Parks and Recreation Advisory Board

MAYOR Hal J. Rose Recreation Department DEPUTY MAYOR Rich Boprey, Parks & Recreation Steven Phrampus Director Veterans Memorial Complex COUNCIL MEMBERS 2285 Minton Road Diana Adams West Melbourne, FL 32904 Pat Bentley Phone: (321) 837-7779 Daniel McDow Fax: (321) 768-2390 John Dittmore www.westmelbourne.org Andrea Young PARKS AND RECREATION ADVISORY BOARD AGENDA March 8, 2023 at 6:00 p.m. 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE AND ROLL CALL 3. APPROVAL OF MINUTES FROM JAN 11, 2023 4. INTRODUCTION OF GUESTS 5. OLD BUSINESS A. Facility Rental Fees Review * B. Receive update on Westbrooke Bathroom Refurbishment C. Receive update on the Pickle Ball Courts D. Receive update on Home Depot project E. Receive update on Upcoming events F. Playground Inspector Certification 6. NEW BUSINESS A. Parks Master Plan Scope of Services 7. PUBLIC COMMENTS 8. ADJOURNMENT Next scheduled meeting is May 10, 2023 * THERE ARE NO ATTACHMENTS OR BACKGROUND INFORMATION ON THESE ITEMS. 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.  MAYOR Hal J. Rose Recreation Department DEPUTY MAYOR Rich Boprey, Parks & Recreation Director Stephen Phrampus Veterans Memorial Complex 2285 Minton Road COUNCIL MEMBERS West Melbourne, FL 32904 Diana Adams Phone (321) 837-7779 Pat Bentley Fax: (321) 768-2390 Daniel McDow www.westmelbourne.gov John Dittmore Andrea Young PARKS AND RECREATION ADVISORY BOARD MINUTES January 11, 2023 1. CALL TO ORDER Chairman Curry called the meeting to order at 6:02 p.m. 2. PLEDGE OF ALLEGIANCE AND ROLL CALL Chairman Curry led in the Pledge of Allegiance. Members present: Amy Murphy Donahue Benet, Sandy Carbon, Gail Jackson, Linda Palardy, Linda Smura. Member McGibbany arrived at 6:07 pm. Also present: Assistant City Manager Tom Bradford, Parks & Recreation Director Richard Boprey, and Special Projects Coordinator Sandi Wood. 3. INTRODUCTION OF GUESTS Chairman Curry acknowledged Council Member Andrea Young. 4. PUBLIC COMMENTS Council Member Adams arrived at 6:07 pm. Council Member Adams advised that she has recently spoken with several local veterans to see if they were aware of the Veterans Memorial Complex and what they would like to see from their community in the future. The responses were varied and included involvement in the Honor Flight, a walking rock garden, some personal plaques based on the community. Council Member Adams stated that is wasn’t an organized group she spoke with and no one had a particular item or activity they wanted to see implemented. Chairman Curry stated that we encourage the public to attend our meetings to participate and express their thoughts and concerns. 5. APPROVAL OF MINUTES FROM NOV 16, 2022 Chairman Curry asked if there were any questions or comments about the November 16, 2022 minutes, there were none. Member Palardy made a motion to accept the November 16, 2022 minutes, seconded by Member Carbon. Motion carried 6-0 3-1 Parks and Recreation Advisory Board Minutes Page 2 6. OLD BUSINESS A. Receive update on FL HB 105 Director Boprey updated report of FL HB 105 stated that every park has a no smoking sign and the difference between an ordinance and a resolution is the level of available enforcement. He has directed his staff to be courteous and ask people to please stop smoking, mostly without issues. It is not believed that at this time we need to change the ordinance. Member Benet advised she has been at the park and asked teens at the skate park to stop vaping and they complied without a problem. A motion was made by Member Benet to take no action at this time. Seconded by Member Carbon. Motion passed 6-0. Chairman Curry recognized the arrival of Board member McGibbany at 6:07 pm. B. Facility Rental Fees Review Director Boprey advised that the staff put together and provide the Board with a list for comparison with local facilities. Staff found that some municipalities are also in the process of updating their fees due to the pandemic. Director Boprey requested more time to put together an updated list and expand the spreadsheet to include some updated information. Director requested to table this item to the next meeting. Member Carbon made a motion to table the item until the March 8, 2023 meeting, seconded by Member Smura. Motion passed 7-0. 