Parks and Recreation Advisory Board

MAYOR Hal J. Rose Recreation Department DEPUTY MAYOR Rich Boprey, Parks & Recreation Andrea Young Director Veterans Memorial Complex COUNCIL MEMBERS 2285 Minton Road Daniel Batcheldor West Melbourne, FL 32904 Pat Bentley Phone: (321) 837-7779 Daniel McDow Fax: (321) 768-2390 John Dittmore www.westmelbourne.org Stephen Phrampus PARKS AND RECREATION ADVISORY BOARD AGENDA January 12, 2022, at 6:00 p.m. 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE AND ROLL CALL 3 INTRODUCTION OF GUESTS / INTRODUCTION OF BOARD MEMBERS City Attorney- Morris Richardson- explanation of Sunshine Laws 4. NEW BUSINESS A. Board Personnel (Election) 5. PARKS & RECREATION UPDATES 1. Parks Maintenance Building Renovation Project 2. Clements Wood Park Restroom Renovation Project 3. Veterans Memorial Complex Landscaping and Irrigation Project 4. Splash Pad Maintenance, Floor Resurfacing, Canopy Shade Structure 5. VMC Tennis Courts Renovation Project 6. FOD finance report 7. Covid Testing 6. PUBLIC COMMENTS 7. ADJOURNMENT 2022 scheduled meetings- March 9, May 11, July 13, Sept 14, Nov 9, 2022 All persons wishing to be heard should appear in person at these hearings or send written comments to the City Clerk. All persons and parties are hereby advised that if they should decide to appeal any decision made by the City with respect to any matter considered at the public meeting or hearing described in this notice, they will need a record of the proceedings, and for such purpose, said person or party may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based (Chapter 286, Florida Statutes). In compliance with American with Disabilities Act (ADA), anyone who needs a special accommodation for this meeting should contact the City’s ADA coordinator at 837-7774 at least 48 hours in advance of this meeting.  AGENDA ITEM January 12, 2022, Parks and Recreation Advisory Board Meeting Approved for Submittal By: Rich Boprey ________________________ Rich Boprey, Parks and Recreation Director To Be Presented By: Rich Boprey ________________________ Rich Boprey, Parks and Recreation Director To: Parks and Recreation Advisory Board Members From: Rich Boprey, Parks and Recreation Director Date: January 12, 2022 SUBJECT Parks Maintenance Building Expansion Project Update RECOMMENDATION Parks and Recreation Director recommends that the Parks and Recreation Advisory Board: Accept project update report for the Parks Maintenance Building Expansion Project. FISCAL IMPACT The bid amount was $332,275. The 2019-2020 budget for the project was $400,000, and the architect’s opinion of cost was $421,456. 5(1) - 1 January 12, 2022  DISCUSSION City Council awarded the contract for this project to Doug Wilson Enterprises at their meeting on April 21, 2020. This project consisted of an addition to the existing Parks maintenance building located in West Melbourne Community Park. The building was inherited from the County upon acquisition of the park. It is the only County building the City kept following the improvements to the park. A portion of the building was renovated and expanded while the garage/storage area remained basically the same, with only replacement of the overhead doors and the addition of an industrial fan in the garage area. New offices, media improvements, access control, bathrooms, and kitchen area were included in the addition/renovation areas. A new roof matching the Field of Dreams roof was also installed. This project was completed in August of 2021. 5(1) - 2 January 12, 2022  AGENDA ITEM January 12, 2022, Parks and Recreation Advisory Board Meeting Approved for Submittal By: Rich Boprey ________________________ Rich Boprey, Parks and Recreation Director To Be Presented By: Rich Boprey ________________________ Rich Boprey, Parks and Recreation Director To: Parks and Recreation Advisory Board Members From: Rich Boprey, Parks and Recreation Director Date: January 12, 2022 SUBJECT Clement’s Wood Park Restroom Renovation Project Update RECOMMENDATION Parks and Recreation Director recommends that the Parks and Recreation Advisory Board: Accept project update report for the Clement’s Wood Park Restroom Renovation Project. FISCAL IMPACT The bid amount was $109,260. The 2021-2022 budget for the project is $120,000. 