. Mr. Benton stated he would take care of that. Mr. Sims: • Will have his parks chosen in time for the next meeting. • Inquired if there is any help needed for the Easter Egg Hunt. Mr. Benton stated the Easter event will take place on Saturday, April 20th at Riverview Park between the twin piers. There will be multiple age groups. There will be pre-filled eggs used this year, and staff will not be accepting eggs any longer. There will be different things for younger age groups. The bunny will arrive at 9:00 a.m., and the egg hunt will begin at 10:00 a.m. He invited all Committee members to help. The event will be advertised on the City's website, Facebook, and Channel 25. Electronic flyers were sent to the elementary schools, and paper flyers will go out to the pre-schools. 12. Items for the Next Acenda and Date: April 22, 2019. The Committee members stated that date is convenient. 13. Adjourn There being no further business, Chairman Sims adjourned the meeting at 7:20 p.m. By Matthew Sims, Chairman Parks and Recreation Committee jg CnLf SEBAST," HOME OF PELICAN ISLAND PARKS & RECREATION ADVISORY COMMITTEE AGENDA TRANSMITTAL FORM Board Meetina Date: June 24, 2019 Agenda Item Title: 9, New Business; Item A. Select chairman and vice- chairman, adopt rules of procedure Recommendation: Select Committee Chairman and Vice -Chairman, adopt rules of procedure. Background: The Handbook for the City of Sebastian Board, Commission and Committee Members dictates that at the regular June meeting of each Calendar year, The Parks and Recreation Advisory Committee shall select a chairman and vice-chairman. The committee shall also adopt the rules of procedure. If Agenda Item Reguires Expenditure of Funds: Total Budgeted: N/A Attachments: Handbook for City of Sebastian Board, Commission and Committee Members, Chapter 2, Article IV — ADMINISTRATION: Boards, Commissions, Committees, Division 3, Parks and Recreation Advisory Committee, Sec. 2-214, Procedures. Cm Of $EBAsTt,AN HOME OF PELICAN ISLAND HANDBOOK FOR CITY OF SEBASTIAN, FLORIDA BOARD, COMMISSION, AND COMMITTEE MEMBERS APRIL 1990 TABLE OF CONTENTS SUBJECT PAGE INTRODUCTION 3 GENERAL MEMBERSHIP REQUIREMENTS- R-12-38 and O-12-12 SECTIONS 2-36 THROUGH 2-173 OF CODE OF ORDINANCES 4-9 APPLICATION FORM 10-11 MEETING PROCEDURES & SUGGESTED AGENDAS 12-15 SUNSHINE LAW, DISCLOSURE, VOTING CONFLICTS, STATUTES 16-19 BOARDS AND COMMITTEES BOARD OF ADJUSTMENT 21-25 CHARTER REVIEW COMMITTEE 26-28 CITIZEN ADVISORY TASK FORCE 29-30 CITIZENS BUDGET REVIEW ADVISORY BOARD 31-32 COMMUNITY REDEVELOPMENT ADVISORY AGENCY 33-34 CONSTRUCTION BOARD 3545 DISABILITIES ADVISORY COMMITTEE 46-47 NATURAL RESOURCES BOARD 48-49 PLANNING AND ZONING COMMISSION 50-58 POLICE RETIREMENT BOARD OF TRUSTEES 59-60 PARKS& RECREATION ADVISORY COMMITTEE 61-62 VETERANS ADVISORY BOARD m -m W-1MMi■ i4mt514MA4;411Ilk CHARTER REVIEW COMMITTEE CITIZEN ADVISORY TASK FORCE (CATF) CITIZENS BUDGET REVIEW ADVISORY BOARD COMMUNITY REDEVELOPMENT AGENCY CONSTRUCTION BOARD DISABILITIES ADVISORY COMMITTEE NATURAL RESOURCES BOARD PLANNING AND ZONING COMMISSION POLICE RETIREMENT BOARD OF TRUSTEES PARKS AND RECREATION ADV. COMMITTEE VETERANS ADVISORY BOARD COMMITTEE GENERAL INFO TABLE - CODES, SECRETARIES 2 INTRODUCTION The City of Sebastian has twelve City Boards, Committees and/or Commissions. A description of the duties, purpose, and meeting schedules of each board are provided in this "Handbook". Some of the Boards have statutory powers, while others serve in an advisory capacity to the City Council. Board members are a valuable part of American local government that includes citizen input in the policy and decision making process. In the City of Sebastian, "Service is our Business". To make us truly a service community, we need your help and expertise. City Boards, Committees and Commission Members can be a strong, positive force in planning the development of our City. As a member of one of our boards, you may be the only contact a citizen has with local government. That first contact - that first impression - is a vital part of the communication that must exist between citizens and their government. Many people quickly make up their minds about the City of Sebastian based on their initial contact with just one person. Public relations is not publicity, it is our collective ability to handle the concerns and requests of our citizens. On behalf of the City Council, City Manager, City Attorney and Staff, we WELCOME you to our City team. Please feel free to call the City Clerk's office (589-5330) for assistance. Jeanette Williams, MMC City Clerk City of Sebastian MEETING PROCEDURES SET FORTH BY R-15-09 11 SECTION 1. BOARD AND COMMITTEE MEETING TIME. City Board and Committee meetings shall begin no later than 6:00 p.m. and shall adjourn at 9:30 p.m. unless extended for not more than 30 additional minutes by a majority vote of members present. All unfinished business at adjournment shall be carded to the next meeting. SECTION 2. ROBERTS RULES OF ORDER ADOPTED. City Boards and Committees will follow the current edition of Robert's Rules of Order Newly Revised as a general guideline in the conduct of all meetings and workshops. Failure to follow said rules shall not affect the validity of any action taken. SECTION 3. THE CHAIR. The Chair may make a motion, second a motion or participate in discussion without relinquishing the chair. Members of the Board or Committee have the exclusive right to raise questions of procedure or points of order to the Chair and have the Chair rule on the procedure or point of order. Any member of the Board or Committee may appeal the decision of the Chair, and the result shall be determined by majority vote. SECTION 4. AGENDA FORMAT AND GUIDELINES FOR MEETINGS. The general format and guidelines for City meeting agendas shall be generally in the form attached hereto as Exhibit "A". However, the board or committee may change the order of agenda headings by majority vote. SECTION 5. ORDER FOR PUBLIC HEARINGS (OTHER THAN QUASI-JUDICIAL) Order for public hearings (other than quasi-judicial procedures which are established by City Council Resolution No. R-99-12) before City boards and committees: A. Order of Business: 1. Chair shall announce the opening of the public hearing. 2. Where applicable, City Attorney shall read the Ordinance or Resolution by title unless applicable law requires more than the title be read. 3. Chair, if appropriate, shall announce the rules that apply to the hearing. 4. Applicant presentation, if appropriate. 5. City staff shall make a presentation, comments and preliminary recommendation, Kany. 6. Public input. 7. City staff final comments and recommendation, if any. 8. Chair closes hearing. 9. Council Deliberation and Action B. Continuance of Public Hearinc. The Board or Committee may continue a public hearing unless a continuance would violate applicable law. A public hearing may be continued to a time certain stated in the record, or a continuance may be indefinite, in which case it shall be re -noticed. The Board or Committee may defer action on a matter and continue the public hearing for receipt of written comments on the matter. SECTION 6. PROCEDURES FOR PUBLIC INPUT. A. Procedures for All Public Input. 1. Time Limit. Individuals who wish to address the Board or Committee on any agenda items for which official action is to be taken (typically items listed under public hearings, new business and unfinished business) are allowed five minutes to speak on that item, however, the Board or 12 Committee may extend or terminate an individual's time by majority vote of members present. 2. Input Directed to Chair. Speakers shall address the Board or Committee immediately prior to deliberation of the agenda item and all input shall be directed to the Chair, unless answering a question of a member of the Board or Committee or City staff. Individuals shall not address the Board or Committee after commencement of deliberation on an agenda item after public input has concluded, provided, however, the Chair and any member of the Board or Committee may call upon an individual to provide additional input if desired. 