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HomeMy WebLinkAbout07-25-2022 PR Minutes w/AttachmentsPARKS AND RECREATION ADVISORY COMMITTEE MINUTES OF REGULAR MEETING JULY 25, 2022 I. Call to Order — Acting Chairperson Danise called the meeting to order at 6:00 p.m. II. Pledge of Allegiance was recited by all. III. Roll Call Present Ms. Drumheller Mr. Mauro Mr. Renzi Ms. White (Zoom) Mr. Danise Ms. Webster — Late Arrival Not Present Mr. Agudelo — Unezcused Also Present Mr. Brian Benton, Leisure Services Director Mr. Ken Killgore, Administrative Services Director/CFO Mr. Joseph Perez, AV Technical Assistant Ms. Janet Graham, Technical Writer IV. Announcements and Aaenda Modifications V. Approval of Minutes — Meeting Minutes from April 25, 2022 Mr. Danise asked if all the Committee members have had a chance to review the Minutes from April 25, 2022. All indicated they had. Mr. Danise called for a motion. A motion approving the Minutes of April 25, 2022 as presented was made by Ms. Drumheller, seconded by Mr. Renzi, and approved unanimously via voice vote. At this point, Ms. Webster entered the room and continued the meeting as the Chairperson. VI. Public Input -- None VII. Unfinished Business A. Resolution No. R-22-15 Creating New Board Categories and PARKS AND RECREATION ADVISORY COMMITTEE PAGE 2 MINUTES OF REGULAR MEETING OF JULY 25, 2022 Procedures Mr. Benton announced that the City Clerk will introduce the new agenda formal, and the agenda no longer lists Staff Matters as an item on the agenda. He slated he will place the current Project Updates under Unfinished Business, so it will be covered under the Unfinished Business agenda item. B. Current Projects Update George Street Playground -- has been installed. Blossom Playground -- has been installed. Regarding both George Street and Blossom, staff is working on concrete for the ADA- accessible pathways and the parking spaces. Blossom should be done within the next month on the ADA-accessible sidewalk. ADA-Accessibility Sidewalks to the Pavilions at the Dog Park This is a project that was completed over the past few months. At the large -dog area and the small -dog area staff installed ADA-accessible sidewalks from the entrance gales all the way to the pavilions. That was a positive improvement for the dog park. Yacht Club Seawall Project -- That project was completed a few months ago. Staff continues to work, as this is their busy time, with general maintenance throughout all of the parks. There are two playgrounds for which staff is soliciting designs and price estimates —Easy Street and Flbert Parks. Those were budgeted for this budget year. One of the items that was discussed was wailing until Blossom and George Street are installed so that we have some experience with those two companies to see how those installations were done and how that process was completed. Unfortunately, due to COVID and other delays, that process took a lot longer than we had anticipated. The work on Easy Street and Filbert will continue into the next fiscal year. Mr. Benton called on questions/comments from the Committee members. Ms. White: PARKS AND RECREATION ADVISORY COMMITTEE PAGE 3 MINUTES OF REGULAR MEETING OF JULY 25, 2022 Regarding Easy and Filbert, she asked what style playgrounds are going in there and asked if they are the same as George Street and Blossom. Mr. Benton said that no decision has been made. Staff is requesting designs from numerous playground companies. That will once again follow the same format as last time. Once staff receives the designs, they will come before this Committee, and the Committee members will make a recommendation that will go to City Council, and then City Council will have to approve the designs and the funding for those playgrounds. He added that more than likely they will not look like the two that were already installed. Staff is looking at going with something a little bit different in design. Additional funds were budgeted for those as well, so we will be able to get a bit more activities with those playgrounds. Asked if staff felt that the designs for the new playgrounds should be something different. She suggested the Committee members should go out as a group and look at those two playgrounds to familiarize ourselves with them. Mr. Benton agreed that every Committee member should go out to George Street and Blossom and see those two playgrounds. Several members of the public brought up the fact that the playgrounds that we are using to replace the old ones are smaller and/or do not have as many facets as the playgrounds that were there previously. That is correct, and that is just due to the cost associated with playgrounds presently. Additional funds have been budgeted so that the playgrounds at Easy Street and Filbert are budgeted for $50,000.00 as compared to $35.000.00 for George Street and Blossom. Asked if additional amenities can be added later if needed. Mr. Benton said yes, as long as the footprint allows it. Most of the City's playgrounds are pretty open, so we would have the availability to do that. A few are fenced in that limits the expansion that could be done. Asked if the same base material is being used for all the playgrounds. Mr. Benton said EWF (engineered wood fiber) mulch. It is ADA accessible. It has a good safety fall rating. Mr. Mauro: • Asked if the fence at Blossom has been completed. Mr. Benton said yes. The gate is going to be changed out for a bigger gate once the ADA sidewalks are installed. Mr. Renzi: • Asked regarding the two gentlemen who were here at a prior meeting and were looking to rent the tennis courts, if there was any follow-up on that. Mr. Benton PARKS AND RECREATION ADVISORY COMMITTEE PAGE 4 MINUTES OF REGULAR MEETING OF APRIL 25, 2022 said that he has not heard anything from them. He suggested to those gentlemen that they contact the City and have discussions with City