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Exh 3B CITY OF ATLANTIC BEACH CITY COMMISSION MEETING RECREATION ADVISORY BOARD REPORT AGENDA ITEM: Bull Park Recommendation ~8 ~f-zG- 99 SUBMITTED BY: DeJean Melancon, Chairman BOARD MEMBERS: Present at the meeting were Ray Coleman, Phillip Corp, Peter Coalson, Scott DeButy, Steven Jenkins, DeJean Melancon. Absent was Barbara Hopson. DATE: April 26, 1999 BACKGROUND: The Recreation Advisory Board met on Tuesday, Apri120, 1999 to review and provide a recommendation on Bull Park development. At the directive of City Commission the Board was tasked with developing a clear and concise recommendation, receive citizen input and review design modifications with the project architect. The meeting was well attended with representation from the community (approx. 20 citizens), Genesis Group (design/project architect), Bull Park Sub Committee members, Mayor Shaughnessy, Mayor Fletcher and Commissioner Beaver. The Board considered the following .- factors in developing thpirs~commendation: ... ~• ... 1. Additional funding of 147K has been identified by Staff that can be used for funding the project (100K Convention Development Tax, 37.SK Cross FL. Barge excess funds, 9.SK Tree Fund). Benefit-this additional money is not part of the general fund. 2. Bull Park Sub Committee member, Cynthia Corey presented a "new plan" for Bull Park. Although visually appealing the plan included demolition of the current community center and construction and/or rehab of a new center. Board Members were concerned this approach would put the project back at ground Zero. 3. Board Members felt the current plan (Genesis Group) achieves the major objectives originally established by the Citizen Consensus Workshop held September 30, 1996. 4. 5. 6. 7. 8. Citizen input centered on providing a playground/recreational area. Partial development-breaking the project into stages should not occur. This would add approximately SOk to the project. Development should consider impact of the Stormwater Project. Final design drawings/project modifications should consider deletion of the Turf Field in Phase IV because of maintenance issues. Future consideration should be given to the purpose and use of the current community center. RECOMMENDATION: The Board voted unanimously for complete and one-time development of Bull Park per the plans developed by Genesis Group. With the exception of deleting the pole mounted lighting (21K). ATTACHMENTS: Bull Park Cost Estimate, CGI#3351-001 prepared 4/13/98 -.,..~-- ~/~~ ~~ BULL PARK Atlantic Beach, k'lorida Cost Esti ate ' • GGI# 3351-001 April 13, 1998 DEMOLITION $7,000.00 Asphalt /Concrete Removal - 9,570 SF $500.00 Equipment Removal, Relocation $3,100.00 Plant Material /Debris Removal PALM RELOCATION $1,900.00 19 @ $100/EA. PLAYGROUND A. Modified TimberforTn Play Structure $45,940.00 Metal Roof, Cedar Shake Panels B. Additional Recreation Equipment ,$6,630.00 C. Installation $16,281.00 ~' 1 n_1 LIGHTING $21,000.00 F _-~12 pole mounted 100H MH @ $1•,750/EA. 7 ground mounted uplights, 75W MH @ $475/EA. S3,325.00 ASPHALT OVERLAY $7,425.00 550 SY @ $13/SY GRADING / BERMING $1,913.00 225 CY Topsoil @ $8.50/YD CONCRETE CURBING Border Curb 250 LF @ $12.50/LF $4,615.00 Header Curb 190 LF @ $8.50/LF CONCRETE SIDEWALK ~ $5,740.00 850 LF @ $3.75 245 LF @ $6.25 (wBrick Band) 51,532.00 CONCRETE STAIRS $6,045.00 310 LF @ $19.50/LF J:1PR01~3351-0O1~ESTIL~ATE~78W s13•WF'D ( Bull ParklCost Estimate Apri113,1998 Page 2 INTERLOCKING CONCRETE PAVERS 2,475 SF @ $8.50/LF $21,040.00 MEMORIAL RELOCATION /CONSTRUCTION $3,250.00 TENNIS PAVILION $15,500.00 POSTAL GAZEBO $13,750.00 WIIITE PICKET SECURITY FENCE 325 LF @ $12.25/LF $3,982.00 BENCIiES 710.00 54 6 @ $785/EA. , PLANTING Palms ~~ 510,125.00 Tress S $4,750.00 Shrubs & Groundcover $18,766.00 Sub-Total 533,641.00 IRRIGATION $6,725.00 WATER FOUNTAIN $2,100.00 SIGNAGE & GRAPHICS $2,575.00 HEAT PUMP CONVERSION ~ $2,500.00 TOTAL COST ESTIMATE $242,719.00 CONTINGENCY 5% $12,i3G.00 TOTAL CONSTRUCTION COST $254,855.00 I:~F'RON351-0OI~ESTII~fA7E~9814i 13.WPD A special meeting of the Recreation Advisory Board was held Tuesday, April 20, 1999 in the t Adele Grage Community Center. Chairperson De7ean Melancon called the meeting to order at 6:15 P.M.. Present were: De7ean Melancon, Phil Corp, Ray Coleman, Steven Jenkins, Peter Coalson and Timmy Johnson. DeJean gave a welcome and because of the number of guests present went over some meeting rules: he informed everyone to complete a form if the wanted to speak, to sign in and that an agenda is on the table. DeJean stated the Board was redirected by the City Commission to consider being specific in the recommendation, besure to include input from Kelly Elmore, the Subcommittee and citizens and funding. The City Manager has identified three additional sources of funding which is $100,000 from convention development, $37,500 from the Florida Barge Canal and Tree Board $9,500. Ray