3. Certain Remarks Prohibited. Personal, impertinent, and slanderous remarks, political campaigning and applauding are not permitted and may result in sanctions imposed by the Chair including expulsion from the meeting. Decisions by the Chair may be appealed in accordance with Section 2 above. B. Public Input. The heading on Regular Meeting agendas "Public Input" provides an opportunity for individuals to bring new information or requests to the Board or Committee not otherwise on the prepared agenda. Individuals are asked to attempt to resolve matters with staff prior to meetings. Individuals are asked to provide copies of material for the Board or Committee one week prior to the meeting if they intend to refer to specific material. The Board or Committee will not debate an issue during Public Input but may by consensus place a requested item on a future agenda. SECTION 7. RULES AS GUIDELINES. It is intended that the rules set forth in this Resolution provide a guideline for the effective operation of the business meetings of City Boards and Committees, and no rights are bestowed upon any parties by the adoption of these rules or by Board or Committee failure to act in accordance with them. A. Suspension of Rules. Any provisions of this Resolution, in whole or part, may be suspended by the affirmative vote of at least a majority of the members present. B. Failure to Follow Rules. If a Board or Committee fails to abide by any provision of this Resolution, such failure shall not invalidate action taken by the Board or Committee. EXHIBIT "A" SEBASTIAN BOARD AND COMMITTEE AGENDAFORMAT AND GUIDELINES' 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. PUBLIC HEARINGS (does not apply to all boards) 6. UNFINISHED BUSINESS 7. PUBLIC INPUT Public Input on items other than on the printed agenda, is five minutes, however, it can be extended or terminated by a majority vote of members present B. NEW BUSINESS 13 9. STAFF MATTERS 10. BOARD OR COMMITTEE MEMBER MATTERS 11. ITEMS FOR NEXT AGENDA 12. ADJOURN 'Any provisions of this Resolution may be suspended by the affirmative vote of at least a majority of members present. 14 SUNSHINE LAW FREQUENTLY ASKED QUESTIONS Florida Constitution, Article I, Section 24(b) Florida Statutes, Section 286.011 www.mvfloridalecal.com/sunshine (online training videos) Q. What is the Sunshine Law? A. Florida's Government -in -the -Sunshine law provides a right of access to governmental proceedings at both the state and local levels. It applies to any gathering of two or more members of the same board to discuss some matter which will forseeably come before that board for action. There is also a constitutionally guaranteed right of access. Virtually all state and local collegial public bodies are covered by the open meetings requirements with the exception of the judiciary and the state Legislature which has its own constitutional provision relating to access. Q. What are the requirements of the Sunshine Law? A. The Sunshine law requires that 1) meetings of boards or commissions must be open to the public; 2) reasonable notice of such meetings must be given, and 3) minutes of the meeting must be taken. Q. What qualifies as a meeting? A. The Sunshine law applies to all discussions or deliberations as well as the formal action taken by a board or commission. The law, in essence, is applicable to any gathering, whether formal or casual, of two or more members of the same board or commission to discuss some matter on which foreseeable action will be taken by the public board or commission. There is no requirement that a quorum be present for a meeting to be covered under the law. Q. What are the requirements for minutes? A. Generally, a written summary of events (not every detail) occurring at the meeting. The minutes must be open to public inspection within a reasonable time. The meeting does not have to be recorded but if it is, the recorded media becomes a public record and is subject to the public records law. Q. What