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2021-01-04 RAC Minutes Minutes of the Recreation Advisory Committee held on January 4, 2021. Members present: Sandra Carro Christian Dunham Alise Henry Michael O’Hara Gayle Mercado Lisa Sotir Natasha White Members absent: Kendra Borja Jacqueline O’Donnell Also present: Angela Dorney, Recreation Director Jacquelyn Villagran, Recreation Superintendent The meeting was called to order at 7:00 p.m. At this time self-introductions were made. Corrections to the minutes of the December 7, 2020 minutes. Page two, Paragraph one, Line two; add guidelines ‘of Miami-Dade County’. Page two, Paragraph four, Line two; add ‘Ms. Henry suggested advising the public that it is a Department of Health issue’. Page two, Paragraph four, Line four; add ‘A ceremonial public ribbon cutting is needed for the grand opening.’ Page three, Paragraph three, line ten; add travel ‘sports’/swim team. Ms. Carro made a motion to approve the minutes of the December 7, 2020 meeting with corrections. Motion seconded by Ms. Sotir and unanimously approved. Ms. Dorney announced that the Village received an operating permit from the Department of Heath for Wild Waters and the Building Department then issued a certificate of occupancy. The aquatic center usually opens their water park the week before Easter, but this year it will depend on the guidelines issued from Miami-Dade County. Private pools were open this past summer, but all municipal pools remained closed. Many recreation departments in both Broward and Miami-Dade County are still not offering programs. Mr. O’Hara suggested looking into a ribbon cutting ceremony for Wild Waters now so the public knows that it is complete with a proposed opening. Ms. Carro suggested having an online app for reserving a lane with a specified time limit for cancellation. Ms. Carro said that if all the lanes are reserved and people do not show up, the pool is losing revenue from someone who could reserve a lane. It was noted that Webtrac does not allow for reservation of swim lanes. Mr. O’Hara suggested the pool have a policy if a person does not show for a reserved lane, they should not be allowed to reserve future lanes for a specified time period. Ms. Dorney said the main issue is that the pool offers lap swim passes. Mr. O’Hara asked for a recap of the capital projects that were frozen in 2020. Ms. Villagran said the window treatments and new doors were frozen. It was noted Ms. Villagran stated at the December meeting that security cameras were installed at the Community Center and Field House in 2020. Ms. Dorney added that these items have not been eliminated but rather the funding for capital projects was frozen to guarantee there was money in the general fund for FY 2020. Mr. O’Hara said the Village website only showed the proposed capital projects for FY 2021 and not just the FY 2021 schedule. Ms. Dorney explained that the Council only approves funding for the upcoming fiscal year. The additional capital projects are a wish list but the funding is not approved. Mr. O’Hara disputed this and said Council was adopting the 5-year capital plan to be included with the Village’s consolidated plan. Ms. Dorney reiterated that the only projects that are approved are for the upcoming fiscal year. Money is reserved for future projects years ahead. Mr. O’Hara said the Village is allocating funds for certain activities. Ms. Dorney said funds for certain items such as police cars that are scheduled for replacement are allocated. Mr. O’Hara created a 5-Year Capital Improvement Schedule for the recreation department mimicking the comprehensive plan that the Village submitted to the State, which he distributed to everyone. Mr. O’Hara commented that the following listed items were not discussed with the Committee: thermal pool covers for FY24; Tot Lot equipment, Field House roof replacement and starting blocks at the pool for FY25 were also not discussed. Mr. O’Hara noted that at the last swim meet the starting blocks were in great condition. Ms. Dorney said these are projects to set money aside for but capital projects change yearly depending on needs. Mr. O’Hara did not agree. Ms. Dorney added that the Finance Director could provide a memo to the Committee to this effect. Mr. O’Hara said he would like to see a memo. Ms. Dorney recapped the capital projects for clarification; the water cannon is an aerator that keeps the lap pool cooler during summer months. The mobile shade unit is a portable tent on wheels and can be moved easily to keep kids cool during the summer. The community center electrical room renovation refers to the wood enclosure around the electrical panels located on the basketball courts, which needs to be replaced. The laser level/verticut main tot lot field refers to laser leveling the fields on the north side adjacent to the tot lot. The thermal pool covers help to keep the pool temperature regulated during cold weather and wear out every 5- 7 years. It was noted that the equipment at the tot lot is breaking and cracking and the Astroturf needs to be redone. The field house roof is beginning to leak and needs to be replaced. The community center roof also will need to be fixed. The community center gym/court restroom refers to the restrooms between the courts and the auditorium; they’re functional but old. Mr. O’Hara said the restroom with more use is the one inside the lobby and should be prioritized. Ms. Dorney said the outdoor restrooms are used by everyone during the basketball program as well as the gymnastics program. Mr. O’Hara noted that in capital for 2019, the main restrooms inside were given priority but Councilman Loffredo asked that priority be moved to the field house restrooms. Ms. Dorney said the problem with the field house restrooms is that in order to do them everything will need to be brought up to code and will triple the estimated costs. The starting blocks at the pool are the original ones from 2000 when the pool opened so it is anticipated