5(2) - 1 January 12, 2022  DISCUSSION City Council awarded the contract for this project to MGM Contracting at their meeting on July 20, 2021. The project consists of renovation and upgrades to the Clement’s Wood Park Restrooms to include two accessible bathrooms, new sidewalk for an accessible route from the parking lot to the structure, new metal entry door, replacement porch ceiling, new drinking fountains and stainless-steel restroom fixtures. The project is approximately seventy percent complete with final completion estimated to be in mid-February 2022. 5(2) - 2 January 12, 2022  AGENDA ITEM January 12, 2022, Parks and Recreation Advisory Board Meeting Approved for Submittal By: Rich Boprey ________________________ Rich Boprey, Parks and Recreation Director To Be Presented By: Rich Boprey ________________________ Rich Boprey, Parks and Recreation Director To: Parks and Recreation Advisory Board Members From: Rich Boprey, Parks and Recreation Director Date: January 12, 2022 SUBJECT Veteran’s Memorial Complex Landscaping and Irrigation Project Update RECOMMENDATION Parks and Recreation Director recommends that the Parks and Recreation Advisory Board: Accept project update report for the Veteran’s Memorial Complex Landscaping and Irrigation Project. FISCAL IMPACT The 2021-2022 budgeted amount for this project is $45,000 and the bid amount was $42,333.67. This project is being funded using a combination of Parks and Recreation Department and Tree Bank Reserve accounts. Because Tree Bank Reserve funds are restricted to the installation and maintenance of trees on City property, only the portion of this project consisting of acquisition, 5(3) - 1 January 12, 2022 installation and maintenance of trees (including a portion of irrigation) is being charged to the Tree Bank Reserve. Shown below is the funding allocation for this project. Recreation Department: $20,135.78 Tree Bank Reserve: $22,197.89 Project Total: $42,333.67 Tree Bank Reserve balance after this project: $63,927.11 DISCUSSION City Council awarded the contract for this project to Deep Roots Landscape Contracting at their meeting on September 22, 2021. This project consisted of installing landscaping and irrigation around the decorative wall surrounding the lift station on the Veteran’s Memorial Complex property at the corner of Minton Road and Henry Avenue. A combination of trees, shrubs and groundcover have been installed along with mulch and a new irrigation system. Existing LED landscape lighting was raised to ensure the decorative wall remained well-lit following the installation of new landscaping. All plant materials installed as part of this project are subject to a six-month guarantee (30 days for sod). All other elements of this project such as irrigation, landscape edging, etc. will be subject to a two-year guarantee. This project is approximately ninety-five percent complete with only sod remaining to be installed later this month. 5(3) - 2 January 12, 2022  AGENDA ITEM January 12, 2022, Parks and Recreation Advisory Board Meeting Approved for Submittal By: Rich Boprey _______________________________________________________ Rich Boprey, Parks and Recreation Director To Be Presented By: Rich Boprey _______________________________________________________ Rich Boprey, Parks & Recreation Director To: Parks and Recreation Advisory Board Members From: Rich Boprey, Parks & Recreation Director Date: January 12, 2022 SUBJECT Splash Pad Maintenance, Floor Resurfacing, Canopy Shade Structure RECOMMENDATION Parks and Recreation Director recommends that the Parks and Recreation Advisory Board: Accept project update for the Splash Pad upgrade and renovation project. FISCAL IMPACT The bid amount was $ 151,355. 5(4) - 1 January 12, 2022 DISCUSSION The City Council awarded the contract to Bliss Products and Services Inc. The project consists of removing and replacing the floor surface, a canopy structure over the floor surface and canopy shade covering over the seating area. 5(4) - 2 January 12, 2022  AGENDA ITEM January 12, 2022, Parks and Recreation Advisory Board Meeting Approved for Submittal By: Rich Boprey _______________________________________________________ Rich Boprey, Parks and Recreation Director To Be Presented By: Rich Boprey _______________________________________________________ Rich Boprey, Parks & Recreation Director To: Parks and Recreation Advisory Board Members From: Rich Boprey, Parks & Recreation Director Date: January 12, 2022 SUBJECT VMC Tennis Courts Renovation Project RECOMMENDATION Parks and Recreation Director recommends that the Parks and Recreation Advisory Board: Accept project update for the VMC Tennis Courts renovation project. FISCAL IMPACT The cost was $ 14,737 for the resurfacing and painting of the courts. 