Parks & Recreation Advisory Board

Village of Wellington 12300 Forest Hill Blvd Wellington, FL 33414 Action Summary - Final Monday, February 22, 2016 7:00 PM Special Meeting Village Hall Parks & Recreation Advisory Board Brian Buckstein Dr. Samuel Falzone William Flack MaryJo Shockley Jason Weiss Richard Christmas Anthony Forgione Parks & Recreation Advisory Board Action Summary - Final February 22, 2016 I CALL TO ORDER The meeting was called to order at 6:59pm. II. APPROVAL OF AGENDA The agenda was approved as presented. III. APPROVAL OF MINUTES PR15-021 APPROVAL OF MINUTES FROM 12-7-15 Minutes were approved unanimously. IV. PRESENTATION PR15-022 SENIOR SURVEY PRESENTATION James Poag gave a presentation on the senior survey that was completed in 2014-2015. Dr. Falzone asked for clarification that the survey indicated that the vast majority of seniors preferred not to move but rather to age in place. Mr. Poag confirmed and explained that the Village has created many programs to help seniors age in place including home repairs. He also explained that the Senior Services division does education sessions for seniors. Mr. Christmas surprised at the low number of surveys returned. Mr. Poag explained that at 21% was actually a high return rate. PR15-023 SENIOR HOUSING PRESENTATION Mr. Basehart gave the senior housing presentation.He began with demographic information and included definitions associated with senior housing and current inventory in Wellington. He also explained possible options if the Village were to get involved in a senior housing project including 3 different densities and 2 possible properties. Dr. Falzone asked if the rising percentage of seniors is due to current population aging or seniors moving in. Mr. Basehart explained he doesnt know the answer for sure but it was likely the aging current population. Dr. Falzone added that his concerns are that any decision made is based on serving current Wellington rather than inviting outside seniors in. He believes that much more information would be needed to make a proper recommendation. Mr. Pignato added that according to the numbers delivered in the proposal, the property would serve or impact more people as a ballfield than as a residential project. Mr. Forgione added that ballfields bring more people to the community. Village of Wellington Page 1 Parks & Recreation Advisory Board Action Summary - Final February 22, 2016 Ms. Stockton asked how many ballfields were really included in the project. Mr. DeLaney explained that the Wellington Green Park site includes 3 multi purpose ballfields which is the site the Senior Advisory Committee has recommended. He explained the field were originally built to be open play for residents but due to growth in programs, the site is used more for current programs including Lacrosse. Ms. Stockton added that as a long time Parks and Recreation Advisory Board member, she is hesitant to give up any program space but understands that seniors are a part of our population and it may take some compromise at some point. She urged the board to find a way to accomodate seniors. Mr. Christmas asked if it was possible to go to a Devonshire to see if they could accomodate the need being expressed. Mr. Basehart explained that currently approved units in the remaining land in Devonshire are for congregate living. Mr. Christmas asked if the Village could urge them to change those to conventional housing. Mr. Basehart said it is possible. Dr. Falzone added that it is very difficult to give input on a plan is not a real plan. He asked again if we were to give up valuable fields were we really helping solve the senior housing issue. He added that a project at the Wellington Green site was probably better for Parks and Recreation than K-Park but without knowing what the plan at K-Park is going to be it is difficult to commit to gving up current space. Ms. Stockton explained that she is willing to do what is necessary to accomodate a senior housing project but she would need to know where they could recover the fields that would be lost. Mr. Forgione added that in order for the board to give useful input, they would need more information. Dr. Falzone summarized that it sounds like the board agrees that they could work with a project that might come forward but would need to know that any space given up would need to be recovered. V. OLD BUSINESS VI. NEW BUSINESS PR15-024 TENNIS CENTER SELECTION COMMITTEE PROCEDURES Ms. Stockton recused herself from the discussion since she is currently involved at the tennis center. Ed de la Vega explained that the Council had indentified the PRAB as the selection committee for the tennis center RFP. He explained the current contract with Cheathem Inc. and gave a timeline on the RFP process. He explained there were 7 proposals submitted but that 1 was considered nor-responsive so there were 6 proposals to be considered. He explained the remainder of the timeline for the process. He also explained the contents of the binders they were given as well as the Village of Wellington Page 2 Parks & Recreation Advisory Board Action Summary - Final February 22, 2016 process of scoring and ranking the proposals using the provided score sheets. He gave them the option of bringing all of the proposers back or to score and bring back a short list. He reminded them they are in the cone of silence and it extends until the Council makes a decision. Mr. Falzone asked the board if they thought they should limit the number of presentations. The board agreed to limit the proposals. Mr. Barnes added that it is acceptable to limit the number of presentations but that they should do an initial scoring before deciding how many would come back. Mr. PIgnato asked to clarify that the next meeting would be to create a short list and there would be an additional meeting to do the presentations and scoring. Mr. de la Vega confirmed. Dr. Falzone asked if there was a way to verify who the references are and how to determine their level of knowledge. Mr. de la Vega explained they will be provided with replies to the questions sent to the references. Dr. Falzone asked if a question could be added that asked what qualifies them to give a reference. Mr. de la Vega explained that it could be added. Dr. Falzone asked that the board decide on a date to hear the presentations. After some discussion the board decided they could hear the presentations on March 28th at 6:00pm. Dr. Falzone suggested that the Board keep March 30th open as well in case they needed a second night.The board also discussed using 15 minutes for each presentation and leave 15 minutes for quesions. Dr. Falzone summarized all of the dates and times that have been discussed and concensus was reached. Dr. Falzone added to members who have not been through the process to think ahead about how they are going to use their scale. Mr. Barnes explained that scores from the short list process do not carry over to the final rankings. Mr. de la Vega explained that the orignal RFP and any questions that were asked by contractors are included in the packet as well as a summary of fees. VII. PUBLIC COMMENTS VIII. BOARD COMMENTS Mr. Forgione thanked staff for the opportunity and urged the board to keep an open mind all the way through the process. Dr. Zipp reminded the board that the scores will be announced in front of everyone and to be prepared. Mr. Christmas thanked everyone for the opportunity. Dr. Falzone welcomed Mr. Christmas to the committee. He also was happy to see that Council was including PRAB in the senior housing discussion. He then announced that he would be stepping down as President of Wellington Soccer Club and thanked staff and everyone else who has made it so fun over the years. He also explained that he is also grateful to be considered as the Village of Wellington Page 3 Parks & Recreation Advisory Board Action Summary - Final February 22, 2016 selection committee. Mr. Forgione added that it is a privelage to be on this board and has always been impressed with the makeup of the board from the beginning. Mr. DeLaney reminded the board that March 19 is the 20th anniversary celebration. IX. CLOSING COMMENTS X. ADJOURNMENT The meeting was adjourned at 8:36pm. NOTICE Village of Wellington Page 4