7. PARKS AND RECREATION UPDATES A. Receive information on the Home Depot Grant Project at Bryant Adams Park Director Boprey advised that the Parks and Recreation Department had an offer from Home Depot to spend part of their Community grant money to update the area close to the tennis courts. The maintenance crew has removed the old bleachers and cleaned up the shrubs around the west end of the tennis/pickle ball courts. Home Depot will install new bleachers with shade outside the courts and benches inside the courts. The Department wants to move the dumpsters north of their current location and placed in a designated enclosure. Chairman Curry asked if there will be any cost to the City and Director Boprey advised there will be no cost to the City. Member Palardy asked if there were any plans to fix the area around the flag pole. Director Boprey advised that area does need help and is on our scope of projects in the future. Member Benet offered that the Eagle Scouts could possibly get involved in fund raising and repair of that area. Director Boprey said he appreciated the offer, but the flag pole area would be under Building Department permitting to be completed. B. Receive update on Pickle Ball courts Director Boprey advised that the fences are installed and they are close to completion. Varsity Courts have not been onsite for a couple of weeks as they are trying to catch up from the storms and rainy weather. Director Boprey then advised that Varsity Courts has pressure washed the courts and should be close to returning and complete the project by the end of January 2023. 3-2 Parks and Recreation Advisory Board Minutes Page 3 C. Receive update on Westbrooke Bathroom Refurbishment Director Boprey advised that MGM has installed the prison style white stainless steel bathroom fixtures. MGM have a few items to finish for completion of the project. The Parks Department will paint the floors/cubicles/walls and the outside of the building. Chairman Curry advised he was also there when the contractor was on site and he was able to see the newly installed fixtures and thought they looked good. D. Receive update on Clements Wood Playground Director Boprey advised that the installation is complete. There was a sizeable pile of concrete left over from the installation. The Public Works Department assisted in removing the concrete. There are 2 baby swings on order. A pole with a camera and a light has been installed to monitor the area. E. Receive information on Playground Inspector Training Director Boprey advised that the Parks and Recreation Department has registered John Keable – Parks Maintenance worker to attend a Certified Playground Safety Instructor course. The class is provided by the Florida Parks and Recreation Association in Oviedo, Florida, Feb 15-17, 2023. 6. NEW BUSINESS There is no New Business. Director Boprey advised that January 10, 2023 Health First held a Senior Walk with 70-75 people in attendance. We have received a lot of compliments on the Tree Lighting and Santa, who gave out 150 City provided goody bags. The Face Painter was popular and very busy. Director Boprey thanked Sandy Carbon and Linda Palardy for helping with the cookies and hot chocolate. Member Carbon stated that everyone had a great time and the event was awesome and surprised that no one had to pay for the event. Member Jackson stated that she was wondering how word gets out about events to the public. Director Boprey advised that Sandi Wood typically updates the web site, we do not use Facebook or other social media platforms. Member Jackson was advised that there is a Friday Memo that the public can subscribe to. The memo provides a list of recent and upcoming events. Assistant City Manager Bradford advised that the calendar events from the web site gets automatically transferred to the Facebook page and that we are currently looking for additional ways to get the information out to the public. 7. ADJOURNMENT There being no further business, Member Carbon made a motion to adjourn the meeting. Seconded by Chairman Curry. Motion carried 7-0. The meeting adjourned at 6:48 p.m. The next scheduled meeting will be March 8, 2023 at 6:00 p.m. Donald Curry, Chairman Tom Bradford, Assistant City Manager 3-3  AGENDA ITEM March 8, 2023, Parks and Recreation Advisory Board Meeting Approved for Submittal By: ________________________ Tom Bradford, Assistant City Manager To Be Presented By: ________________________ Tom Bradford, Assistant City Manager To: Parks and Recreation Advisory Board Members From: Tom Bradford for Rich Boprey, Parks and Recreation Director Date: March 8, 2023 SUBJECT Westbrooke Restroom Refurbishment. RECOMMENDATION Assistant City Manager recommends that the Parks and Recreation Advisory Board: Receive status update on Westbrooke Park Restroom Refurbishment. 