HomeMy WebLinkAboutcocc_clsb_agenda_pkt_20230126 CITY OF CAPE CANAVERAL
CULTURE AND LEISURE SERVICES BOARD REGULAR MEETING
City Hall Council Chambers
100 Polk Avenue, Cape Canaveral, Florida 32920
AGENDA
January 26, 2023
5:30 P.M.
CALL TO ORDER
ROLL CALL
PUBLIC PARTICIPATION: Any member of the public may address any items that do not appear on the
agenda and any agenda item that is listed on the agenda for final official action by the City Council excluding
public hearing items which are heard at the public hearing portion of the meeting, ministerial items (e.g.
approval of agenda, minutes, informational items), and quasi-judicial or emergency items. Citizens will limit
their comments to three (3) minutes. The City Council will not take any action under the "Public Participation"
section of the agenda. The Council may schedule items not on the agenda as regular items and act upon them
in the future.
ACTIONS ITEMS 15:30 p.m. —5:55 p.m.
1. Approve or amend the Agenda.
2. Approve minutes for the City of Cape Canaveral CLS Special Board Meeting of October 20, 2022.
3. Review and recommend Differential Fee Structure for Non-Profit Facility Rentals
STAFF REPORTS I 5:55 p.m.—6:10 p.m.
1.John Mayberry
ADJOURNMENT:
Pursuant to Section 286-0105, Florida Statutes, the City hereby advises the public that: If a person decides to appeal any
decision made by the Culture and Leisure Services Board with respect to any matter considered at this meeting,that person
will need a record of the proceedings, and such purpose that person 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. This notice
does not constitute consent by the City for the introduction or admission into evidence of otherwise inadmissible or
irrelevant evidence, nor does it authorize challenges or appeals not otherwise allowed by law. In accordance with the
Americans with Disabilities Act: all interested parties may attend this Public Meeting. The facility is accessible to the physically
handicapped. Persons with disabilities needing assistance to participate in the proceedings should contact Paula Ness,City
of Cape Canaveral Leisure Services [(321) 868-1220 x222] 48 hours in advance of the meeting.
DRAFT
CULTURE AND LEISURE SERVICES BOARD
SPECIAL MEETING MINUTES
OCTOBER 20, 2022
A meeting of the Culture and Leisure Services Board was held on October 20, 2022, at Cape
Canaveral City Hall, 100 Polk Avenue, Cape Canaveral, Florida. The meeting was called to order at
5:30 p.m. by Chairperson, Joel Fair. The Board Secretary called the roll.
MEMBERS PRESENT
Joel Fair Chairperson
Kathy Parks Vice Chairperson
Mary Mosquera
Betsy Ronk
Angela Trulock
OTHERS PRESENT
Molly Thomas Parks, Recreation + Community Affairs Director
John Mayberry Deputy Director Projects + Parks
Paula Ness Board Secretary
MEMBERS ABSENT (Excused)
Larry Holmes
ACTION ITEMS:
A motion was made by Kathy Parks,to approve meeting minutes of July 28, 2022, as written,
seconded by Mary Mosquera. The motion carried unanimously.
A motion was made by Betsy Ronk,to add Community Center fee revision to Agenda, Mary
Mosquera seconded the motion.The motion carried unanimously.
A motion was made by Mary Mosquera, to recommend Proposed A as the fee schedule for the
Nancy Hanson Recreation Complex, seconded by Kathy Parks.The motion carried 3 - 2.
A motion was made by Betsy Ronk,to amend and send a revised Community Center fee schedule
back to Council. The motion died for lack of a second.
STAFF REPORTS:
• Ms.Thomas gave an updated report on the usage of the Community Center since the new
fee schedule went into effect on October 1, 2022.
City of Cape Canaveral, Florida
CLS Board Meeting January 26. 2023
Meeting Minutes. Page 2 of 2
• Leisure Services and Cultural and Community Affairs have been combined and now is
known as the Parks, Recreation, and Community Affairs Department.
• The Board will need to retitle itself as a result of the previous item.
• The Board will discuss the formal abandonment of the 1988 Rules of Conduct governing
Boards and Committees and adopting the current Rules of Procedure used by the City
Council.
• Community garden will become part of PRCA Department
• John Mayberry provided a status update on the Splash Pad, new restroom building, Cape
Center, Veterans Memorial Park and Civic Hub projects.
