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HomeMy WebLinkAboutclsb_agendapacket_20250327 CITY OF CAPE CANAVERAL CULTURE AND LEISURE SERVICES BOARD REGULAR MEETING City Hall Council Chambers 100 Polk Avenue, Cape Canaveral, Florida 32920 AGENDA March 27, 2025 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 | 5:30 p.m. – 5:45 p.m. 1. Approve or amend the agenda. 2. Approve Minutes for the January 30, 2025 Culture and Leisure Services Board Regular Meeting. DISCUSSION ITEMS | 5:45 p.m. – 6:15 p.m. 3. Review insurance provider revenue gaps and discuss potential adjustments for future Fiscal Years. STAFF REPORTS + UPDATES | 6:15 p.m. – 6:45 p.m. 4. John Mayberry a. Sandpiper Park Equipment b. Little League Field Update 5. Molly Thomas a. Tennis Court Proposals b. Community Garden Update 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 the City of Cape Canaveral Parks, Recreation and Community Affairs Department \[(321) 868-1220 x222\] 48 hours in advance of the meeting. CULTURE AND LEISURE SERVICES BOARD REGULAR MEETING MINUTES JANUARY 30, 2025 CALL TO ORDER A meeting of the Culture and Leisure Services Board was held on January 30th, 2025, at Cape Canaveral City Hall, 100 Polk Avenue, Cape Canaveral, Florida. The meeting was called to order at 5:30 p.m. by Chairperson, Kathy Parks. The Board Secretary called the roll. ROLL CALL Kathy Parks Chairperson Mary Mosquera Vice Chairperson Joel Fair Ginny Scott Tina Freeman Brad Pervell Betsy Ronk OTHERS PRESENT Molly Thomas Director Parks, Recreation and Community Affairs John Mayberry Deputy Director Projects + Parks Samantha Berry Board Secretary Amy Moody Community Engagement Manager + PIO Marci Lefkoff Facility Manager NHRC Wes Morrison Mayor Kay Jackson Council Member MEMBERS ABSENT (Excused) None PUBLIC PARTICIPATION Council Member, Kay Jackson, noted the lack of promotion for City facilities/programs on the Space Coast Office of Tourism website, citing that a greater presence would help bring in more attention/revenue to the City and our rentable park pavilions. Ms. Thomas explained a brief history on previous efforts to do this, the lack of success Staff had in and the need for higher-ranking City officials to bolster these efforts. City of Cape Canaveral, Florida CLS Board Meeting · January 30, 2025 Meeting Minutes· Page 2 of 3 ITEMS FOR ACTION 1. Approve or amend the agenda. A motion was made by Mary Mosquera to approve the agenda as written, seconded by Joel Fair seconded. The motion carried unanimously. 2. Approve Minutes for the November 21, 2024 Culture + Leisure Services Board Regular Meeting – A motion was made by Joel Fair to approve the minutes from November 21, 2024, seconded by Betsy Ronk. The motion carried unanimously. ITEMS FOR DISCUSSION 1. Review national, state and city data for FY 2023-24 to provide Staff with operational goals for Fiscal Year 2025-26, reaching consensus on actionable items to facilitate those goals. Director Thomas spoke about the metrics presented, noting that the objectives of reviewing this data is to understand industry trends/challenges, ensure the department is utilizing best practices and serving the residents in the most efficient way possible. Board members provided several areas of improvement to focus on, along with ideas to assist the Board/Council in future planning. Following the discussion, these items were summarized as: 1) Assess the revenue gaps created by the insurance provider memberships. 2) Increase community engagement by posting meetings. 3) Improve the rentable facilities and facility rental promotion. 4) Explore vendor opportunities and franchise contracts. 5) Hosting events that raise revenue and awareness for our facilities. 6) Work with Community + Economic Development Department and City Leadership to ensure Visit Space Coast and the Tourist Development Council recognize and promote City of Cape Canaveral as a separate entity. 