are the personal consequences of Sunshine Law violations? A. "Knowingly" violating the law Is punishable by 60 days jail and/or fine up to $500.00. Suspension and/or removal from office. Noncriminal fine up to $500.00. Payment of attorney's fees. The City Attorney can assist you if you have any questions regarding the Sunshine Law. 15 CONFLICT OF INTEREST httD://www.eth ics.s tate.f1. us/Documents/Forms/Form%208 B. PD F?cD=2017125 A person holding elective or appointive county, municipal, or other local public office MUST ABSTAIN from voting on a measure which inures to his or her special private gain or loss. Each elected or appointed local officer also is prohibited from knowingly voting on a measure which inures to the special gain or loss of a principal (other than a government agency) by whom he or she is retained (including the parent organization or subsidiary of a corporate principal by which he or she is retained); to the special private gain or loss of a relative; or to the special private gain or loss of a business associate. Commissioners of community redevelopment agencies under Sec. 163.356 or 163.357, F.S., and officers of independent special tax districts elected on a one -acre, one -vote basis are not prohibited from voting in that capacity. For purposes of this law, a "relative" includes only the officers father, mother, son, daughter, husband, wife, brother, sister, father-in-law, mother-in-law, son-in-law, and daughter-in-law. A "business associate" means any person or entity engaged in or carrying on a business enterprise with the officer as a partner, joint venturer, co-owner of property, or corporate shareholder (where the shares of the corporation are not listed on any national or regional stock exchange). The City Attorney can assist you if you have any questions regarding a possible conflict of interest. 16 FINANCIAL DISCLOSURE Florida Constitution Article II, Section 8 FINANCIAL DISCLOSURE Conflicts of interest may occur when public officials are in a position to make decisions, which affect their personal financial interests. This is why public officers and employees, as well as candidates who aspire to hold public office, are required to publicly disclose their financial interests. The disclosure process serves to remind officials of their obligation to put the public interest above personal considerations. It also helps citizens to monitor the activities of those who spend their tax dollars and participate in public policy or administration. WHAT MUST BE DISCLOSED In general, this includes the reporting person's sources and types of financial interests, e.g., name of employer and address of real property holdings. WHO MUST FILE State officers, local officers, candidates for local elective office; any person elected to office in any political subdivision and any person appointed to fill a vacancy for an unexpired term in such elective office; certain (BUT NOT ALL) appointed members of boards of any political subdivision, and all members of bodies exercising land -planning, zoning or natural resources responsibilities, whether advisory or not. See Florida Statutes for specific requirements. FINAL FINANCIAL DISCLOSURE Within 60 days of leaving any appointed or elected position, an individual must He a final financial disclosure form. Fines will be imposed for failure to file. NOT EVERY BOARD MEMBER IS REQUIRED TO FILE FINANCIAL DISCLOSURE FORMS. YOU WILL BE PROVIDED WITH A FINANCIAL DISCLOSURE FORM AND A FINAL FINANCIAL DISCLOSURE FORM UPON APPOINTMENT IF THE BOARD YOU HAVE BEEN APPOINTED TO IS REQUIRED TO FILE. PLEASE REFER TO THE GOVERNMENT IN THE SUNSHINE WEBSITE AT www.m oridale( I.com/sunshine. LAWS FREQUENTLY CHANGE, THEREFORE, THE BEST I FORMATION YOU CAN OBTAIN IS FROM THE UPDATED WEBSITE. 