5(5) - 1 January 12, 2022 DISCUSSION In September 2021 Varity Courts completed the project which consisted of grading and preparing the courts for resurfacing and repainting. In addition new safety pads, nets with center straps and ratchets were installed. 5(5) - 2 January 12, 2022  AGENDA ITEM January 12, 2022, Parks and Recreation Advisory Board Meeting Approved for Submittal By: Rich Boprey ________________________ Rich Boprey, Parks and Recreation Director To Be Presented By: Rich Boprey ________________________ Rich Boprey, Parks and Recreation Director To: Parks and Recreation Advisory Board Members From: Rich Boprey, Parks and Recreation Director Date: January 12, 2022 SUBJECT Field of Dreams Budget Report RECOMMENDATION Parks and Recreation Director recommends that the Parks and Recreation Advisory Board: Accept Field of Dreams budget report. FISCAL IMPACT The city received $356,421.56 from the Space Coast Field of Dreams on April 19, 2019 and $22,000.00 on September 18, 2020 for a total of $378,421.56. Total expended as of December 31, 2021 was $239,927.73 with $138,493.83 remaining in the fund. A breakdown of expenses by year is shown in the following table. 5(6) - 1 January 12, 2022  Description FY2019 FY2020 FY2021 FY2022 REGULAR WAGES 27,912.00 17,428.98 13,800.96 5,523.25 PART TIME WAGES 5,566.33 10,463.67 3,609.01 - OVERTIME 1,261.50 1,182.23 492.30 234.75 FICA TAXES 2,594.13 4,212.73 4,045.66 719.44 RETIREMENT CONTRIBUTION 2,897.52 4,906.88 5,426.80 1,018.76 HEALTH / LIFE / LTD 5,345.08 10,116.95 10,465.92 2,694.82 WORKERS COMPENSATION 677.84 845.73 561.41 162.53 COMMUNICATIONS 4.13 5.82 6.21 0.17 UTILITIES 6,618.63 6,139.94 10,682.01 907.21 MAINTENANCE & REPAIR 5,790.77 6,962.97 3,057.91 1,092.49 Vehicle Maintenance & Repair - 355.35 - - PROMOTIONAL ACTIVITIES - - 48.00 - OFFICE SUPPLIES 129.12 - 41.64 9.99 OPERATING SUPPLIES 1,592.74 2,392.75 4,551.06 477.87 Concessions-FOD 474.97 280.98 - - LANDSCAPING SUPPLIES - 1,980.00 1,000.00 - SM TOOLS, EQUIP & FURNITURE 675.00 228.86 677.96 - MACHINERY AND EQUIPMENT 24,614.00 - 14,962.00 - $ 86,153.76 $ 67,503.84 $ 73,428.85 $ 12,841.28 DISCUSSION On January 11, 2011, the Brevard County Board of County Commissioners approved an Interlocal Agreement to gift to the City of West Melbourne the “old” Max K. Rodes Park, and on February 1, 2011, the West Melbourne City Council authorized the City’s acceptance of this most generous gift. Title to the 18.2 acre park property transferred March 28, 2011. One of the first actions taken by the City following receipt of the property was to uphold the County’s August 18, 2009, Memorandum of Understanding commitment to the not-for-profit Brevard Field of Dreams organization by granting a lease on a 4.8-acre portion of the property to Brevard Field of Dreams. On February 15, 2011, the West Melbourne City Council approved the lease agreement. The lease was subsequently amended twice. Another early action was to secure citizen, special needs and non-special needs focus groups, and City Parks and Recreation Advisory Board recommendations as the City developed a proposed master plan for completely redeveloping the park. On February 21, 2012, the West Melbourne City Council adopted the master plan for the comprehensive redevelopment of the park. Subsequently, the Brevard Field of Dreams Board of Directors adopted a master plan for the Field of Dreams leasehold area that integrated seamlessly with the City’s adopted master plan. 5(6) - 2 January 12, 2022 Following adoption of the master plan, the City commenced work seeking required St. Johns River Water Management District and Florida Department of Environmental Protection permitting for both the master plan and Phase I development. The St. Johns permit was secured on March 14, 2014, and the DEP permit was secured on May 9, 2014. Supporting the City in our permitting and project engineering work, the County Surveyor contributed a site survey documenting the pre-existing condition of the park. The value of this survey work was about $15,000. Both the value of the County’s property gift as well as the value of the in-kind contribution of the survey work were used in 2014 to document the County’s support of the Space Coast Field of Dreams request to the legislature to help fund the planned