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HomeMy WebLinkAboutAgenda RAB 061614 Special MeetingAgenda City of Palm Beach Gardens Parks & Recreation Advisory Board Special Meeting with PBGYAA Executive Board Monday, June 16, 2014 City Council Chambers A. CALL TO ORDER B. PLEDGE OF ALLEGIANCE C. ROLL CALL: Regular Members Tory Buckley Christopher Dinolfo Howard Nass William Sonnenreich Carol Ellis Maryanne Hedrick D. INTRODUCTIONS OF PBGYAA EXECUTIVE BOARD: Jacob Webb, President; Robert Coleman, Vice President; Lisa Jaloski, Secretary; Tony Badala, Baseball; Amanda Ratcliffe, Softball; Tom Dean, Lacrosse; Joe Roche, Basketball; Damien Murray, Soccer; Stacey Hurley, Cheerleading; Brandon Aaronson, Football; Joe Danyali, Flag Football ; Wendy Throop, At Large Member; Christine Davis, At Large Member E. FUNCTIONS OF RECREATION ADVISORY BOARD AND PBGYAA EXECUTIVE BOARD F. ITEMS BY COUNCIL LIAISON G. PRESENTATION OF OUTDOOR SPORTS FIELD OPERATIONS & MAINTENANCE STRATEGY H. FIELD CLOSURE SCHEDULE I. DISCUSSION AND PRIORITY CONCENSUS J. ADJOURNMENT Legend: city programming pbgyaa rec pbgyaa rec and travel pbgyaa travel tournament 2014 January Febuary March April May June July August Septem October Nov Dec Lilac MP pbgyaa travel soccer 3/24 - 5/5 city use pbgyaa travel soccer 11/24- 1/9/15 Mirasol MP city programming 3/24-5/5 pbgyaa flag fb program city program rest city adult play and programming 12/1-1/9/15 city programming/camps Mirasol SB adult softball, adult permits, city programs city sum camp city ad softball league play 12/15-1/9 GP Multi yaa travel pbg rec soccer pbg rec and travel 5/12-6/30 yaa pbgyaa fall soccer 12/1-1/23/15 PGA Multi 1 city closed sod repair travel 6/27 -7/31 Pop Warner FB aug 1 to 11/17 - 1/9/15 PGA Multi 2 pbgyaa Rec Lax lax 6/27 -7/31 first nov for most teams 11/17 - 1/9/15 PGA Multi 3 pbgyaa Rec Lax 6/27 -7/31 success could be dec 11/17 - 1/9/15 PGA N City adult softball and kickball leagues city sum city softbll and kickball leagues 15th PGA S sb league 15th GP B 1 7/14-8/22 yaa pbgyaa fall ball 12/1-12/26 GP B 2 7/14-8/22 travel sep 8 to end of nov 29th GP B 3 PBGYAA Baseball league play 7/14-8/8 base 12/1-12/26 GP B 4 all star season 8/11-9/5 29th GP B 5 travel baseball 7th 7/28-8/29 12/1-12/26 GP B 6 7th 7/28-8/29 29th GP B 7 7/28-8/29 12/1-12/26 GP B 8 7/7-8/1 29th LC 1 pbgyaa recreation lg pbgyaa 9/8-10/10 LC 2 mid Jan to first wk of april travel soft 9/8-10/10 LC 3 7/28-9/5 yaa fall travel softball LC 4 7/28-9/5 Plant Dr HS SB Jan to end of april 12/1-1/2/16 Lilac BB HS Bsb jan to end of may 8/4-8/29 fall hs bsb sep to thanks 12/1-1/2/16 2015 January Febuary March April May June July August Septem October Nov Dec Lilac 9th pbgyaa travel soccer 5/18- 7/17 city pbgyaa travel soc 11/2-1/1/16 Mirasol MP 9th city ad prog 3/16- 5/8 pbgyaa youth flag football city prog rest ad flag sep 1-11/2-1/1/16 Mirasol MP 3/16- 5/8 city camp/adult play Mirasol SB 9th city sb last wk jan to april 4/13-5/8 summer sb leaguecity camp city ad sb league 12/14 GP Multi 23rd pbgyaa spring soccer trav soc 6/15-8/14 pbgyaa fall soccer 11/30-1/15/16 PGA Multi 1 9th pbgyaa lax mid jan to City use 6/1-7/31 Pop Warner FB Aug 1 11/16 - 1/8/16 PGA Multi 2 9th end of april to 6/1-7/31 may go into Nov based on 11/16 - 1/8/16 PGA Multi 3 9th program 6/1-7/31 team success 11/16 - 1/8/16 PGA N 9th city sb and kickball programs city sum leagues 8/3-8/28 city fall sb league/kickball league PGA S 9th tue, wed, thu, sun 8/3-8/28 tue, wed, thu GP B 1 pbgyaa evaluations/practice/recreation play/all stars 7/13-8/7 Fall Baseball 11/30-12/25 GP B 2 jan 23 reopens for pbgyaa recreation play/all stars 8/10-9/4 Sept to thanksgiving 12/28-1/22/16 GP B 3 pbgyaa evaluations/practice/recreation play 7/13-8/7 This should be 11/30-12/25 GP B 4 jan 23 8/10-9/4 yellow (pbgyaa rec)12/28-1/22/16 GP B 5 this could also be blue as they had travel teams 7/13-8/7 green (city permits 11/30-12/25 GP B 6 jan 23 practice outside of recreation scheduled play 8/10-9/4 travel team use and 12/28-1/22/16 GP B 7 7/13-8/7 games)11/30-12/25 GP B 8 jan 23 8/10-9/4 Blue- yaa travel 12/28-1/22/16 LC 1 pbgyaa rec softball 1st wk jan to pbgyaa sb 8/31/-10/2 LC 2 first week of april travel 8/31-10/2 LC 3 travel runs april to mid july 7/27-8/28 pbgyaa travel softball LC 4 pbgyaa blue as well- travel during rec 7/27-8/28 Plant Dr 2nd HS Softball 7/27-8/28 Lilac BB 2nd HS Baseball 7/6-7/31 HS fall ball sep to thanks Projected Based on 2014 Schedule CITY OF PALM BEACH GARDENS OUTDOOR SPORTS FIELD OPERATIONS AND MAINTENANCE STRATEGY May 16, 2014 Developed by: David Reyes Mike Kelly Laura Schuppert Tim Kasher Justin Lucas Cynthia Unger Norman Chabre Angela Brown 2 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens Table of Contents INTRODUCTION ........................................................................................................................................ 