7) Consider a joint, public planning workshop for the Culture + Leisure Services Board and City Council. STAFF REPORTS + UPDATES: • Mr. Mayberry provided updates on the following: o Splash Pad volunteer painting project was delayed by weather, but will be completed by Staff in the coming weeks. City of Cape Canaveral, Florida CLS Board Meeting · January 30, 2025 Meeting Minutes· Page 3 of 3 o Installation of hand driers in various facilities, where appropriate, to reduce waste/cost of paper towels. o Reconfiguration of the court usage/layout for tennis and pickleball, has been an efficient and well-received transition. • Ms. Thomas provided an update on the following: o Proposed Capital Improvement Plan projects for the upcoming FYs, to include: adding small dog park to Patriots Park. o Transition of the Outdoor Entertainment Event Permitting process to the Community + Economic Development Department, which handles all other permitting for the City. o Receipt of more reasonable scope of work/quotes from vendors regarding the tennis court repairs and that an update will be provided at the March meeting. o Progress of the City website update and anticipated launch schedule. o Cape to Cosmos exhibit at the CAPE Center opening, noting the hard and exemplarily work by City Staff. ADJOURNMENT: There being no further business, Mary Mosquera made a motion to adjourn the meeting and it was seconded by Ginny Scott. The motion carried unanimously, and the meeting adjourned at 7:15 p.m. Approved on this, the 27th day of March, 2025. _________________________________ _________________________________ Kathy Parks, Chairperson Samantha Berry, Board Secretary CITY OF CAPE CANAVERAL CULTURE AND LEISURE SERVICES (CLS) BOARD MARCH 27, 2025 REGULAR MEETING · ITEM # 3 Subject: Review insurance provider revenue gaps and discuss potential adjustments for future Fiscal Years. Summary: Per the direction of this board at the January 30, 2025 Regular Meeting, Staff reviewed the agreements and associated revenue gaps related to the following insurance benefit providers: Renew Silver Sneakers ASH Fitness While each company has its own specific terms and conditions, they have the following policies in common that have implications related to our current fee structure. - The City cannot provide differential access to services based on residency or age. - The City can negotiate reimbursement rates, to a certain extent. - The City can elect or decline to participate in additional “packages” or “benefit tiers” offered by the providers. - The City is under no obligation to maintain these agreements in perpetuity and may terminate these agreements without penalty, per the policies outlined in the individual agreements. Each provider provides a per visit rate with a maximum monthly compensation, per enrolled member. The current “per visit” amount ranges from $2.75 - $4.00 depending on the company, their clientele demographics and the terms established with/by their respective insurance providers. Generally speaking, the higher the “per visit” rate, the lower the monthly maximum. Because the individual number of visits per month vary by customer and can change based on a multitude of factors (injuries, seasonal residency, changes in work/life responsibilities, etc.), Staff found it most efficient to assess the revenue gap based on the maximum monthly compensation, as research revealed that average guests utilizing these companies visit the facility more than 10 times per month. That said, the attached spreadsheet (Attachment 1) represents a general estimate of lost revenue utilizing the Monthly City Rate vs the Monthly maximum compensation rate for each entity. Attachments: 1. Community Center Insurance Benefit Program - Estimated Revenue Gaps PRCA Staff recommends the Board take the following action: Review insurance provider revenue gaps and discuss potential adjustments for future Fiscal Years. Approved by Director: Date: 3/19/2025 $0.00 $72.00$52.00$58.00 $912.00$144.00$744.00$290.00$784.00$416.00$705.00 $2,394.00 $1,128.00$2,234.00$3,209.00 GapGap Gap** Monthly Revenue Monthly Revenue Monthly Revenue 9642 5762292816 115141114 187135261 Enrolled Enrolled Enrolled MembersMembersMembers $0.00$8.00$5.00 $16.00$24.00$12.00$10.00$28.00$26.00$13.00$21.00$29.00 DifferenceDifferenceDifference $32.00$32.00$32.00$32.00$27.00$27.00$27.00$27.00 $20.00$30.00$20.00$30.00 Provider RateProvider RateProvider Rate Monthly (Max) Monthly (Max) Monthly (Max) $32.00$40.00$48.00$56.00$32.00$40.00$48.00$56.00$32.00$40.00$48.00$56.00 Community Center Insurance Benefit Program - Estimated Revenue Gaps Monthly City RateMonthly City RateMonthly City Rate RenewAsh FitnessSilver Sneakers TotalsTotalsTotals Member CategoryMember CategoryMember Category Benefit Provider:Benefit Provider:Benefit Provider: Senior ResidentResidentSenior NonResidentNonResident Senior ResidentResidentSenior NonResidentNonResident Senior ResidentResidentSenior NonResidentNonResident * Estimate based on monthly membership rate and monthly maximum provider rate.* The average member enrolled in these programs visits the facility frequently enough to meet the monthly maximum reimbursement rate.