17 FLORIDA STATE STATUTES Florida State Statutes Chapter 112 deals with financial disclosure, voting conflicts and gifts. Please make time to either come in to the City Clerk's office or visit the internet to research Florida Statutes, which can be found at: http://www.I eq.state.f1. us/statutes/ 18 PARKS AND RECREATION ADVISORY COMMITTEE R ORDINANCE 0-03-29 — adopted 12110/03 creating a permanent board: ORDINANCE 0-07-07— adopted 6113107 eliminated zone representation. Chapter 2, Article IV —ADMINISTRATION: Boards, Commissions, Committees Division 3. PARKS AND RECREATION ADVISORY COMMITTEE Sec. 2-211. Establishment. The City Council of the City of Sebastian hereby establishes a Parks and Recreation Advisory Committee. The purpose of the Committee shall be to study and provide recommendations to City Council: As to the development of the park system, and As to the provision of active recreation programs and facilities Membership on the Committee shall be through appointment by City Council. Sec. 2-212. Panel Comoosition. The Committee shall be composed of five residents and two alternates appointed at -large. Sec. 2-213. Terms There shall be a continuity of terms for the membership from the original establishment of the committee, with terms hereinafter governed by the general provisions of this Article. Sec. 2-214. Procedures. At the regular meeting of June of each calendar year, or at the first regular meeting thereafter, the Committee shall select a chairman and vice-chairman. The Committee shall adopt rules of procedure and a meeting schedule. A CROF SEAT, 9- _-:-; HOME OF PELICAN ISLAND PARKS & RECREATION ADVISORY COMMITTEE AGENDA TRANSMITTAL FORM Board Meetinq Date: June 24, 2019 Aqenda Item Title: 9, New Business; Item B. FY20 Capital Improvement Projects funded by the use of Recreation Impact Fees Recommendation: Support the projects identified to use Recreation Impact Fees Background: City staff have assessed the needs of our parks and identified 7 projects to be funded with the usage of Recreation Impact Fees in FY20. City Code specifically permits Recreational Impact Fees to be used "only to acquire, construct or provide recreational improvements or facilities." These items have not yet been approved by City Council in the budget process so these are still preliminary requests for your review. If Agienda Item Re vires Exoenditure of Funds: Total Budgeted: $2,000 total for all 7 projects in FY20 Attachments: (1) Document showing the proposed Capital Projects funded by the Recreation Impact Fund. JC71TY OF SEBASTIAN, FLORIDA_ 2019/2020 ANNUAL BUDGE CAPITAL OUTLAY SCHEDULE IFJSURESERVICES DNPARTMRT-TO BE FUNDED BY GFNFRAL FUND LYPFNDII'URFS PER FISCAL YEkR PER FISCAL Defviptiaa 2019/20 2020(21 2021122 2022/23 2023/24 TOTAL Seeurity Ca. (Skate Park, Hardee & Schumann) 5 10.000 5 - S - 5 - 5 - 5 101000 Tilt Trailer 7,400 - - - - 9,400 Z.Plug/Z-Spmyer Mach me 13,000 - - - - 13,000 Resurface Friendship Park Tennis Coutts 30,000 - - - 30,000 3/4 Ton 2WD Pick -Up Truck 31,000 - - - - 31,000 Shed at Barber Street Complex Ig000 - - - - 10,000 Replace Fountain at Historical Parc 2,100 - - - - 21100 Athletic Field Mower - 41,000 - - - 41,000 John Deere Castor - 16,000 - - - 16,000 IR Ton Pick -Up Truck - 34,000 34,000 - 34nW 102.000 (2)Mowers - 26,000 - - - 26,000 (1)Mower - - 13.000 - - 13.000 Field Dooming Machine - - 13,000 - - 13,000 5 103,500 S 117,000 S 60,000 S - S 34,000 $ 314,500 LFISIRESERVICFS DEPARTMENT -TO BE FUNDED BY RECREATION IMPACT FEES EXPFNDITURFS PER FISCAL YEAR Description 2019/20 2020/21 2021/22 202 2� 2023/24 TOTAL Park Identification Signage S 25,000 S 25,000 S 25,000 $ - S - 5 75,000 Replace Barber Street Football Bleachers 20,000 - - - - 20,000 Replace Barber Street Baseball Dugouts 40,000 - - - - 40,000 Rep lace Barber Street Baseball/Softball Fencing 18,000 22,000 - - - 40,000 Pickleball Enhancements 140,000 - - - - 140,000 Playground Improvements 30000 30,000 60,000 - 100,000 220000 Park hapmvements 20,000 20,000 20,000 20,000 20,000 lw.om S 293,000 S 97,000 $ 105,000 S 20,000 S 120.000 S 635,000 LEISURESFRVICES DEPARTMENT -TO BE FUNDED BY DISCREFIONARYSALFS TAX Description 2019/20Oz 20/21 2021/22 2022/23 2023/24 TOTAL Community Center Office Development S 40,000 $ - $ - $ - $ - S 40,000 S 40,000 $ - $ - $ - $ - $ 40,000