Parks and Recreation Advisory Committee

City of Marco Island Florida 51 Bald Eagle Drive Marco Island, Florida cityofmarcoisland.com Meeting Minutes - Final Tuesday, April 16, 2024 3:30 PM Community Room Parks and Recreation Advisory Committee Chair: Allyson Richards Vice-Chair: Dolores Siegel Members: Adrian Conner, Lisa Hogan, Doug Kelly, David Shagott, City Staff: Daniel Smith, Samantha Malloy, Martha Montgomery, Thomas Keisler Parks and Recreation Advisory Meeting Minutes - Final April 16, 2024 Committee (1) CALL TO ORDER Chair Richards called the meeting to order at 3:30 pm. (2) ROLL CALL Present: 5- Member Conner, Member Kelly, Member Shagott, Vice-Chair Siegel and Chair Richards Absent: 1- Member Hogan ALSO PRESENT Samantha Malloy, Manager, Parks, Culture and Recreation Councilor Rich Blonna Daniel Smith, Director of Community Affairs Miguel Carballo, Fleets and Facilities Manager (3) PLEDGE OF ALLEGIANCE Led by Chair Richards. (4) APPROVAL OF THE AGENDA Chair Richards requested to move New Business before Old Business and approve the changes in the Agenda. MOTION by Member Portu, seconded by Member Vice-Chair Siegel to Approve the amended Agenda. MOTION CARRIED BY THE FOLLOWING VOICE VOTE: Yes: 6- Member Conner, Member Kelly, Portu, Member Shagott, Vice-Chair Siegel and Chair Richards (5) APPROVAL OF THE MINUTES ID 24-3561 PRAC Draft Meeting Minutes for March 19th, 2024 Attachments: PRAC March Meeting Minutes - Draft Chair Richards requested to approve the March 19, 2024, Minutes. MOTION by Member Vice-Chair Siegel to Approve the March 19, 2024, PRAC, Minutes seconded by Member Shagott. MOTION CARRIES BY THE FOLLOWING VOICE VOTE: Yes: 6- Member Conner, Member Kelly, Portu, Member Shagott, Vice-Chair Siegel and Chair Richards (6) OLD BUSINESS Leigh Plummer Park Parking Lot Miguel Carballo, Fleets and Facilities Manager, stated that Fleets and Facilities is working on obtaining proposals from vendors that are under the City’s concrete and pavement contracts. Chair Richards inquired about the time frame of the project. City of Marco Island Florida Page 1 Parks and Recreation Advisory Meeting Minutes - Final April 16, 2024 Committee Mr. Carballo mentioned funding is the challenge. Fleets and Facilities is looking for a proposal that falls within the design budget. If more funding is needed, this would have to be presented to the City Council. Fleets and Facilities will present to City Council funding needs for the actual construction. This would be for the following fiscal year FY24/25. Airnasium Miguel Carballo, Fleets and Facilities Manager mentioned that Fleets and Facilities is working with a design contractor to put a design package together for the project to put out to bid. Member Portu asked if the Airnasium was funded for the present fiscal year and what are we still designing. Mr. Carballo indicated that Fleets and Facilities received a structural assessment. The findings revealed that the Airnasium needed to be repaired. Fleets and Facilities is working with purchasing to source out a vendor to work with the specifications provided. The structural assessment findings were not a full design spec/package to build a new Airnasium. Most vendors would not bid on the project. Member Portu asked if Fleets and Facilities had an RFP and if their department received any bids. Member Portu is concerned with the state of the Airnasium because it is in use all year round. Mr. Carballo replied that Fleets and Facilities department contacted vendors that are general contractors. Our department established a contract with multiple general contractors, but these contractors were not interested because they needed a full design package. Mr. Carballo stated that Fleets and Facilities can force the issue and continue and not do the design package and eventually get a contractor to submit a bid, but it would be significantly over budget. Member Portu asked for the timeline for the bid package. This has been in the budget since October. Mr. Carballo answered, the funds will carry over. Fleets and Facilities have a significant amount of capital projects, and there are only two working on capital projects, and there are 40 capital projects ongoing. Fleets and Facilities is working on a list prioritizing the projects and this list is reviewed with the City Manager. A package should be awarded in about two months and then it would be sent out to bid. Member Portu wanted to clarify the timeline once a detailed package is received to be sent out for bid. Member Portu also asked how we came up with the bid originally. Mr. Carballo replied two months. There was a structural assessment done and that firm gave an opinion of probable cause for the project. Miguel Carballo, Fleets and Facilities Manager found the cost to repair the Airnasium. The cost for repair would be around $3000. Fleets and Facilities has a vendor and will get an updated proposal. If approved, a PO can be created immediately and then the repairs can begin. MOTION by Member Portu to allocate funds to repair the Airnasium Roof at Mackle Park seconded by Vice-Chair Siegel. MOTION CARRIES BY THE FOLLOWING VOICE VOTE: City of Marco Island Florida Page 2 Parks and Recreation Advisory Meeting Minutes - Final April 16, 2024 Committee Yes: 6- Member Conner, Member Kelly, Portu, Member Shagott, Vice-Chair Siegel and Chair Richards Spray Park Mr. Carballo indicated only one bid has been received. The bid came in $600,000 over budget. A general contractor submitted a bid but was outsourcing the work. The budget