5B - 1 March 8, 2023  FISCAL IMPACT MGM Contracting was awarded the restroom repair project for $55,000. DISCUSSION On August 9, 2022, the City Council received an update on the condition of the Westbrooke Park restroom facilities following repeated vandalism. City staff requested and received approval to move forward with a restroom refurbishment project to replace all porcelain fixtures with more vandal-resistant stainless-steel fixtures (to included toilets, urinals and sinks). The project also involved replacing existing mirrors with vandal resistant mirrors. Due to delays in availability, the project took approximately six months to complete. The restrooms remained closed during this time. After the plumbing work was complete, the City’s Parks Maintenance team removed graffiti and applied a new coat of paint to both the inside and outside of the building. We were able to re- open the facility on Friday, February 24, 2023. 5B - 2 March 8, 2023  AGENDA ITEM March 8, 2023, Parks and Recreation Advisory Board Meeting Approved for Submittal By: ________________________ Tom Bradford, Assistant City Manager To Be Presented By: ________________________ Tom Bradford, Assistant City Manager To: Parks and Recreation Advisory Board Members From: Tom Bradford for Rich Boprey, Parks and Recreation Director Date: March 8, 2023 SUBJECT Pickleball Court Update. RECOMMENDATION Assistant City Manager recommends that the Parks and Recreation Advisory Board: Receive status update on pickleball court project at Bryant Adams Park. 5C - 1 March 8, 2023  FISCAL IMPACT The cost for converting two tennis courts into six pickleball courts was $19,657. DISCUSSION Pickleball has been growing in popularity around the world with people of all ages and skill levels participating. West Melbourne previously provided hybrid tennis/pickleball courts by painting pickleball lines on two tennis courts at Bryant Adams Park. Following community interest in dedicated pickleball courts, staff brought a proposal to City Council on August 9, 2022 to convert two tennis courts into six dedicated pickleball courts. City Council voted unanimously to proceed. Shortly thereafter, work began on the conversion. At 11:00 a.m. on February 3, 2023, the inaugural opening was celebrated by Mayor Hal Rose and City Manager Tim Rhode. A friendly match between the two encouraged a group of local pickleball players to join in and start their opening round of play on the new courts. 5C - 2 March 8, 2023  AGENDA ITEM March 8, 2023, Parks and Recreation Advisory Board Meeting Approved for Submittal By: ________________________ Tom Bradford, Assistant City Manager To Be Presented By: ________________________ Tom Bradford, Assistant City Manager To: Parks and Recreation Advisory Board Members From: Tom Bradford for Rich Boprey, Parks and Recreation Director Date: March 8, 2023 SUBJECT Home Depot Grant Project. RECOMMENDATION Assistant City Manager recommends that the Parks and Recreation Advisory Board: Receive status update on Home Depot Grant Project. 5D - 1 March 8, 2023  FISCAL IMPACT There is no fiscal impact to the city to accept grant funding and volunteer work from Home Depot. DISCUSSION On December 7, 2022, the city was notified by Home Depot that the Home Depot Foundation awarded West Melbourne with $5,150 in grant funding for improvements and beautification at the Veteran’s Memorial Complex. The local Home Depot previously funded and constructed a beautiful memorial for West Melbourne Police Department Captain Carlos Navedo at the West Melbourne Police Department in June of 2022. The initial concept for the Veteran’s Memorial Complex project was to construct new bleachers, canopy shade structure and viewing benches surrounding the tennis and pickleball courts. Following some challenges in engineering for the bleachers, the organization is considering an alternative approach to eliminate the bleachers and instead construct more substantial benches inside the courts for visitors and spectators. 5D - 2 March 8, 2023  AGENDA ITEM March 8, 2023 Parks and Recreation Advisory Board Meeting Approved for Submittal By: _______________________________________________________ Tom Bradford, Assistant City Manager To Be Presented By: Sandi Wood _______________________________________________________ Sandi Wood, Parks & Recreation Special Projects Coordinator To: Parks and Recreation Advisory Board Members From: Rich Boprey, Parks & Recreation Director Date: March 8, 2023 SUBJECT Receive Updates on upcoming events RECOMMENDATION Special Projects Coordinator recommends that the Parks and Recreation Advisory Board: Receive updates on Upcoming Events FISCAL IMPACT None 5E - 1 November 9, 2022 DISCUSSION As of the last Parks & Recreation Board Meeting on Jan 11, 2023 the following events have been scheduled. ATTACHMENTS 1. Flyer for Highway 1 Band – Mar 3, 6-8 pm 2. Flyer for StoryWalk in the Park – Mar 9, 4-6 pm 3. Flyer for Community Market – Mar 12, 10 am – 2 pm 4. Flyer for Seniors Day at the Park – Mar 17, 10 am – 2 pm 5. Flyer for StoryTime in the Park – Mar 21, 10:30 – 11:15 am 6. Flyer for Sense-Sational Sundays – Mar 26, 10 am – 2 pm 5E - 2 November 9, 2022  ATTACHMENT 1 5E - 3  ATTACHMENT 2 Thursday, March 9, 2023 4:00 pm – 6:00 pm Field of Dreams Park, West Melbourne Free for all ages ……Happily Ever After! 