Field of Dreams improvements. On June 2, 2014, Governor Scott signed into law the State’s 2014-2015 budget. The State Legislature had included two specific appropriations to support the construction of Space Coast Field of Dreams improvements in West Melbourne Community Park. One appropriation, administered by the State Department of Economic Opportunity, was in the amount of $2,000,000 and the other appropriation, in the amount of $50,000, was administered by the State Department of Environmental Protection. The City agreed to serve as fiscal agent for both grants, and entered into a project implementation agreement with Space Coast Field of Dreams. The implementation agreement was reviewed and approved by staff at the State DEO, approved by the Field of Dreams Board of Directors, and approved by the City Council on October 21, 2014. The Field of Dreams groundbreaking was held on November 11, 2014. On November 18, 2014, the City Council approved a construction contract with W&J Construction Corporation for constructing Phase I improvements. The City funded the Phase I construction improvements, including $330,000 in improvements in direct support of the adjoining Field of Dreams improvements. On September 10, 2015, the City Council accepted a grant agreement with the Florida Department of Economic Opportunity and approved an implementation agreement with the Space Coast Field of Dreams to assist with the construction of the Field of Dreams Phase II improvements. From November 11 through 15, 2015, community volunteers constructed the Space Coast Field of Dreams playground. On January 5, 2016, the community celebrated the official grand opening of the Space Coast Field of Dreams. For three years, in accordance with the lease agreement, the Space Coast Field of Dreams has operated, managed, and maintained the leasehold area. On December 18, 2018, the City Council approved an agreement requested by the Space Coast Field of Dreams Board of Directors for the Board to turn over the leasehold property and most of its cash assets and all of its pledges to the City and for the City to assume the operations and maintenance responsibilities of the Space Cost Field of Dreams leasehold 5(6) - 3 January 12, 2022 going forward. The Board remains as a fundraising non-profit to assist the City with future operations, maintenance and improvement obligations. The date of the transfer was Mach 4, 2019. Under the terms of the agreement, at transfer, Space Coast Field of Dreams transferred to the City of West Melbourne the lion’s share of its cash assets, in the amount of $356,421.56, in order to assist the City with maintenance and operations responsibilities within the Field of Dreams portion of the park. Under the terms of the agreement with Space Coast Field of Dreams, the City must solely use these funds to maintain, operate and improve the Field of Dreams portion of the park and for no other purpose. The City’s Finance Director set up proper accounting to ensure that these funds are only used for the expressly limited purposes. The budget activity report shown above provides detail on how these funds have been utilized since the transfer occurred in March 2019. 5(6) - 4 January 12, 2022  AGENDA ITEM January 12, 2022, Parks and Recreation Advisory Board Meeting Approved for Submittal By: Rich Boprey _______________________________________________________ Rich Boprey, Parks and Recreation Director To Be Presented By: Rich Boprey _______________________________________________________ Rich Boprey, Parks & Recreation Director To: Parks and Recreation Advisory Board Members From: Rich Boprey, Parks & Recreation Director Date: January 12, 2022 SUBJECT Covid Testing Site Updates RECOMMENDATION Parks and Recreation Director recommends that the Parks and Recreation Advisory Board: Accept collected data from the Covid Testing Site. FISCAL IMPACT None DISCUSSION CDR Maguire Health & Medical under contract from the Florida Department of Health are managing a Covid Testing site at 3053 Fell Road. The site operates seven days a week from 9:00am-5:00pm. Collected data from December 2021: December1 - December 30 11,573 tests with positivity rates as high as 30.84% January 2, 2022 = 1,133 tests with a positivity rate of 32.28% January 3, 2022 = 1,012 tests with a positivity rate of 33.46% January 4, 2022 = 1,200 tests with a positivity rate of 34.09% January 5, 2022 = 1,342 tests with a positivity rate of 29.65%