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CITY MANAGER/CITY COMMISSION WORKSHOP AGENDA
MONDAY, MAY 16, 2011 6:00 PM
- CALL TO ORDER
- ROLL CALL
- PLEDGE OF ALLEGIANCE
- PRESENTATIONS AND REPORTS
- Presentation of the Parks and Recreation Summary Report - See Backup
- Presentation of the Police Department Quarterly Report - See Backup
- Discussion of Utilities & Engineering Construction Projects - See Backup
- CONSENT AGENDA
- Approval of Draft Minutes - City Commission/City Manager Workshop of April 13, 2011
- CITY BUSINESS
- Presentation of Final Parks Conceptual Master Plan Designs (City Manager) (See Backup) BP#012/08
- Pursuant to Chapter 23, Section 23-107(5), Exception to Bid Requirements, Hallandale Beach Code of Ordinances, Request Authorization to Enter Into an Agreement with Ballard King and Associates in an Amount Not-To-Exceed $40,500 for the Development of a Parks and Recreation Operations and Management Planning. (City Manager) (See Backup) BP#012/08
- OTHER
Item #6A.
May 16, 2011
CITY OF HALLANDALE BEACH, REGULAR CITY COMMISSION MEETING
Date:April 29, 2011
Director’s Name: Mark Antonio
Department: City Manager
Subject: Presentation of Final Parks Conceptual Master Plan Designs BP#012/08
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Information
Requested Action
MOTION TO CONSIDER AND APPROVE a conceptual design for each park to be incorporated into the Final Citywide Parks Master Plan.
Why Action is Necessary
Staff seeks City Commission selection and approval of a single conceptual design for each City Park as a necessary step for project completion.
What Action Accomplishes
The action will finalize the conceptual designs of the Parks Master Plan to create the Final Summary Report and full Citywide Parks Master Plan which will be presented for consideration and adoption by the City Commission at the Juc ly 14, 2011 Special City Commission Meeting.
Is this Action Goal Related
This agenda item is related to the City’s Strategic Priorities of (1) Livable Community by providing a community where residents feel and are safe; where quality, affordable leisure and educational opportunities and activities are provided; and where diversity is strengthened and celebrated and (2) Excellence in Government by ensuring that the local government values and supports community input and participation; and is effective in its management of human resources, tangible assets and fiscal responsibilities.
Previous Action Taken
Five (5) community forums were held beginning December 2008 through February 2009 to gather input from residents and businesses. On March 3, 2010, the City Commission awarded a contract to Bermello Ajamil & Partner, Inc (B&A), for the Development of the Citywide Parks Master Plan. In July 2010, City staff and B&A held five additional Community Meetings in addition to the individual meetings with Commissioners, a separate staff workshop, surveys, online feedback form, and other mediums were disseminated to gather input. The proposed conceptual designs and the Needs Assessment/Analysis was presented to the City Commission on December 14, 2010. On February 16, 2011, the City Commission directed staff to wait on the installation of a Dog Park at Scavo Park until the adoption of the Parks Master Plan. An additional four (4) community meetings were held during March 2011, to present the preliminary conceptual designs to the community.
Summary Explanation/Background
STAFF RECOMMENDS APPROVAL OF THE ABOVE MOTION.
In 2007, the City of Hallandale Beach purchased the land adjacent to the east side of Bluesten Park for its expansion. At that time it was realized that a comprehensive parks master plan was necessary for the entire City and its parks. A staff working group was formed to undertake an analysis of the parks system, its amenities, facilities, and programs. Five community forums were held beginning December 2008 through February 2009 to gather input from residents and businesses. In March 2009, proposals were requested from firms to create a Citywide Parks Master Plan. The proposals were evaluated, with final award by the City Commission to Bermello Ajamil Partners, Inc. in March 2010.
In July 2010, City staff and B&A held five (5) additional Community Meetings to gather additional input from the residents and business, in addition to the individual meetings with Commissioners, a separate staff workshop, surveys, online feedback form, and other mediums were disseminated to gather input. Concurrently, B&A, through Ballard King and Associates began collecting information for the Needs Assessment/Analysis portion of the Parks Master Plan. The Needs Assessment/Analysis and preliminary conceptual designs were presented to the City Commission in December 2010. Following that meeting, an additional four (4) community meetings were held during March 2011, to present the preliminary conceptual designs for comments and feedback from the community. As a result of the information received, the final conceptual designs have been reduced to one to two designs per park for final City Commission selection. (See attached Exhibit 1).
In addition to the attached Final Conceptual designs, also attached is a very conservative operational estimate for all parks based on the attached improvements (Attached Exhibits 2, 3, and 4). The attached exhibits are in addition to the estimated construction estimates that appear on the conceptual designs.
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Fiscal Impact
Fiscal Impact/Cost Summary:
The fiscal impact for the full project will be determined upon approval of the conceptual designs and presented to the City Commission as part of the Final Summary Report and full Citywide Parks Master Plan during the July 14, 2011 Special City Commission.