5E - 4 Once upon a time…… Any person requiring special accommodations to participate in any class or event due to a disability may arrange for accommodations by contacting the location at which the event is held at least seven days prior to the event. This flyer is intended to be ephemeral in nature, as a result if you need 508 compliant information contact the location and it can be provided.  ATTACHMENT 3 West Melbourne F L O R I D A � @jJ • � \Wl�Q 5E - 5  City of West Melbourne ATTACHMENT 4 Seniors Day at the Park Creating Memories - 3rd Friday of each month. 5E - 6 For more information please call: Ivey Gonzalez 321-327-6606  ATTACHMENT 5 5E - 7  ATTACHMENT 6 0 •. - O o ��@D@u�& D@(R] �@@CLOD�@@ oo _______ s_ su�o The par'k will be open for chHdlren and families i irn !Brevard with s.p,ecial needs.. Thi's is intended for ·f .amiUes 1 who may need sensory sensi'tiv,e tim1e at the park with less s.timuU. The Field of Dreams Sunday,. Ma1rclh 26 10am-2pm S NSORY ACTIVI S HAND CAP ACCESS BLE PLAYGROUND IME□ NTRY - RSV REOU RED West Melhourn.@• f L O R I D A � 5E - 8  AGENDA ITEM March 8, 2023, Parks and Recreation Advisory Board Meeting Approved for Submittal By: ________________________ Tom Bradford, Assistant City Manager To Be Presented By: ________________________ Tom Bradford, Assistant City Manager To: Parks and Recreation Advisory Board Members From: Tom Bradford for Rich Boprey, Parks and Recreation Director Date: March 8, 2023 SUBJECT Playground Inspector Certification. RECOMMENDATION Assistant City Manager recommends that the Parks and Recreation Advisory Board: Receive status update on playground inspector certification. FISCAL IMPACT Florida Recreation and Park Association Playground Safety Inspector training and certification course $585.00. 5F - 1 March 8, 2023  DISCUSSION A Parks and Recreation team member attended a three-day training course in February conducted by the Florida Recreation and Park Association to become a Certified Playground Safety Inspector (CPSI). The CPSI certification program provides the most comprehensive and up-to-date training on playground safety issues including hazard identification, equipment specifications, surfacing requirements and risk management methods. Test results are not yet available; however, we look forward to having a certified inspector on staff. By having a certified inspector on staff, we bring a new level of professionalism to the safety and maintenance of the city’s parks and recreation equipment enjoyed by residents and visitors. 5F - 2 March 8, 2023  AGENDA ITEM March 8, 2023, Parks and Recreation Advisory Board Meeting Approved for Submittal By: ________________________ Tom Bradford, Assistant City Manager To Be Presented By: ________________________ Tom Bradford, Assistant City Manager To: Parks and Recreation Advisory Board Members From: Tom Bradford for Rich Boprey, Parks and Recreation Director Date: March 8, 2023 SUBJECT Parks Master Plan Scope of Services. RECOMMENDATION Assistant City Manager recommends that the Parks and Recreation Advisory Board: Review, discuss and provide comments on the draft Parks Master Plan scope of services. 6A - 1 March 8, 2023  FISCAL IMPACT There is no fiscal impact for discussion and comment on Parks Master Plan scope of services. DISCUSSION On May 11, 2022, the Parks and Recreation Advisory Board considered a proposal by city staff to support a formal study being conducted that would identify the most suitable enhancements for the municipal park space available (excluding the previously master planned West Melbourne Community Park) and allow for the development of a master plan that will provide a roadmap for implementation of the recommended enhancements. Following discussion, the Parks and Recreation Advisory Board supported budgeting for and conducting such a study. Subsequently, a request was made and approved by staff to have a Parks Master Plan included in the fiscal year 2022-2023 budget. This request was supported by City administration and ultimately adopted by City Council on September 21, 2022. Staff has prepared a draft scope of services and are seeking Parks and Recreation Advisory Board comments prior to posting publicly for proposals. Attachments: Draft Parks Master Plan Scope of Services 6A - 2 March 8, 2023  City of West Melbourne Parks Master Plan RFP Scope of Services