staff. No discussions have been had with them so far. Mr. Danlse: • Said he followed up with Florida Tennis Magazine and as of last week, Florida Tennis Magazine has not been contacted by them to do any advertising. Vill. New Business A. Resolution No. R-22-15 Creating New Board Categories and Procedures Mr. Benton introduced Jeanette Williams, City Clerk, and stated that she will explain the new agenda format. Ms. Jeanette Williams explained that City Council has asked herself and the City Attorney to update some of the Board and Committee procedures, and she presented slides explaining this new agenda format (SEE ATTACHED). She reviewed each slide in depth and staled that the Parks and Recreation Advisory Committee's category will be No. 2, which is factfinding and representation and explained that. She emphasized that there will no longer be an agenda item titled Board/Committee Matters with the new format. If anyone on the Committee wishes to bring something up, they should contact Mr. Benton, and he will put it on the next agenda. A City Council member can also be contacted. She reviewed that when each Committee member was installed onto the Committee, she gave each a handbook which outlined the codes that apply to each member's position on the Committee. She further explained other important changes that were adopted by City Council among which is the definition of a resident. Also, all alternates are now required to attend the meetings, thus continuing the momentum of the projects that are being considered. Also mentioned are Roberts Rules of Order and the fact that the Chair controls the gavel and the meeting. All matters will go through the Chair. Ms. Williams staled that the City is fortunate to have all the members, and the City appreciates having them, and she thanked them for their service to the community. She asked if any member has questions or would like a new board/committee handbook with all the changes, to let her know, and she will provide them. Mr. Benton explained that, according to the new agenda format, if Committee members have items that they would like to be on the agenda, to contact him. He also stated that typically he tries to have the agenda prepared and out so that the Clerk's Office can send PARKS AND RECREATION ADVISORY COMMITTEE PAGE 5 MINUTES OF REGULAR MEETING OF APRIL 25, 2022 it out the Friday before the meeting. He asked for those items that any member wants to have on the agenda for discussion, to try to get those to him earlier in the week prior to the meeting. B. Select a chairperson and vice -chairperson Mr. Benton explained to the Chair that there are some directions for this item which were included in the agenda packet this evening. Ms. Webster opened the floor for Committee members to nominate fellow Committee members to the position of Chair. At this time she called for nominations for Chair. Mr. Danise nominated Ms. Webster to continue as Chair. Ms. While seconded that nomination. There being no further nominations, Ms. Webster closed the floor for nominations of the position of Chair. Since there were no additional nominations, Ms. Webster slated it was not necessary to have a vole, and Ms. Webster accepted the nomination. Since there were no additional nominations, Ms. Webster will continue as Chair. Mr. Renzi nominated Ms. White to remain as Vice -Chair. Mr. Denise seconded the nomination. After discussion, Mr. Renzi announced that he would accept the nomination for Vice -Chair, and the nomination by Mr. Renzi nominating Ms. White was rescinded. Mr. Denise nominated Mr. Renzi for Vice -Chair. Ms. Drumheller seconded the nomination. There being no further nominations, Mr. Renzi was appointed as Vice - Chair via unanimous voice vote. C. FY22 Capital Improvement Projects related to the use of Recreation Impact Fees Mr. Benton reviewed that over the past three years, much of these funds have been used. These funds must be used on a rolling seven-year basis. He further staled that there is not now a large amount of funds in this account. The reason for that is there are still a few from last fiscal year, those being the two playgrounds and the backstops at Barber Street that have not moved forward currently. For clarification on what that has happened is because staff has been waiting on the installation of the playgrounds at George Street and Blossom in order to get feedback on how to move forward with two companies that were previously selected. Regarding the backstops, the price of fencing and materials went up dramatically from the initial cost estimate. Staff has held back on that hoping that those prices will come back down some so that we can be more in the range of the amount that was budgeted for that. Mr. Benton introduced Mr. Ken Killgore, Chief Financial Officer and Administrative Services Director and further that Mr. Killgore will cover what staff has assessed from the PARKS AND RECREATION ADVISORY COMMITTEE PAGE 6 MINUTES OF REGULAR MEETING OF APRIL 25, 2022 City's standpoint to be the needs for this coming fiscal year to be funded out of the Recreation Impact Fee funds. Mr. Killgore addressed the regulation calling for the funds being spent within seven years. He staled that a number of years ago the City was right on the brink by not spending quite enough, but Mr. Benton put forth some projects, and now the City is well within the spending range. He expressed appreciation for Mr. Benton's diligence regarding the expenditures. He opined that the Recreation Impact Fund is in good order. Ms. While asked regarding the Recreation Impact Fees being relatively the same in Zones A and B all the way through the year. She wonders if that is because we do not know what those fees will be. Mr. Killgore explained that staff has been using $150,000.00 as the budget estimate for the year. In FY20-21 the City received $214,500.00. So far this year we have received