The City has been setting aside funding for the Parks Master Plan in Project # 086302. A total of $7,291,112.84 currently exists in the project. Approximately $5.17 Million of that funding is the balance of the 2007 Florida Municipal Loan Council Bond the City obtained for Parks Improvements.
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Attachments:
Exhibit 1 –Conceptual Designs
Exhibit 2 - Hallandale Beach Master Parks Plan Operations Estimate Summary
Exhibit 3 - Hallandale Beach Master Plan Operating Budget (excel)
Exhibit 4 - Hallandale Beach New Facilities Operating Budget (excel)
05/16/11
Item #6B.
May 16, 2011
CITY OF HALLANDALE BEACH,CITY COMMISSION/CITY MANAGER WORKSHOP
Date:April 29, 2011
Director’s Name: Mark Antonio
Department:City Manager
Subject: Pursuant to Chapter 23, Section 23-107(5), Exception to Bid Requirements, Hallandale Beach Code of Ordinances, Request Authorization to Enter Into an Agreement with Ballard King and Associates in an Amount Not-To-Exceed $40,500 for the Development of a Parks and Recreation Operations and Management Planning. BP#012/08A
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Information
Requested Action
MOTION TO APPROVE:
- Pursuant to Chapter 23, Section 23-107 (5), Unique Circumstances, the City Commission findsthe retaining of Ballard King and Associates a Unique Circumstance and authorize the City Manager to select Ballard King and Associates for the Parks and Recreation Operations and Management Planning; and
- To authorize the City Manager to execute Agreement with Ballard King and Associates (Ballard King) for the Development of a Parks and Recreation Operations and Management Planning in an amount not to exceed $40,500; and
- The City Manager to establish the appropriate accounts to implement the project.
Why Action is Necessary
Pursuant to Chapter 23, Section 107(5), Exception to Bid requirements, Unique Circumstances, the City Commission may award an agreement where the Commission finds unique circumstances to establish competitive bidding is not in the best interests of the City.
What Action Accomplishes
The action will authorize the City Manager to enter into a Professional Services Agreement with Ballard King to develop and implement the findings and recommendations of the Citywide Parks Master Plan needs assessment by developing an operation and management plan for the Parks and Recreation Department.
Is this Action Goal Related
This agenda item is related to the City’s Strategic Priorities of (1) Livable Community by providing a community where residents feel and are safe; where quality, affordable leisure and educational opportunities and activities are provided; and where diversity is strengthened and celebrated; and (2) Excellence in Governmentby ensuring that the local government is accountable, accessible and transparent in its operations; communicates effectively both internally and externally; values and supports community input and participation; and is effective in its management of human resources, tangible assets and fiscal responsibilities.
Previous Action Taken
On March 3, 2010, the City Commission awarded a contract toBermello Ajamil & Partner, Inc (B&A) for the Development of a Citywide Parks Master Plan. Part of that plan incorporates a needs assessment and analysis. Ballard King was B&A’s subcontractor which performed that needs assessment/analysis.
Summary Explanation/Background
STAFF RECOMMENDS APPROVAL OF THE ABOVE MOTION.
As part of the Citywide Parks Master Plan, Ballard King, as a subcontractor of B&A, performed a needs assessment/analysis of the City’s programs including those from Parks and Recreation, Human Services and the Police Athletic League and the City’s parks and their facilities. The needs assessment (see attached Exhibit 1) reported on several topics including:
System Wide Observations
Department Organization
Budget
Issues
Future Operations and Maintenance Standards
Funding
Current Recreation Programs
General Assessment
Recommendations
The objective of the Operations and Management Plan is to provide guidance, assistance, and review of parks and recreation operations and management and assist the Parks and Recreation Department with the development of the mechanisms, listed below, by providing planning, timelines, and results evaluation. Implementation of those recommendations from the needs assessment and finding will include the development of the following (further detailed in attached Exhibit 2):
- Overall Service Plan
- Recreation Program Planning
- Staff Development
- Budget Development & Management
- Maintenance Planning
- Technology
- Marketing Plan
- Operations plans
- Safety and security
- Facility management contract review
Staff recommends approval to hire Ballard King to develop an Operations and Management Plan for the Parks and Recreation Department. Ballard King has completed extensive research and possesses the requisite background knowledge of the City and the Department as a result of the Citywide Parks Master Plan Needs Assessment. This knowledge provides the base of information needed to complete the operation and management plan without additional expense to the City. The estimated time frame for completion of the study will be sixteen months.
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Fiscal Impact
Fiscal Impact/Cost Summary:
Ballard King and Associates, proposal is for a total cost of $ 40,500.00. If approved, funding in the amount of $40,500.00 is available in the Project #086302, Parks Master Plan Project, in Account # 348-6520-519.66-29 Improvements and Extensions.
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Attachments:
Exhibit 1 – Citywide Parks Master Plan Needs Assessment Summary Report
Exhibit 2 - Draft Agreement between the City of Hallandale Beach and Ballard King Associates for the Development of Parks and Recreation Operations and Management Planning.
05/16/11