that within 5 years they will need to be replaced. Mr. O’Hara noted that most of these capital items are maintenance and not capital improvements and expressed concern that no improvements are being made to the community center. Mr. O’Hara does not agree that these items need to be prioritized and that items are prioritized without the Committee’s approval. Ms. Dorney reiterated that the Council and Mr. Benton decide which items are prioritized. Mr. O’Hara said the Committee members are appointed by the Council to be their eyes and ears so items should not bypass the Committee before going to Council or the Village Manager. They should go from the department head to the Committee and from the Committee to the department head to the Village Manager. Ms. Dorney said the Committee is an advisory board, not a governing board. Ms. Dorney said she advised Mr. Benton of all of the Committee’s suggestions for capital but Mr. Benton makes the final decision. Discussion turned to the water cannon at the aquatic center. Mr. O’Hara said this item was never discussed with the Committee. Ms. Dorney said that over the summer, there were problems cooling the pool and the previous water cannon was broken. Mr. O’Hara is not disputing the need for one, but rather that the Committee was not able to weigh in. Mr. O’Hara added that Ms. Dorney is incorrect and that the recommendation should have been brought to the Committee. Mr. O’Hara said that the responsibility of the Committee is not to listen to reports and that the chair should be aware of items before the upcoming meeting. Ms. Dorney said this is not applicable to the Committee; this appli es only to quasi-judicial boards, which has been verified by the Village attorney. Mr. O’Hara disagreed. Ms. Henry inquired if there is an issue with bringing the information to meetings and presenting it for any possible objections. Ms. Dorney said that the Committee had not met in over seven months and there is a fine line deciding if the Committee needs to know about certain items; daily decisions cannot be made in this manner. Ms. Henry agrees with everyday decisions, but decisions on capital projects should be run by the Committee, even only to notify what was submitted and the result. Ms. Dorney noted that the Village Manager has to fund seven departments, not just recreation. Ms. Dorney added that the recreation department could use the Committee’s help with fundraising and event promotion. Mr. O’Hara said this in not in the description or work responsibilities of the Committee. Ms. Dorney noted that according to code, the Committee does not make decisions nor allowed to give tasks that require extensive research. Mr. O’Hara said he is not asking to make decisions, just the ability to advise; adding that the Committee needs to made into a voice for the residents not only a report committee. Mr. O’Hara would like to prioritize, for safety reasons, the room off the back patio where the floor slopes down. Ms. Dorney said there used to be drains in the room since it was used for ceramics classes. Mr. Dunham said the Committee cannot advise without being made aware of issues; adding that if the Committee is an advisory board, Mr. Benton and Council would be interested in their opinions. Mr. O’Hara said he is not disputing the items for capital but that they were not sent to the Committee for review and discussion prior to submission to the Village Manager. Ms. Dorney agreed to present the capital items but cannot promise they will be approved. Ms. Dorney said she feels the restrooms will not happen, adding that once you start with the restroom the entire facility will need to be updated. Mr. O’Hara agrees that the amount of money approved will not be enough, adding that some upgrades are needed not the entire restroom. Mr. O’Hara said the Committee would need to made aware if the restroom project is abandoned so that the focus can be redirected to another project. Mr. O’Hara would like to discuss this topic again at February’s meeting. Recreation programming was discussed. Ms. Villagran noted that winter camp was successful. The first parents night out offered since Covid began was held in December was also a success. There are two movie nights scheduled in January and February as well as another parents night. Ms. Villagran related that recreation had a new event in December, Santa Express, which was well received with gifts delivered to 36 houses, as well as Letters to Santa. Discussion turned to the nonresident surcharge. Ms. Villagran said recreation sports are skills and drills based, whereas club sports or travel sports are more prestigious with different training. Instructors for recreation programs are paid on a 70/30 split; 70% going to the instructors unless the programs are run in-house. Ms. Villagran added that there is no price difference between residents and nonresidents in club sports and travel sports; they pay a rental fee for facility usage. The registration process is handled entirely through the club/travel sports. Ms. Villagran research club sports and travel sports among difference municipalities revealed that most facilities do not charge a price difference for club sports but they do charge a different price for residents/nonresidents in recreational sports. Travel/Club sports is not about residents and nonresidents, but rather player skill. There is one organization in Broward County that charges a one-time fee, per season, of $15 for nonresidents. The City of North Miami’s swim team rents swim lanes through the city. Shores Aquatics as well as The City of North Miami’s swim team is responsible for their own registrations. Many cities do not charge extra because they use grant money, which prohibits an entity from charging a price differential. Mr. O’Hara said the issue is Miami Shores is allowing for profit entities to profit off the recreation’s facilities and there is no discount given to residents, adding that all Miami Shores residents pay an annual bond surcharge