3 INVENTORY ............................................................................................................................................... 5 FIELD DEMANDS ...................................................................................................................................... 7 PERSONNEL RESOURCES ................................................................................................................... 9 FINAL RECOMMENDATION ................................................................................................................. 12 APPENDIX A ............................................................................................................................................ 15 APPENDIX B…………………………………………………………………………………………….20 3 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens City of Palm Beach Gardens OUTDOOR SPORTS FIELD OPERATIONS AND MAINTENANCE STRATEGY INTRODUCTION The City of Palm Beach Gardens is a growing and active community. New residents and employers are moving into the community every year. The wide range of recreational facilities and activities available to residents helps make Palm Beach Gardens an attractive place to live, learn, work, and play. As part of the general movement to make cities more attractive destinations in which to locate, Palm Beach County municipalities face public pressure to deliver increasingly sophisticated recreation facilities. There are also more community groups that want access to recreation facilities for a broader range of activities than in the past. Additionally, opportunities for informal, recreational, and competitive sport are desired by local residents. Outdoor sports fields, including multipurpose rectangular fields and diamonds, are a key component of the City of Palm Beach Gardens’ infrastructure, which supports sport, economic development, recreation, and leisure activities. These fields provide opportunities for groups of all ages and skill levels across a wide range of sports. Meeting the demand for outdoor sports fields today, as well as in the future, is important because these fields contribute to opportunities for an active lifestyle. They also contribute to the social, cultural, and economic vitality of the City. Additionally, sports fields attract tourism to the City, as teams and their families come for a weekend to compete, spending money on hotels, restaurants, shopping, and other local cultural sites and attractions. The purpose of this report is to address current field conditions that are not meeting expectations of users and City staff. The Public Services, Golf, and Recreation Divisions have teamed up to research best practices and analyze data over the past 60 days in order to compile potential solutions to improve the field conditions (not including the golf course). This report is the result of such collaboration. The team has identified the following areas of concern:  PROGRAMMING o Increased number of informal and formal play participants. o Large number of non-resident participants (measured by the Palm Beach Gardens Youth Athletic Association, or PBGYAA). o Meeting a philosophy of providing recreation opportunities for both informal and formal groups (adult and youth). o Increased amount of travel teams in nearly all youth sports programs creates a year-round demand for field space. o Meeting revenue projections - One of the key revenue sources Athletics relies on to meet budget projections are field permit revenues. o Facility closures are not staggered to allow for continuous play. 4 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens o Effects of unexpected safety closures that occur outside of the six (6) to eight (8) week rejuvenation period, including relocating affected user groups and negative public reactions.  