motioned to modify the previous motion made and voted on at the previous meeting for re- discussion. _ There were three guests speakers: Kelly Elmore, Cynthia Corey and Rick Beaver. Kelly went over the plan and explained how the project got to where it is today. The process started with his meeting with Pete Dowling and Cindy Corey to the public charrette, approval and finally the bid process. The process cost estimate is between $250K and $275K and was done ~~ eleven months ago. Kelly was asked about the possibility of excluding the lights and he stated that they were included for safety, as decorations and security reason. In his opinion the lights can be removed, but the Board needs to make a decision on safety. Kelly addressed questions concerning trees and phasing the project. He stated that the double `palm trees were picked to stay with the character of the area and to create shade and keeping in mind space is important. Kelly informed the Board that phasing would be costly because of mobility, but if Ocean Blvd and East Coast Drive were going to be affected by the storm water project, the sidewalk and parking should wait. Cindy Corey, Chairperson of the Bull Park Subcommittee gave the Committee's report. Cindy passed out the Town Meeting consensus report and stated that the Committee met several times between August of 1995 and the winter of 1996. The three main issues discussed in the Town Meeting were the parking, playground and the community center. The Subcommittee felt these goals were not achieved by the current design. As an alternative to the current plan the Committee proposed a new plan with conceptual drawings. They proposed 100k for landscaping and recreation and an additional $150K for rehab or building of a new center. Cindy passed out a conceptual drawing of a revised community center. Michael Dunlop assisted with the design. The Subcommittee is requesting time to develop the concept (90 days). Cindy also presented an additional conceptual drawing of the park. The Subcommittee is ongoing organization which had taken a break. Committee members Ann Winfree, Cindy Corey, Pete ~., I Dowling, John Bell, Joanna Fletcher and Kazen Mastroianni met and came up with recommendations. Ray Breault stated that no one contacted him. ~' Mayor Shaughnessy read the Subcommittee's initial recommendations as follow: A Memorial Park, expand playground area, relocate Memorials, Community Center changes, outdoor theater space, Central Plaza with Memorial theme and seating, sidewalk changes for better access for front of building to rear, plaza in front of building with a fountain, sidewalk to cut across green space, relocate several palm trees, relocate mailbox and newspaper stand, landscaping, tennis court remains, but landscaped with joint tennis and playground shelter, replace parking on East Coast with parallel parking, eliminate sidewalk on East Coast, play area will include climbing structure, play gym, seesaw, swing, merry-go-round, water fountain, basketball court, benches, shade. Patricia Goelz stated that the information the Ma or read is in the lan. Y P Former Mayor Fletcher gave his opinion of the process and stated that cost is a factor. He suggested working from the base plan, address rehabing the rear of the building and trimming the cost. Mayor Shaughnessy stated that the building was phase two of this project. Mayor Shaughnessy stated that the building was intended to be phase two of this project. Scott added that the plan has been discussed in detail. Mayor Shaughnessy informed the Board that using the funds identified by the City Manager to rehab the building seems logical. Commissioner Rick Beaver went over the history of the area and showed pictures. He informed the Board that as a citizen he liked Genesis plan and recommends looking at the playground to the memorial Plaza area. Mayor Shaughnessy made a point of order, which as in her comments `ccinceraing phase two. She is not talking about phasing the park, phase I is the plan and phase II is the building. JP Mazchioli expressed that the project should not be bid as unit prices. He added that it is important to get a bid in therefore, the City will have dollar amount to go by and can negotiate with the Contractor. Ann Winfree stated that she is not sure what will come out of the Recreation Board meeting, but in Committee things change. She request giving the Committee more time and expressed that the plaza seems out of place and to reapply the consensus information. Fran Beaver expressed that both plans are nice and is in favor of doing something with the building. She also suggest getting private donations. Fran stated that phasing the building and the pazk does seem like the wisest thing to do. Patricia Goelz informed the Board that a prior motion was not to include lights and to add community built playground companies to the bid list. She recommends not cutting hedge and rehab rear of building. Ray Breault stated that