to pay for the aquatic center. At this time Mr. O’Hara distributed a comparison flier that he created to the Commission. In St. Johns, FL they charge nonresidents an additional $180/yr, per child; in Plantation, FL nonresidents are charged an additional $100/year; in Atlanta, GA the Fieldstone Fins open registration first for residents, then returning nonresidents and finally new nonresidents. Ms. Villagran said that Miami Garden’s swim team is run in-house with lifeguards as coaches, adding that these coaches are on the cities payroll. Club/travel sports is also about the prestige level of the coaches. Mr. O’Hara said the cities on his list rent facility space. Ms. Henry commented that if the Georgia team is giving priority to residents then the program is not a skills program. Mr. O’Hara said the team members do try out but priority from the beginning is given to residents. Mr. O’Hara commented that the travel teams are using and tearing up the fields making laser- leveling necessary. Ms. Carro says that club/travel teams are a great thing having top-notch teams here; residents don’t need to travel to other cities to join. Ms. Carro suggested an additional fee in their rental agreement. Mr. O’Hara said that people are coming to Miami Shores from areas that have pools, noting that kids go where the elite programs are held. Mr. O’Hara noted that during Covid when the swim team practiced at Miami Gardens pool, it stopped local residents from using their own pool since lanes were allocated for the swim team. Mr. O’Hara is in favor of a resident discount rather than a nonresident surcharge. Ms. Villagran said the club/sports teams are paying a rental fee; revenue is being generated; adding that registration is on the honor system so the Village would not know where team members actually live by seeing a roster. Mr. O’Hara noted that Miami Shores is private, that residents tax dollars go to our own facilities; a resident discount or nonresident surcharge is needed since nonresidents are getting the same benefits as residents. Ms. Villagran added that it will take staff to verify nonresidents and the surcharges; currently, registration is strictly though each club not through recreation. Ms. Carro said residents are getting the benefits of a top-notch program and if a nonresident gets on the team based on their skill level in comparison to a resident that is fine. Mr. O’Hara noted that currently no new swimmers can get on the team but a space is made for an elite swimmer, increasing the skill level of the team, at the expense of a resident not able to be on the team. Ms. Carro said she would rather see an elite team in Miami Shores, even at the expense of new resident swimmers. Ms. Dorney said rental rates for travel teams could be increased to generate additional revenue; adding she could request Shores Aquatics to offer residents a discount. Mr. O’Hara said there needs to be a policy decision on resident fees for club/travel sports. Ms. Dorney said there is not enough field space to accommodate travel soccer. They often need to use additional locations such as Barry to practice. If the recreation department say that residents take priority, travel teams will ask for guaranteed space, which is not always available. Travel Soccer turns in a monthly schedule for the fields to reserve them. Mr. O’Hara asked why recreation allows a for profit entity dictate a monthly schedule. Ms. Dorney said this is common practice with the majority of munici palities in the tri-county area. Mr. O’Hara commented that these are county facilities not private like Miami Shores. Ms. Villagran said that North Miami is not a county facility and their team utilizes multiple facilities; Deerfield Beach’s swim team also rents from multiple facilities. Ms. Sotir inquired the number of participants in the club/travel programs. Ms. Dorney said there are 100 on the swim team, 300 on the travel soccer team and 60 on the travel baseball team. Ms. Henry commented that it does not make sense to upset everything to give a discount to residents and that she is fine with the teams paying a rental fee for facility usage. Mr. O’Hara would like to use the Miami Shores Country Club as a model; they offer residents a discounted membership fee. Ms. Villagran said there is the risk of club/travel teams going elsewhere if a discount is mandated. Mr. O’Hara asked where could the travel teams go in this area; these facilities do not exist outside Miami Shores. Mr. O’Hara said we should require the club/travel teams who use our facilities to give a discount to residents, adding that perhaps all registration should be run through the recreation department. Ms. Dorney related that when travel sports was run in-house, it was disastrous, which is the reason it was contracted out. Ms. Dorney said we are charging top-notch rental fees for the use of our facilities; any tournaments or swim meets generate additional revenue. Mr. Dunham commented that if there is no swim team, there would be a revenue loss and if the travel/club teams are competitive, kids from all areas need to be able to participate. Mr. O’Hara is asking for the resident discount to be added into the Shores Aquatics contract. Ms. Dorney said anything in the contract is subject to an audit and becomes public record. Mr. O’Hara suggested tabling the issue for now and asked for data from all the teams on the percentage of residents enrolled in the program for the next meeting. Ms. Dorney said that if residents are given a discount, they will want priority in the program and it will not be a truly competitive team. Ms. Dorney said when the recreation department was running travel sports program; we were not competitive so it was contracted out to improve the skill level of the program. Recreation classes also rely on nonresidents to fill the program. Rental fees are decided after making comparisons with other municipalities. Ms. Henry asked to add fundraising to February’s agenda. The meeting adjourned at 9:02 p.m.