is $177,000. The bid was rejected. Fleets and Facilities is negotiating with some local vendors, but these vendors are too small and do not have the administrative staff to fill out all the forms. Purchasing has given Fleets and Facilities permission to work with a contractor directly. The proposal submitted was for at least half of the original proposal. The original proposal went from $750,000 to the $300,000’s and there is a gap in the budget. Fleets and Facilities is working with the City Manager and Finance to see if there are any alternative projects that funds can be reallocated to the Spray Park Project. Once this is determined, it will be submitted to City Council. Member Portu asked how much is the shortfall. Mr. Carballo replied, about $150.000. Chair Richards asked will these funds also be a carry forward. Mr. Carballo replied, “Yes. Vice Chair Siegel asked when will this project be done. Mr. Carballo mentioned the proposal is ready, it comes down to identifying the funds for the shortfall. Once the shortfall funds are approved, the PO can be issued. If the direction is to wait till next year for the shortfall funds, then this will delay the project. It could be as soon as this summer or put it out for re-bid for the next budget cycle. Member Portu inquired about impact fees. Mr. Carballo replied that impact fees are used for new projects not for repairs and/or replacing something that exists. Impact fees were used for the expansion of the Racquet Ball Courts. Samantha Malloy, Manager, Parks, Culture and Recreation, asked Mr. Carballo if there is any chance for temporary repair for the holes in the Airnasium Roof. Mr. Carballo stated that repairs can be done to the existing roof. Mr. Carballo mentioned that he would look into the cost of a temporary repair. Dog Park Chair Richards asked for an update on the sodding for the Dog Park(s). Mr. Carballo mentioned that sodding will be done once this year and this should be done in May or June. Fleets and Facilities is waiting for the rainy season. Pool Table Repair and Maintenance at Mackle Park Chair Richards asked Member Kelly for updates on the pool tables at Mackle Park. Member Kelly stated that he has received a quote. To recover and re-level the four pool City of Marco Island Florida Page 3 Parks and Recreation Advisory Meeting Minutes - Final April 16, 2024 Committee tables would cost around $1657.00. One set of leather pockets needs to be replaced and this would cost around $363.00 and miscellaneous costs for hardware and work would be around $41.00. Total so far would be just under $2100.00. The quote did not cover a side apron that needs replacing. Member Kelly will be asking for an updated quote. Accessories will also have to be updated. Member Conner inquired how long would the tables last after being repaired and are we letting Summer Camp and/or kids use them. Ms. Malloy mentioned that Parks and Recreation have been using the pool tables in the current condition for years. This is the first-time pool tables have been addressed. Parks and Recreation have pool tables for kids and pool tables reserved for adults. A copy of the budget was sent to PRAC. Regarding the plaques for the trees, Parks and Recreation receive donations and a lot of the donation funds are allocated for plaques. Regarding the Fruit and Spice initiative, part of the Ten Thousand Trees donation along with Dave Leezer and his team, have been planting more in Calusa Park. Chair Richards stated that there is $4450 in the budget to use. Chair Richards requested to approve using $4450 funds to repair/fix the pool tables at Mackle Park. MOTION by Member Vice-Chair Siegel to allocate funds to repair/fix the pool tables at Mackle Park seconded by Member Portu. MOTION CARRIES BY THE FOLLOWING VOICE VOTE: Yes: 6- Member Conner, Member Kelly, Portu, Member Shagott, Vice-Chair Siegel and Chair Richards (7) NEW BUSINESS Owl Park Update Member Portu presented a background of the Owl Park and a future plan for the Owl Park. Ms. Ellen Goetz, Goetz + Stropes Landscape Architects, Inc, described the existing conditions of the two parcels where the Burrowing Owls are. Ms. Goetz presented the Concept plan for the “new” Owl Park. Chair Richards questioned what the cost of the Owl Park would be. Member Portu answered that the cost of the Owl Park is unknown at this time, but there are two purposes to the activity presented. 1, what do we do with the vacant land on Marco Island and how to make green space feel like green space and 2, on a smaller scale, these are passive parks, no staffing required and a little investment in the land the City already owns. Ms. Goetz recommended getting a generic rough cost estimate. Chair Richards mentioned the project could be done in phases because of funding. Chair Richards recommended moving forward to present this project. Brad Cornell, Aububon Western Everglades, stated on April 6th a Burrowing Buddies Event took place at Mackle Park, and it was a success. There are two nests on Leland Way site with either eggs/or chicks. Marco Island has the 2nd largest population of Burrowing Owls in the state of Florida. Mr. Cornell is in favor of the Owl Park to be able to have visitors come and see them. Mr. Cornell also mentioned there is a starter burrow program for people who are interested in having the burrowing owls in their own yards. City of Marco Island Florida Page 4 Parks and Recreation Advisory Meeting Minutes - Final April 16, 2024 Committee Councilor Blonna expressed his appreciation for all the work