• Department maintenance staff continue return to service of parks after Hurricane Ian.
ADJOURNMENT:
There being no further business,Joel Fair made a motion to adjourn, seconded by Angela Trulock.
The motion carried unanimously, and the meeting adjourned at 7:19 p.m.
Approved on this, the 26th day of January 2023.
Joel Fair, Chairperson Paula Ness, Board Secretary
4.\1-1'.171 },, CITY OF
•
it'A • : 4rs CAPE CANAVERAL
_ CULTURE AND LEISURE SERVICES (CLS) BOARD
JANUARY 26, 2023 REGULAR MEETING • ITEM # 3
Subject: Review Proposed Differential Fee Structure for Facility Rentals by Non-Profit
Organizations at applicable City facilities and make a recommendation for City Council
consideration.
Summary: In September of 1985, after recognizing the demand and value of the City's
recreational venues, then Director, Nancy Hanson proposed a fee structure for facility rentals that
recommended differential rates and included a distinction for non-profit organizations.
(Attachment 1)
The only facilities identified in Director Hanson's recommendation, included the Nancy Hanson
Activity Room and the City's Athletic Fields.The rate she proposed represented a 50%discount in
the standard rate charged to other members of the public.
In the last 30 years, the City's rentable facilities have expanded to include different areas of the
Community Center, the Recreation Complex as a whole and pavilions at both Manatee Sanctuary
Park and Banana River Park.The 50%discount as proposed in 1985, has been carried over to those
new/expanded facilities by department administration ever since; however, it is unknown at this
time whether or not that was a blanket-policy formally established by Council. In recent years, the
monies generated by facility rentals comprised 10 — 20% of the department's annual revenue.
(Attachment 2)
As part of the department-wide Fee Review, requested by Council, Staff discovered that
charging differential rates based on "age, sex, race, other conditions or the political subdivision in
which the user may reside"was not permitted, per the provisions of the Florida Communities Trust
and Florida Recreation Development Assistance Program (FRDAP) grants, used to construct the
pavilions at both MSP and BRP. (Attachments 3 and 4)
The previous administration was unaware of this caveat when they provided a differential rate for
Non-Profit renting those pavilions, an allowance that was immediately suspended upon discovery
of this information, to avoid violating the terms of the grant. While these Grantor agencies are
open to reviewing requests for "special allowances," that request may have unintended
consequences that could dictate how the differentiated income is used in the future.There is also
the chance that we go through the full request process, only to be denied.
For this reason, the proposed discounted rates (Attachment 5) for non-profit entities will only
apply to those facilities where differential fee structures are not otherwise restricted or prohibited
by existing agreements with funding/grantor agencies.
Attachments:
(1) Memo to Recreation Board dated September 17, 1985.
(2) Revenue by Period Detail for 2021 and 2022 calendar years.
City of Cape Canaveral CLS Board
Regular Meeting •January 26, 2023
Agenda Item#3
Page 2 of 2
(3) Florida Department of Environmental Protection Final Reimbursement Letter RE: FRDAP
Project No. F01052.
(4) Florida Department of Environmental Protection Final Reimbursement Letter RE: FRDAP
Project No. A16088.
(5) Proposed Differential Fee Structure for Facility Rentals by Non-Profit Organizations
PRCA Staff recommends the Board take the following action: Proposed Differential Fee
Structure for Facility Rentals by Non-Profit Organizations for non-profit organizations at
applicable City facilities and make a recommendation for City Council consideration.
Approved by Director: Date: } — ( �
Attachment 1
,
1w -"-
City of Cape Canaveral
105 POLK AVENUE •CAPE CANAVERAL.FLORIDA 32920
...SSSNlis,.%;,* _, .£ _N, TELEPHONE 305 783-1100
Oily OF
• am pIK4 Zk4L
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_t -
TO: RECREATION BOARD MEMBERS
`` FROM: NANCY HANSON
h
SUf J: FACILITY RENTAL PROPOSAL
DATE: SEPTEMBER 17, 1985
During the hours that the assembly room is not
scheduled for a recreation activity I recommend
the department rent out the facility.
The lack of meeting space in the city and the
central location of the Recreation Center makes
this a desirable location for croups to meet.