The following scope of services is presented for consideration and development of proposals. Some elements identified below may be eliminated or modified for this particular project. Final elements will be determined following selection of the consultant. The cost to prepare the proposal and travel to project interviews shall be the full responsibility of the proposer. PURPOSE The City of West Melbourne Parks and Recreation Department focus is to provide the public, both residents and visitors, with unique recreation experiences. The City’s parks, open space, and recreation facilities contribute to the health of the community’s residents, enhance the integrity and quality of the natural environment, and attract visitors to the community, thereby contributing to local tourism and economic development. To optimize the City’s existing parks and recreation resources and assets, as well as strategically plan for the future, the City is interested in preparing a Parks and Recreation Master Plan. The master planning process is designed to inventory existing Parks and Recreation assets, identify Parks and Recreation elements that are desired by the community and provide a roadmap that the City of West Melbourne can utilize to ensure community resources will be dedicated to Parks and Recreation programs and facilities that are desired by and will be utilized by citizens. Because the West Melbourne Community Park was previously master planned, it will be excluded from this study. This Scope of Services is organized into the following tasks: Task 1 – Project Kick-Off & Initial Site Visit Task 2 – Existing Conditions & Inventory of Parks System Assets and Programs Task 3 – Conduct Gap Analysis/Needs Assessment • Parks Connectivity and Trail System Study • City-wide Sidewalk Gap Analysis Task 4 – Public Involvement • Meetings with Parks Department • Meetings with Parks and Recreation Advisory Board • Conduct Community Focus Group Meetings and Presentations Task 5 – Development of Vision, Goals and Objectives Task 6 – Concept Plans Task 7 – Master Plan Development PROJECT TIMELINE It is the intent of the City, subject to the recommendations of the selected consultant, to present a Conceptual Master Plan for this project prior to June 2023 and to present a Final Master Plan for City Council consideration and Adoption prior to October 2023. Task 1 – Project Kick-Off & Initial Site Visit Project Kick-Off Meeting 6A - 3 The Consultant will facilitate a kick-off meeting with key City staff to receive available information related to the project, identify and discuss any technical and policy issues, coordinate staff/Consultant responsibilities, and refine the project schedule. Task 2 – Existing Conditions & Inventory of Parks System Assets and Programs The Consultant shall document current conditions of the City’s parks system and assets and develop a comprehensive inventory of the City’s existing parks and recreation facilities that includes, but is not limited to, the following: • Park type and purpose • Park location (address) • Acreage • Inventory of facilities and amenities • Assessment of physical conditions and functionality • Available programs and events • Maps illustrating the location and each type of park • Maps illustrating pedestrian, bicycle and vehicular access to all City parks Task 3 – Conduct Gap Analysis/Needs Assessment The gap analysis and needs assessment provides a comprehensive view of the current and future parks, trails and open space needs in West Melbourne. Recognizing that different communities have different needs, the National Recreation and Parks Association recommends a systems approach when determining park adequacy. This method places emphasis on locally identified needs and desires rather than pushing a blanket standard that may or may not be responsive to community growth and desires. Pedestrian Gap Analysis The consultant shall conduct a city-wide pedestrian (sidewalk and trail) gap analysis to identify areas where connectivity could be improved to provide more connected pathways for pedestrians. The Consultant shall provide an analysis of existing trails in West Melbourne as well as the feasibility of expanding the trail system to provide more connectivity throughout the city. Needs Assessment The Consultant must prepare, distribute and evaluate a Needs Assessment (formal survey) to identify the assets and constraints of the existing system, identify standards for future development, and assess the current and future needs and priorities of the City’s parks and recreation system. The formal survey, whether developed as a mail-out document or a web-based survey, must include a structured, random sample of households within the City and individual neighborhoods. The Consultant must advise how the survey will be properly maintained, controlled and how survey duplications will be avoided. Summer months may result in low survey participation as some residents reside out of state during the summer months. The milestone schedule to be provided by the Consultant must address method(s) to achieve greatest participation. 