MAINTENANCE o Reduction of resources to manage field turf areas. o Lack of quality control with regard to maintenance practices. o Insufficient field renovation closing periods. o Lack of resources to manage field use in order to reduce unauthorized use.  INVENTORY o Insufficient amount of multipurpose field space available to meet the requirements of all user groups in the service area (youth and adult, informal and formal practice, games, travel teams, fields for events that generate community-wide economic impacts, etc.). o Lack of viable field space opportunities via interlocal agreement partners (e.g., Palm Beach County School District: Overuse of facilities at high schools and poor quality facilities at middle and elementary schools).  EDUCATION o Lack of consumer knowledge on field maintenance and the effects of field overuse. 5 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens INVENTORY The City currently maintains and operates 15 public parks with a combined area of approximately 185 acres. Within these parks, there are 32 outdoor sports fields with a combined area of 52 acres of Bermuda turf, which are open to the public 24/7, with the exception of scheduled maintenance and safety closures. Table 1 identifies City parks and any associated sports fields. Since 2009, the City has increased its inventory of sports turf by 15%, as well as added five (5) park-related buildings, totaling 4,400 square feet. Table 2 identifies specific facilities added over the past five (5) years. Table 1: Parks inventory listing. PARK NAME BASEBALL/SOFTBALL FIELDS MULTIPURPOSE ATHLETIC FIELDS BURNS ROAD RECREATION CAMPUS CITY PARK GARDENS PARK 88 99** LAKE CATHERINE PARK 44 LAKESIDE CENTER LILAC PARK 11 11 MIRASOL PARK 11 22 OAKS PARK PGA NATIONAL PARK 22 33 PLANT DRIVE PARK 11 RIVERSIDE LINEAR PARK SANDHILL CRANE ACCESS PARK SOUTH ILEX CIRCLE NEIGHBORHOOD PARK THOMPSON RIVER LINEAR PARK TWINS PARK SUB-TOTALS: 1177 1155 15 TOTAL PARKS / 184.9 ACRES 32 TOTAL FIELDS / 52 ACRES of TURF *Fields are not regulation size fields. Table 2: Addition of park inventory. PARK NAME 2009 2010 2011 2012 2013 LILAC PARK MULTIPURPOSE FIELDS  BRCC/LILAC WALKING TRAIL EXTENSION  PLANT DRIVE RINK BASKETBALL COURTS  CITY PARK TENNIS COURTS  PGA PARK CONCESSION BUILDING  GARDENS PARK SOCCER CONCESSION BUILDING  PGA PARK JUNION BASKETBALL COURTS  PGA PARK MP FIELDS  PLANT DRIVE SOFTBALL FIELD GREENMARKET RESTROOM  SMALL DOG PARK  LILAC PARK PLAYGROUND RESTROOM  LILAC PARK MP RESTROOMS  6 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens Facility Use A wide range of sports are played on the City’s outdoor sports fields. There are 17 diamonds that can accommodate various levels of baseball and softball. The other 15 fields are rectangular, multipurpose fields for use by soccer, football (tackle and flag), rugby, lacrosse, field hockey, and Ultimate Frisbee. Generally, the fields are used within the parameters they were designed. At times, however, some fields, such as those at PGA National and Gardens Park s, are striped to accommodate additional play. For example, Gardens Park contains nine (9) various-sized soccer fields. In order to maximize space, two (2) of these fields have been restriped horizontally to provide four (4) separate game fields. Conceivably, creating these two (2) additional fields adds more wear on the field, especially at goal mouths, and thereby compounds the worn areas. Table 3: Sports played by field type. Field Type Sport Multipurpose (Rectangular) Soccer, Football (Tackle and Flag), Rugby, Field Lacrosse, Ultimate Frisbee, Field Hockey Diamond Baseball, Softball, Slo‐pitch, Fast‐pitch, T‐ball (Note: Football, Lacrosse and Soccer will also use diamond outfields) Table 4: Fields by location and type permitted by City Staff. Site Full-size Soccer Cross Field Soccer Flag FB Lacrosse Baseball/ Softball Notes Lake Catherine 1-4 X Mirasol MP 1 X X (2) X Mirasol MP 2 X X Mirasol Softball X No painting, but soccer play in outfield PGA MP 1 X X X Soccer for tournament play PGA MP 2 X X X Soccer for tournament play PGA MP 3 X X X Soccer for tournament