In the past, many city groups have used the
facility for meetings and activities. These
groups were not charged a fee as they were
sharing the tax responsibility for the Complex ,
along with the other citizens in the community.
Maw that the city is no longer collecting the
special tax , I feel the department is justified
in charging a rental fee to help defray expenses
for the operation and upkeep of the building.
The following is my recommendation:
CATEGORY I Cape Canaveral Community Service
and Recreation Department sponsored
groups (i. e. Little League, Soccer
League, Tennis, Shuffleboard and
Softball Associations)NO CHARGE
CATEGORY II Cape Canaveral Non-Profit Organizations ,
Groups and Clubs. ;.7.50 + tax, per
hour. Minimum fee ';.15. 00 + tax.
Janitorial fee, if needed.
CATEGORY III All Others. :415.00 + tax, per hour.
Minimum fee ;,30.00 + tax. Janitorial
fee, if needed.
ANY function where food and/or beverage is to be
served will require a refundable clean up deposit.
Amount of deposit to be left to the Recreation
Director 's discretion.
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Attachment 3 °Noti
ototE(tioN' 10 ! `Ci Dv
Department of
Environmental Protection a
Marjory Stoneman Douglas Building
Jeb Bush 3900 Commonwealth Boulevard David 8.Struhs
Governor Tallahassee, Florida 32399-3000 Secretary
March 26, 2002
Ms. Nancy Hanson
Director
Parks and Recreation Department
City of Cape Canaveral
7300 North Atlantic Avenue
Post Office Boz 326
Cape Canaveral, Florida 32920
Re: Manatee Park Boardwalk Project
FRDAP Project No. F01052
Dear Ms. Hanson:
Recently you received the final reimbursement payment, which terminates the development phase of this
grant project. In operating the project area, please remember the following major grant requirements:
1. The project area and elements shall be operated and maintained for use by the general public for
at least twenty-five(25)years.
2. The project site, if owned by the Grantee, shall be maintained in perpetuity as an outdoor
recreation area for the use and benefit of the general public.
3. The area shall be open for public use at reasonable times, maintained in accordance with
applicable health standards and kept reasonably safe for public use. Appropriate actions shall be taken to
alleviate potentially hazardous situations(e.g., traffic congestion, storm damage, etc.) at the site, which
might adversely effect the using public.
4. Changes in project sponsors shall be approved by this Department. If any part of the project
area or developed facilities are converted to other than approved recreational uses, the area or facilities
shall be replaced at your expense with an acceptable project of comparable or greater scope and quality
adjacent, or in near proximity to, the original project site. This Department must approve all such
conversions in advance.
"More Protection. Less Process"
Printed on recyckd paper.
A
Ms.Nancy Hanson
Page Two
March 26, 2002
5. A permanent information sign or plaque of appropriate size and location crediting the
Florida Department of Environmental Protection and Florida Recreation Development Assistance
Program as a funding source shall be maintained on the project site.
6. Non-compliance with any portion of the grant agreement or the administrative rules
under which the grant was awarded may be cause for this Department to demand a return of grant
funds disbursed for development of the project plus interest.
7. Should a user fee system be implemented for the project, it shall be imposed uniformly
upon all users without regard to age, sex, race, other conditions or the political subdivision in
which the user may reside. If requested, special allowances may be made by this Department for
certain classes or groups of users.
8. This Department reserves the right to inspect the project site at any time.
It has been a pleasure working with you on this worthwhile recreation project. If we can be of
assistance in the future, please do not hesitate to contact us.
Sinncccee'rely,
4:Z2.4r.,. Afe)-----
A. Diane Langston
Community Assistance Consultant
Bureau of Design and Recreation Services
Division of Recreation and Parks
Mail Station#585
ADL/kd
4
Attachment 4
C�part�•, Florida Department of Rick Scott Environmental Protection
Carlos Lopez-Cantera
Marjory Stoneman Douglas Building Lt. Governor
0 3900 Commonwealth Boulevard
�•� Tallahassee, Florida 32399-3000 Noah Valenstein
�o Secretary
tal P
February 16,2018
Mr.Gustavo Vergara
Leisure Services Director
City of Cape Canaveral
105 Polk Avenue
Cape Canaveral,Florida 32920
Re: Banana River Park Phase III
FRDAP Project No. A16088
Dear Mr.Vergara:
Recently you received the final reimbursement,which terminates the development
phase of this grant project. In operating the project area,please remember the following
major grant requirements:
1. The project area and elements shall be operated and maintained for use by the
general public for at least twenty-five (25)years.