6A - 4 The formal needs assessment survey will include but not be limited to questions formulated relative to the following topics: • Resident use of parks/facilities/programs • General questions about City of West Melbourne parks • What resident families do for recreation • Residents recommendations for improvements • The importance, benefit or influence of parks and recreation activities on residential life and sense of community • General information about resident/family completing the survey The results of this task are to be documented in the Parks and Recreation Master Plan to include but not limited to the following: • Prioritize demands and identify parks and recreation opportunities • Establish a desired identify/theme/brand • Establish level of service guidelines • Develop policy recommendations • Provide a strategic action plan Task 4 – Public Involvement This project shall include public involvement, with participation from City Council, City staff, City Advisory Boards (example – Parks and Recreation Advisory Board), community stakeholders and park users. Tasks shall include: • Assist City staff with developing and completing a public involvement process that encourages diverse participation. • Attend meetings to gather input and provide project updates. • Provide graphic and written information as required to support public outreach effort. Preparation of GIS information highly desirable. • The selected Consultant must be prepared to present project updates at City Council meetings and Parks and Recreation Advisory Board meetings at various stages of task completion (meetings may be held jointly or separate as determined by City staff and firm The kick-off to the public and participatory phase of this planning effort will re-evaluate, and re-affirm as appropriate, the community vision for the City of West Melbourne parks system. Particular emphasis must be placed on utilizing a diverse array of outreach methods, expanding the overall number of participants and age range of participants, facilitating participation by under-represented populations (seniors, children, youth, young adults, families, ethnic groups, low to moderate income neighborhood, etc.). The Consultant must be prepared to demonstrate how this will be achieved. Task 5 – Development of Vision, Goals and Objectives The Consultant will work with City staff and the Parks Advisory Committee to create a vision, goals, and objectives to address issues and needs identified during the master planning process. The vision and goals will create the strategic direction for the West Melbourne parks system. Goals provide a general end toward which West Melbourne’s organizational efforts should be directed. Goals are broad statements that typically address elements such as 6A - 5 safety, maintenance, design, inclusivity, etc. Objectives are the specific policies that work to make the identified goals a reality. We will hold one or more City Council workshops to discussion the vision, goals, and objectives. Task 6 – Concept Plans Concept plans will be provided for each park and recreation facility. The concept plans will be produced at a level of detail to identify and graphically represent major site components but not at the level of detail of schematic design or design development drawings. In addition, a trail concept will be developed for the West Melbourne Parks system. Planning-level cost estimates for major capital improvements will be identified in the concept plans. Task 7 – Master Plan Development and Implementation Strategy The Master Plan for the parks and recreation system of the City of West Melbourne should reflect the needs of the residents and visitors by setting standards for appropriate service, document a comprehensive graphic record of the process, and provide a guiding document for the future. The standards, through a strategic action plan should identify the essential facilities needed to provide and sustain the level of park and recreation services that are consistent with the Comprehensive Plan that are supported and desired by the residents and necessary to support the City’s residents and visitors. An implementation strategy for the recommendations made in the Master Plan should be included and prioritized based on demand. 6A - 6