Parks and Recreation Advisory Committee

City of Marco Island Florida 51 Bald Eagle Drive Marco Island, Florida cityofmarcoisland.com Meeting Minutes - Final Tuesday, April 18, 2023 3:30 PM Community Room Parks and Recreation Advisory Committee Chair: Allyson Richards Vice-Chair: Dolores Siegel Members: Adrian Conner, Lisa Hogan, Doug Kelly, Carlos Portu, David Shagott, City Staff: Daniel Smith, Samantha Malloy, Miguel Carballo, Martha Montgomery, Jill Cartaya Parks and Recreation Advisory Meeting Minutes - Final April 18, 2023 Committee (1) CALL TO ORDER Chair Richards called the meeting to order at 3:30 pm. (2) ROLL CALL Present: 6- Member Conner, Member Hogan, Member Kelly, Member Shagott, Vice-Chair Siegel and Chair Richards Not Present: 1- Member Portu ALSO PRESENT Daniel Smith, Community Affairs Director Samantha Malloy, Manager, Parks, Culture and Recreation Miguel Carballo, Fleets & Facilities Manager Martha Montgomery, Facilities Supervisor (3) PLEDGE OF ALLEGIANCE Led by Chair Richards (4) APPROVAL OF THE AGENDA Chair Richards requested to change the order under Old Business, Christmas Island Style Presentation to come before Leigh Plummer Park Site Visit Report. Chair Richards also requested to approve the Agenda. MOTION by Vice-Chair Siegel, seconded by Member Kelly to Approve the Agenda. MOTION CARRIED BY THE FOLLOWING VOICE VOTE: Yes: 6- Member Conner, Member Hogan, Member Kelly, Member Shagott, Vice-Chair Siegel and Chair Richards Not Present: 1- Member Portu (5) APPROVAL OF THE MINUTES ID 23-2841 PRAC Draft Meeting Minutes for March 21, 2023 Chair Richards requested to approve the March 21, 2023, Minutes. MOTION by Vice-Chair Siegel to Approve the March 21, 2023, Minutes seconded by Member Kelly. MOTION CARRIES BY THE FOLLOWING VOICE VOTE: Yes: 6- Member Conner, Member Hogan, Member Kelly, Member Shagott, Vice-Chair Siegel and Chair Richards Not Present: 1- Member Portu (6) OLD BUSINESS Leigh Plummer Park - Botanical Gardens ID 23-2839 Leigh Plummer Park Site Visit Report City of Marco Island Florida Page 1 Parks and Recreation Advisory Meeting Minutes - Final April 18, 2023 Committee Leigh Plummer Park Site Visit Report: Samantha Malloy, Manager, Parks, Culture and Recreation asked if anyone had any questions regarding the report. Parks and Recreation has not had the opportunity to move forward with any recommendations. Parks and Recreation just wanted to inform everyone at this time what were the recommendations. Vice-Chair Siegel asked which option is more appealing price wise. Ms. Malloy stated that Fleets and Facilities does not have any of the costs yet. Miguel Carballo, Fleets & Facilities Manager replied that the first step is in which direction is the best way to go. The understanding is that everyone wants to keep the trees. The next steps would be to hire an engineering firm to draw up a true design, i.e., submit an assessment, update the survey, and ask for multiple design options with estimated costs. Daniel Smith, Community Affairs Director mentioned that Botanical Gardens gave an option to raise the parking lot so the roots will not be affected. Mr. Carballo clarified that a premium will be spent to have a design around the trees. After getting Community feedback, the recommended direction is to save the trees. Member Kelly mentioned that under “Parking lot assessment, the majority of the pavement lifting is the largest tree”. Are they addressing the smaller trees? Chair Richards replied yes. The report states two black olives and two mahogany trees. Christmas Island Style for Veterans Community Park - Presentation ID 23-2853 Christmas Island Style - Veterans Community Park Christmas Island Style for Veterans Community Park – Presentation: Mr. Mike Murphy introduced himself. Christmas Island Style decorates for all the holiday events in Marco Island. Christmas Island Style would like to expand their holiday decorations. Mr. Murphy made a presentation called “Christmas Island Style, VCP Garland Wrap, Creating Memories and Magic for Citizens and Visitors at Veterans Community Park”. The objective is to bring holiday spirit for the season, sense of hometown feel, beauty, color and create magic holiday moments. Christmas Island Style would like to add garland and ribbon (which may have LED light) along 14 lamp posts which lead to the Christmas