the Parks and Recreation Advisory Committee does for the community. Councilor Blonna also conveyed his appreciation to Member Carlos Portu for all his hard work during his service. Councilor Blonna will have to vote on this matter during the City Council meeting but was in support of this plan last year. Councilor Blonna mentioned for the last three years, he has presented to Council that he would like to start an Open Space and Park Preservation Fund and to seed it with $500,000. Councilor Blonna wrote a white paper and will introduce this at the next City Council meeting. Samantha Malloy, Dogwood Dr., resident of Marco Island since 2004 communicated her feelings regarding the size and location of the Vietnam Statue. In lieu of that, Ms. Malloy conveyed her support for the statue and that it would be a great addition to Veterans Community Park. Samantha Malloy, Manager, Parks, Culture and Recreation wanted to thank Member Portu for his time, dedication, support and passion for Parks and Recreation. (8) STAFF COMMUNICATIONS ID 24-3562 April Staff Report Attachments: Monthly PR Report ID 24-3563 A Year of Events at the Park Attachments: A year of Events at the Parks Member Portu wanted to highlight all the events/activities between October to April at Mackle Park, Veterans Community Park, Winterberry, Leigh Plummer Park, and Calusa Park. Chair Richards asked if Parks and Recreation is getting feedback from the Online Survey and where can the community find the link and/or information regarding the survey. Samantha Malloy, Manager, Parks, Culture and Recreation stated the Parks and Recreation do not have exact numbers, but in the last meeting with the Consultants, the Consultants received quite a bit of responses. Ms. Malloy mentioned that the Online Survey can be found under the City of Marco Island’s website under Parks and Recreation. Chair Richards inquired if the Merchant Marines will be participating in the Memorial Day event. Ms. Malloy stated the event itself is organized by the American Legion, but Parks and Recreation will be in contact with them. (9) CITY COUNCIL COMMUNICATION None. (10) PUBLIC COMMENT Harry Aronis, Debrook Way, President, San Maro Villas, expressed the community’s discontentment regarding the proposed expansion of the Racquet Ball Courts. The community is very concerned about City of Marco Island Florida Page 5 Parks and Recreation Advisory Meeting Minutes - Final April 16, 2024 Committee the noise level that will come with this expansion. The community stated people are playing late after hours on the weekend and there is noise early in the morning due to blowing off the courts. Chair Richards inquired about the sound proofing for the Racquet Ball Court expansion. Miguel Carballo, Fleets and Facilities Manager stated that sound proofing is included in the Phase 1 expansion project. Fleets and Facilities is looking into sound proofing for the existing courts that are close the San Marco Villas. This would be a new project. Chair Richards asked if Fleets and Facilities have spoken to any of the homeowners. Mr. Carballo mentioned next month, an informational meeting is be scheduled for the first Phase of the project. Notices will be sent out to homeowners that are 300-350 feet from the Racquet Center and everyone in the community will be invited. Tom Polston, Seaview Court, Commissioner Senior Softball League, gave a detailed background of the league. The Senior Softball league is concerned with the idea of placement of artificial turf at Winterberry. Mr. Polston also mentioned the shade structure project. The Senior Softball League received a donation from a former Senior Softball League player for a shade structure. Parks and Recreation along with Fleets and Facilities were looking into different types of shade structures that could be used. A lot of the shade structures found can cost up to $15,000. There are retractable shades that would fall into the donation budget. Lastly, Mr. Polston also expressed his concern about the condition of the Winterberry field, especially around the 1st and 3rd baseline. Apparently, the field hasn’t been worked on for about 7 years. Mr. Polston has a lot of volunteers that would love to help. Chair Richards asked for an update on the turf. Mr. Carballo, mentioned, the City Manager office is working with Collier County on a Tourist Development Grant. The grant was submitted for Mackle Park not Winterberry and the grant is up for review. Michael Shone, Tarpon Court, articulated his concern regarding artificial turf for Winterberry Park. Bill Thompson also expressed his concern regarding the condition of Winterberry Park. Mr. Thompson would like to be able to set-up a meeting regarding another option for the shade structure(s). Samantha Malloy, Manager, Parks, Culture and Recreation stated that Parks and Recreation will set-up a meeting with Fleets and Facilities. (11) NEXT MEETING: CONFIRMATION & ATTENDANCE There will not be a PRAC Meeting in May. Next PRAC Meeting will be June 18, 2024 at 3:30 pm. Chair Richards notified the PRAC members that the May meeting is cancelled and the next PRAC Meeting will be scheduled for June 18, 2024, at 3:30 pm. (12) PROPOSED AGENDA TOPICS FOR NEXT MEETING Pickleball Court Noise Softball Field Maintenance and shade structure. (13) OTHER COMMITTEE COMMUNICATIONS City of Marco Island Florida Page 6 Parks and Recreation Advisory Meeting Minutes - Final April 16, 2024 Committee None. (14) ADJOURNMENT The meeting adjourned at 4:54 pm. City of Marco Island Florida Page 7