2. The project site,if owned by the Grantee, shall be maintained in perpetuity as an
a. outdoor recreation area for the use and benefit of the general public.
3. The area shall be open for public use at reasonable times, maintained in
accordance with applicable health standards and kept reasonably safe for public
use. Appropriate actions shall be taken to alleviate potentially hazardous
situations(e.g.,traffic congestion,storm damage,etc.) at the site,which might
adversely affect the using public.
4. Changes in project sponsors shall be approved by this Department. If any part of
the project area or developed facilities are converted to other than approved
recreational uses,the area or facilities shall be replaced at your expense with an
acceptable project of comparable or greater scope and quality adjacent,or in near
proximity to,the original project site. This Department must approve all such
conversions in advance.
www.rlep.state.!.us
Mr. Gustavo Vergara
Page Two
February 16,2018
5, A permanent information sign or plaque of appropriate size and location
crediting the Florida Department of Environmental Protection and Florida
Recreation Development Assistance Program as a funding source shall be
maintained on the project site.
6. Non-compliance with any portion of the grant agreement or the
administrative rules under which the grant was awarded may be cause for
this Department to demand a return of grant funds disbursed for
development of the project plus interest.
7. Should a user fee system be implemented for the project,it shall be
imposed uniformly upon all users without regard to age, sex,race,other
conditions or the political subdivision in which the user may reside. If
requested,special allowances may be made by this Department for certain
classes or groups of users.
8. This Department reserves the right to inspect the project site at any time.
It has been a pleasure working with you on this worthwhile recreation project. If
we can be of assistance in the future,please do not hesitate to contact us at 850-
245-2501.
S' cerely,
_ tet..Aie464:4„
Tamika Bass
Community Assistance Consultant
Office of Operations
Land and Recreation Grants Section
Mail Station#585
Tarnika.bass@dep.state.fl.us
Attachment 5
Proposed Differential Fee Structure for Facility Rentals by Non-Profit Organizations
PROPOSED A - 25% FEE REDUCTION
C5 FACILITY RENTALS - NON-PROFIT 25% DISCOUNT
Rate Category Hourly 1 % off Discount Total
RESIDENT RATES
Conference Room $88.00 25% $22.00 $66.00
Gym - Athletics $95.00 25% $23.75 $71.25
Gym - Event $98.00 25% $24.50 $73.50
NON-RESIDENT RATES
Conference Room $92.00 25% $23.00 $69.00
Gym - Athletics $114.00 25% $28.50 $85.50
Gym - Event $114.00 25% $28.50 $85.50
NHRC FACILITY RENTALS - NON-PROFIT 25% DISCOUNT
Rate Category Rate %off Discount Total
RESIDENT RATES
Activity Room _ $25.00/hr 25% $6.25 $18.75
Complex - Athletics $265.00/day 25% $66.25 $198.75
NON-RESIDENT RATES
Activity Room $30.00/hr 25% $7.50 $22.50
Complex - Athletics $315.00/day 25% $78.75 $236.25
Attachment 5
Proposed Differential Fee Structure for Facility Rentals by Non-Profit Organizations
PROPOSED B - 50% FEE REDUCTION
C5 FACILITY RENTALS - NON-PROFIT 50% DISCOUNT
Rate Category Hourly % off Discount Total
RESIDENT RATES
Conference Room $88.00 50% $44.00 $44.00
Gym - Athletics $95.00 50% $47.50 $47.50
Gym - Event $98.00 50% $49.00 $49.00
NON-RESIDENT RATES A
Conference Room $92.00 50% $46.00 $46.00
Gym - Athletics $114.00 50% $57.00 $57.00
Gym - Event $114.00 I 50% I $57.00 $57.00
NHRC FACILITY RENTALS - NON-PROFIT 50% DISCOUNT
Rate Category I Rate % off Discount I Total
RESIDENT RATES
Activity Room $25.00/hr 50% $12.50 , $12.50
Complex - Athletics $265.00/day 50% $132.50 $132.50
NON-RESIDENT RATES - -
Activity Room $30.00/hr50% _ $15.00 $15.00 -
Complex - Athletics $315.00/day 50% $157.50 $157.50