tree at the VCP and add garland to the Arbor (which may have LED light) going towards the bandshell. All this would be paid for by Christmas Island Style. In the future, the goal is to decorate all 30 lamp posts depending on public funding. Christmas Island Style is requesting a motion to recommend the placement of garland and lights on 14 lamp posts and the Arbor at VCP as part of Christmas Island Style 2023 Seasonal activities. Mr. Murphy added that Christmas Island Style has purchased snow machines, and these will be used this year. Chair Richards asked about music at VCP. Mr. Murphy replied this subject is being discussed. Ms. Wanda Bursen, Chair of Christmas Island Style, wanted to express her happiness. City of Marco Island Florida Page 2 Parks and Recreation Advisory Meeting Minutes - Final April 18, 2023 Committee Chair Richards requested a motion to approve the Christmas Island Style 2023 Seasonal activities. MOTION by Member Shagott to Approve the Christmas Island Style 2023 Seasonal Activities, seconded by Member Conner. MOTION CARRIES BY THE FOLLOWING VOICE VOTE: Yes: 6- Member Conner, Member Hogan, Member Kelly, Member Shagott, Vice-Chair Siegel and Chair Richards Not Present: 1- Member Portu Items to discuss for next FY24 ID 23-2860 Items for FY24 Budget Items for FY24 budget: Chair Richards asked Mr. Carballo what the status of the quotes for the Airnasium. Mr. Carballo stated that our department finished the scope of work, sent it out for quotes to multiple engineering firms and these quotes are due on April 25th, next week and our department will create a PO. Our office also included an assessment for the Lake Pavilion to inquire what the cost would be to repair, so the recommendations will be for both. An update will be ready for the next PRAC Meeting. Chair Richards asked if there are any bids for Veterans Community Park shade structures or is this for our wish list. Will the original plans for the shade structures be used? Mr. Smith stated that the original shade structures would cost about $100,000. The City Council is looking at a limited budget for FY24 and rollback. My recommendation is to submit items that are more important/take priority in what we have already than to look at new items. Member Shagott’s concern is the cost of the work to be able to pick which item is priority. Mr. Carballo replied that Fleets and Facilities can provide rough estimates. A rough estimate for the Airnasium would be $350,000 on the high end. As for the shade structures, our department used the shade structures at Mackle Park and took the cost per square foot and took the total of the activity area at Veterans Community Park and that cost would be roughly $75,000 to build the similar-type shade structures at Mackle Park. Chair Richards is concerned that in summertime, it will be too hot at Veterans Community Park. Chair Richards asked the status for the Splash pad. Mr. Carballo replied that there is funding for the Splash pad project for this fiscal year. Chair Richards asked if this funding needs to be used by October. Mr. Carballo replied, no it will rollover to next fiscal year. Fleets and Facilities project manager is working on the scope of work to put out to bid. The project consists of two phases; one to replace the pump equipment and the second to resurface the play area. Our department has a budget of $177,000 that is available. City of Marco Island Florida Page 3 Parks and Recreation Advisory Meeting Minutes - Final April 18, 2023 Committee Vice-Chair Siegel asked if the $177,000 is a realistic amount to get the project done. Mr. Carballo stated that our office used cost estimates that our office had and incorporated inflation and contingency into. This cost is to replace the pump where it is now and just to resurface. If there is more extensive work to be done, no this will not be enough, but the goal is to have the pipes inspected when they replace the pump to make sure the pipes are in good condition. Vice-Chair Siegel asked what if the pipes are not in good condition, how would that be fixed and how would it be paid. Mr. Carballo replied that our office would work with the contractor to find out what the cost would be and work through the process to find the funding. Chair Richards asked when this project would be started. Mr. Carballo replied that