about $140,000.00. So these are all just projected numbers assuming that that rate of fees was collected. He further explained that every year the estimates are updated. If we see a drop-off in the amount of collections, we would have to adjust those future projects or extend them out into future years. Mr. Benton further clarified that the items that are budgeted for this coming fiscal year are the swing/bench park that will be Installed on the east side of Indian River Drive across from the Harbor Lights Motel. There will be a new sidewalkipathway that will come off the existing sidewalk on Indian River Drive that will extend closer to the waterfront, and some swings will be installed. There will be areas installed for memorial benches and also for memorial brick pavers as well within that portion of the waterfront area there. He described the types of swings that are being studied, but no final decision has been made on them so far. Staff are also studying how memorial benches could be installed in that area. There was a general discussion about the memorial benches and bricks and the swings that are being suggested. Mr. Benton described the second project, that being the Recreation Impact Fund for park improvements. He reviewed that each year $20,000.00 is budgeted for items that come up throughout the year. Ms. White asked several questions regarding the Fund. Mr. Benton slated that the anticipated budget for creative playgrounds for fiscal year 23-24 is $200,000.00. The plan for that is that the City is also going to go after additional grant funding so that even the $200,000.00 amount can be increased at the creative playground with something even better and more accessible. That will be one of the key elements for the creative playgrounds thus insuring accessibility and components exceeding ADA accessibility components for all of the City's playgrounds. He also reviewed the plans covering the next six years for funding. PARKS AND RECREATION ADVISORY COMMITTEE PAGE 7 MINUTES OF REGULAR MEETING OF APRIL 25, 2022 Mr. Renzi asked regarding the volleyball court at Riverview Park. He asked if there are any plans to improve that. He stated the net is looking shabby, and he wondered if there could be some sort of barrier put up behind the net so as to prevent the ball from going out into the street. He also suggested a small bleacher be installed so that excess people would have a place to sit. Mr. Benton stated that staff are looking into what can be done in that area as far as blocking the balls from going into the street. Suggestions that have been made are installing a hedge or something of that nature to prevent the balls from going onto the street. He added that staff replaces the volleyball netting on an as -needed basis, and he will have his staff take a look at it and replace those nets if necessary. Regarding the bleacher suggestion, that area is a retention pond technically. When there are heavy rains, that area is going to hold water. He will look at the area and see if a bleacher could be installed on higher ground. He stated that staff does not want to increase the ground cover such as bleachers, which will diminish the grass in those areas. There was general discussion among the Committee members and Mr. Benton regarding the volleyball courts. IX. Items for the Next Acenda and Date: August 22, 2022 Ms. Webster asked if Mr. Benton wants the Committee members to notify him in sufficient time to put items on the agenda. Mr. Benton stated yes. Ms. Drumheller asked if at the next meeting the Committee can discuss the Volunteer of the Year program. Mr. Benton said yes, his plan is to have a fully detailed idea for that project for the Committee's approval at the next meeting. Mr. Denise addressed the matter of Committee Matters. Mr. Benton described how that item will be handled on the agenda going forward. Mr. Danise questions how the Committee members can talk to each other regarding matters that they want to discuss, and he asked if he could discuss two items that were on his mind. Mr. Benton and Ms. Williams said that would be fine since the Committee was just told about the new agenda. He added that he is not happy that the Committee members are going to be limited in discussion in the future. X. Adiourn PARKS AND RECREATION ADVISORY COMMITTEE PAGE 8 MINUTES OF REGULAR MEETING OF APRIL 25, 2022 There being no further buslness, Ms. Webster adjourned the meeting at 6:45 p.m. ev: Date: JoAnn Webster Chai a on, Parks 8 Recreation Committee jg 7/26/2022 xow «n�K�.uisuxo City of Sebastian Board and Committee Meeting Revisions Resolution No. R-22-15 Adopted by Sebastian City Council June 22, 2022 Tonight's Agenda You will notice that the agenda has been modified to conform with the new Agenda Format mandated by Section 4 — Meeting Category 2 of the City Resolution. Your meetings are to designed to study and provide recommendations to City Council on the park system and recreational programs. 7/26/2022 There will be public input, unfinished business, and new business. There will no longer be a Board Member Matters section with the new format. i-If a board member would like to bring up a non - agenda item, they should contact Brian who will determine if the item should be on the next agenda. Also, they can contact their Council Members Some of the other important changes adopted by City Council include: Providing a definition for resident Requiring all board members to be a resident for one year prior to application Require alternates to attend all meetings to help keep the momentum of the board's projects and ensure quorum Some of the other items remain the same: Robert's Rule apply Chair controls the gavel and the meeting. All matters go through the chair 7/26/2022 The City is fortunate to have each and every one of you serving on the board. Thank you for giving your time to the community. Questions?