he lives next door and has viewed the use of the park and building. It took several years to get to this point and trying to add the building will take longer. He recommends rehabing the building in phase two. Hope VanNortwick informed the Board that the Tree Board is identifying historical trees; therefore, she recommends not relocating the palms. Pete Dowling said that citizens have offered their time and has come up with a conceptual plan that will stay within the budget. He recommends completing the park in one phase and giving the ninety day delay. Former Mayor Fletcher added that he supports the ninety day delay requested by the SubComittee, but the children's play area needs to be done. He does not support eliminating the existing plan. Kelly informed the Board that the City Commission signed offon the plan twice. He is not in love with the plan and was informed to design this park as maintenance free as possible. He recommends not delaying the project. Dorthy Kerber recommends not spending $250K on this project, to stay within the budget of $103K. Removing the palms seem h3ce over kill as well as the plaza. A material more durable than wood should be used. The park should be user friendly, shaded and have a play area. Cind Core added that the buildin should be added to existin lan. Y Y g gP ~~ Mayor Shaughnessy stated that funds continue to come in for projects different ways. They City is given funds for park use on an annual bases Barge Canal funds and Duval County has given 'funds, she also informed the Board that the budget year runs from October 1 to September 30. There was a ten minute recess at 8:10. De7ean Melancon called the meeting back to order at 8:20 P.M.. Ray stated that $21 K can be saved by eliminating the overhead lighting and if the storm water project could do the parking more money can be saved. He is in favor of moving forward with the project. Phil feels that it is important to complete the existing plan; therefore, the kids can get back in the Park. Scott informed the Board that he hlces the idea of enhancing the building, but this project should not be delayed because of the building. The building should be phase two and it is important that we move forward. Peter concurs with Scott and feels that money is available and should be spent on existing plan. The project should not be delayed because of the building. He is in favor of completing the project and not limiting the amount. Briefly, Steven stated that there is a project plan, design and bid documents. They represent the citizens view. The confidence to obtain the required funding is high. Rehabing the building will happen and between now and construction minor changes may take place. DeJean read the prior motion as follow: the Recreation Advisory Board recommends budgeting $160,000 to substantially complete phase one and phase three of the project. Motion made by peter Coalson and seconded by Ray Coleman. ~ ~~ Scott stated that eliminating the overhead lights would save money. Kelly Elmore added that the specs for the playground are designed for a volunteer project. Ray Coalman motioned to approve the entire existing plan excluding overhead lights. Scott seconded and the motion carried. DeJean motioned to adjourn the meeting at 8:40 P.M.. Steven seconded and the motion carried. ~' ,~ ~--~ CITY OF ATLANTIC BEACH CITY COMMISSION STAFF REPORT AGENDA ITEM: Funding Sources for Bull Park Project DATE: Apri120, 1999 SUBMITTED BY: David E. Thompson, Carty Manager BACKGROUND: At the April 12, 1999 City Commission Meeting, staff was instructed to "find" $150,000 that could be used to fund the Bull Park Project. To that end, the Finance Director has prepared a memorandum dated April 15, 1999 that identifies appropriate funds for this project. The memo is self-explanatory, and it identifies restricted funds, not general fund money, that can only be spent on specific types of projects. t RECOMMENDATION: There is no reason to take any action on this funding until the Bull Park Project has been approved and gone to bid, and the City is _ ready to award the construction contract. At that time, a budget adjustment would be appropriate when the construction contract is awarded. ATTACHMENT: See Attachments from Finance Director Nelson Van Liere REVIEWED BY CITY MANAGER: AGENDA ITEM NUMBER: CITY OF ~ ~~i,°cuztie z eae~ - ~~CVUda MEMORANDUM Date: Apri120,1999 To: David Thompson, City Manager From: Nelson Van Liere, Finance Director(? Re: Potential sources of revenues for Bull Park 800 SEbiINOLE ROAD ATLANTIC BEACH, FLORIDA 32233-5445 TELEPHONE (904) 247-5300 FAX (904) 247-5805 SUNCO~i 852-5800 As you requested, I have identified some potential funding sources which maybe used for funding Bull Park improvements over the currently designated $103,000. It was my understanding the City Commission wished to locate an additional $147,000, bringing the total 1 for construction to $250,000 for the park improvements. The current $103,000 is a designated amount that, with a budget resolution, can be appropriated from the Governmental Capital Project Fund. This cash is available now and was originally transferred to the Governmental Capital Project Fund from the General Fund. Potential Funding for the additional 5147,000: To the extent that the construction requires the purchase and planting of shade trees, those costs could be funded with the Tree Replacement Fund. Currently the balance available is $21,478. As you will recall, at the recreation workshop, the commission reversed their decision to fund a Russell Park building to replace the trailer. The funding for that was located in the Convention Development Tax Fund of $100,000. Resolution 91-5, Section 1, allows for the use of these funds for pazk development and, upon verification of the City attorney, these funds could be re-appropriated to fund this recreation project. • Also, you will find in the current budget $35,916 budgeted for receipts of Cross Florida Barge Canal funds. It was reported to the City Commission in the recreation workshop that we actually received an unexpected allocation of $73,413. The difference is $37,497 which was available for recreation purposes and was not previously budgeted. f The Governmental Capital Project Fund is where the original $103,000 was designated and the additional bazge canal proceeds were deposited. I want to bring to your attention that the budget for Tresca is partially funded with a reimbursement grant. There is the potential that between the time the money is spent and the reimbursement received, the General Fund may supply the cash in the form of a temporary loan called a "due from". This would show up in the financial statements as an internal loan at year end only if the funds were spent this year and had not been reimbursed by yeaz end. When the funds are received, the loan would be eliminated. This is typical when dealing with reimbursement grants. Recommendation: My recommendation for potential funding of the Bull Park improvements would be as follows: • Appropriate through a budget resolution the portion of the Capital Project Fund already designated of $103,000. • Re-appropriate the $100,000 of Convention Development Tax funds. • Appropriate the excess Florida Barge Canal funds of $37,497. • Appropriate $9,503 of the Tree Protection funds for the balance. The Convention Development Tax funds and the Tree Protection funds would require a transfer of those funds to the Governmental Capital Project Fund where all funding would be pooled to pay for the project from one account. I do want to make it clear that this will bring the project total to approximately $267,000 due to the funds already spent on design. If it is the Commission's intent to limit the project to $250.000 including design, then some portion of anv of the above funding maybe reduced. I would also propose that the resolution amending the budget be deferred until bids are awazded and funding requirements are better known. t RESOLUTION 91- S A RESOLUTION OF THE CITY OF ATL~.NTIC BE.?C:i, FLORIDA, AUTHORIZING THE USE OF CONVENTION DEVELOPMENT TAX REVE~iUE FOR CERTAIN PUtZpOSES, PROVIDING A1'i EFFECTIVE DATE. 4v'~iERE.?S, the City of Atlantic Beach receives convention ' development tax revenue from the City of Jacksonvi 11e which is collected pursuant to Florida Statutes 212.0305, and WHEREAS, the City of Atlantic Beach is unable to use such revenue for any purpose authorized by Florida Statutes 212.0305(4)(x)3, which are as follows: a. To extend, enlarge, and improve existing tiublicly awned convention centers. b. To construct a multipu=pose convention/coliseum/exhibition center or the maximu- ccm:onents thereof as funds permit. C. TO aCC_L'1re, COI75truC:., e:{ler.~, e:::crCc, remodel, repair, imDrOVe, Or .;,ai ntalri Cne Gr ICiCrc COI'ivc:'iti Q% centers, Stcdi um5, exhib~ ~ionralls, arenas, CO~i SeL`.:~5, of ~. auditoriu.;,s . 1 ~fOSv THEREFORE, be it resolved by the City C~mmiss?on of the City of Atlantic Beach as follows: Section I. The convention development tax revenue may be used to acquire and develop municipal parks, lifeguard .._ st~i.ions, cr athletic fields. . Section 2. This Resolution shall tare effect immediately upon its final passage and adoption. PASSED by the City Co < <ission of Atlanti c Beach, Florida, this l:th day of February, 1991. Attest: ~`~ M?UREEN KI,tG City Clerk Approved as to form and correctness: ~2iL. CG~C ~jALAN C . J S 1, ESQUIRE City Att ey_ ~~ Apri122, 1999 To: The Honorable Mayor and City Commissioners From: Maureen King, City Clerk ~~-. Subject: Agenda Item 3C 800 SEAtINOLE ROAD ATLANTIC BEACH, FLORIDA 32233-5445 TELEPHONE (904) 247-5800 FAX (90.3) 247-5805 SUNCO\t 852-5800 At this time the back-up documentation and staff recommendation on this item is being reviewed by the city Attorney. If it is ready, we will hand deliver it to you tomorrow; if not, the City Manager will present it on Monday night. .