Fleets and Facilities will get it out to bid in the next month or two for the pump portion. Per the purchasing manager, the recommendation is to split the project in two phases. Mr. Carballo stated that the Airnasium assessment was budgeted for FY23 not the actual work to repair it. Chair Richards asked if safety concerns will be reported on the assessment. Mr. Carballo stated that the assessment will immediately tell our department of any life safety risk and what the recommendations are. Member Conner asked about shade structures at the splash pad included in the assessment. Mr. Carballo replied, no, only the pump and resurfacing. Vice-Chair Siegel asked if Leigh Plummer should be on the priority list. Ms. Malloy stated that Fleets and Facilities has not received any estimates on this project yet. Mr. Carballo replied that Fleets and Facilities requested $145,000 for the Leigh Plummer Park project but does not have any funding. Chair Richards stated that priority list would consists of: Airnasium, shade structures for small basketball, and cameras for VCP. Chair Richards requested a motion to approve the Priority list for the next FY24 budget. MOTION by Vice-Chair Siegel to Approve the Priority list for next FY24 budget, seconded by Member Conner. MOTION CARRIES BY THE FOLLOWING VOICE VOTE: Yes: 6- Member Conner, Member Hogan, Member Kelly, Member Shagott, Vice-Chair Siegel and Chair Richards Not Present: 1- Member Portu (7) NEW BUSINESS City of Marco Island Florida Page 4 Parks and Recreation Advisory Meeting Minutes - Final April 18, 2023 Committee None. (8) STAFF COMMUNICATIONS ID 23-2842 April 2023 Program Calendar ID 23-2852 April 2023 Staff Report Samantha Malloy, Manager, Parks, Culture and Recreation asked if anyone had any questions regarding the Staff Report. Chair Richards complimented Parks and Recreation for a successful Spring Jubilee event. Ms. Malloy replied, the Spring Jubilee was a success due to our wonderful volunteers, Parks and Recreation Staff and the Key Club students. Chair Richards asked about how many children attended the event. Ms. Malloy answered about two thousand. Vice-Chair Siegel said that on one of the local news channels, Parks and Recreation was mentioned regarding Summer Camp Counselor positions. Ms. Malloy stated that Parks and Recreation put out flyers and the local media will announce it. Parks and Recreation will also announce the positions on social media and the Assistant City Manager will help. Member Conner asked if Parks and Recreation are still in need of Summer Camp Counselors. Ms. Malloy stated that Parks and Recreation is still in the interview process. Chair Richards asked if the positions are unpaid. Ms. Malloy answered that Parks and Recreation can hire seven Summer Camp Counselors at 40 hours a week at $16.00/hour. Member Conner asked if any credits/volunteer hours are given to high school students. Ms. Malloy replied Summer Camp receives about 60 LIT (Leadership in Training) applications to volunteer. Member Kelly asked for an update regarding the Racquet Center. Miguel Carballo, Fleets & Facilities Manager stated that City Council approved hiring of the Engineering firm. It will take six months for the assessment. Our department should have an update around September. The Engineering firm will propose multiple options on the master plan but will focus on the recommended specifications for the conversion on the two courts. Chair Richards asked if anyone has asked the City Council to purchase a lot for tennis. Daniel Smith, Community Affairs Director replied that the City Council had a meeting on priorities and converting the Racquet Center to Pickleball was the priority. Our department will go in the direction given by the City Council. Ms. Smith mentioned that donations were received to resurface/fix the Bocce Ball courts. City of Marco Island Florida Page 5 Parks and Recreation Advisory Meeting Minutes - Final April 18, 2023 Committee (9) PUBLIC COMMENT None. (10) NEXT MEETING: CONFIRMATION & ATTENDANCE All six members present confirmed attendance (11) PROPOSED AGENDA TOPICS FOR NEXT MEETING Airnasium proposal by Fleets and Facilities Splash Pad update (12) OTHER COMMITTEE COMMUNICATIONS None. (13) ADJOURNMENT There being no further business, the meeting adjourned at 4:10 pm. City of Marco Island Florida Page 6