play PGA North Softball X X Used as a mid-size soccer field at times/informal lax*/informal soccer PGA South Softball X X Used as a mid-size soccer field at times/informal lax/informal soccer Lilac MP Field X X PBGHS Athletics use Lilac Baseball X Gardens Park 1 X X Gardens Park 2 X Mid-size 70 x 50 field Gardens Park 3 X Mid-size 70 x 50 field Gardens Park 4-6 X Small-size soccer fields 40 x 30 Gardens Park 7 & 8 X Intermediate size soccer fields 50 x 40 Gardens Park 9 X Small-size soccer fields 40 x 30 Buckley/Plant Drive X Softball only Gardens Base 1, 3-8 X Gardens Base 2 X X Informal soccer play/Informal lax play *lax=Lacrosse 7 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens FIELD DEMANDS Over the past five (5) years, there has been an inordinate increase in sports participation for children and adults alike within the City of Palm Beach Gardens. Spearheaded by a dramatic increase of participation in the City’s primary provider of youth sports, the Palm Beach Gardens Youth Athletic Association (PBGYAA), this organization has grown from a 3,885-member organization in 2009 to nearly 7,000 members in 2013. Chart 5A and Table 5B (on the following page) provides a glance at the estimated growth over the past five (5) years in various program participations. Chart 5A: Program participants by year. The PBGYAA has extensively developed over this time period primarily as a result of the following factors: • Additional sports – Lacrosse, flag football, and soccer programs have been established over this time frame, having been transferred from the City-run developmental programs. • Additional growth - The soccer program has seen enormous growth, doubling in size and being offered two (2) seasons annually. In addition, flag football has also increased by 30%. • Additional travel teams (non-recreation) – Each PBGYAA sports program, including baseball, basketball, lacrosse, soccer, and softball, has launched year-round programs. • Additional special events/tournaments – An increase from five (5) tournaments in 2009 to nine (9) in 2013 (see Table 6). • Additional City adult sports programming (ages 18+) - Increased from 17 leagues for outdoor sports in FY 12/13 to 24 in FY 13/14. Table 6: Number of tournaments. Tournaments 2009 2010 2011 2012 2013 Baseball Tournaments 3 4 5 5 4 Soccer Tournaments 1 1 1 1 1 Softball Tournaments 1 1 2 2 2 Flag Football 0 1 2 2 2 Total: 5 7 10 10 9 0 1000 2000 3000 4000 5000 6000 7000 8000 2009 2010 2011 2012 2013 Number of Participants Number of Participants 8 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens Table 5B: Estimated City, PBGYAA, and Permitted Program Participations 2009-2013. 2009 2010 2011 2012 2013 Facility Program Partic. Participations Partic. Participations Partic. Participations Partic. Participations Partic. Participations Klock Fall Soccer 550 21,450 650 25,350 750 29,250 850 33,150 914 35,646 Klock Spr Soccer 250 7,500 450 13,500 575 17,250 650 19,500 873 26,190 Lilac/klock Travel Soc 100 6,250 150 13,500 200 17,000 PGA Football 135 6,480 175 8,400 225 10,800 200 9,600 160 8,320 PGA Lacrosse 150 5,850 165 6,435 175 6,825 195 7,605 209 8,151 PGA MP/ Softball Travel Lax 50 3,000 75 4,500 75 4,500 80 4,800 Mirasol Flag FB 250 7,500 275 8,250 300 11,700 350 13,650 410 12,300 Mirasol Nomads 150 15,750 150 15,750 150 15,750 150 15,750 150 15,750 Mirasol Ad Flag FB 200 7,200 250 9,000 275 9,900 300 10,800 350 12,600 Gardens Park Fall Baseball 200 7,200 225 8,100 250 9,000 275 9,900 283 10,188 Gardens Park Spr Baseball 550 23,100 600 25,200 550 23,100 500 21,000 452 18,984 Gardens Park Travel Baseball 60 2,400 72 2,880 Gardens Park Cal Ripken All Stars 120 1,800 120 1,800 Gardens Park Cal Ripken Rookie 400 1,536 Gardens Park Cal Ripken Region 144 450 Lake Catherine Softball 300 7,200 250 6,000 200 4,800 175 4,200 150 3,600 Lake Catherine PBA Softball 25 1,625 25 1,625 25 1,625 PGA Softball City Adult Lg 1,000 36,000 1,000 36,000 1100 39,600 1150 41,400 1200 43,200 Mirasol Adult Soc Lg 150 5,400 150 5400 175 6,300 225 8,100 250 9,000 Mirasol Softball Adult Group Soc 20 2,000 20 2,000 20 2,000 PGA Softball Adult Kickball 46 12,600 40 11,800 Mirasol City Sum Camps 428 1,926 Totals 3,885 150,630 4,390 170,385 4,945 198,650 5,516 233,080 6,930 236,020 Partic = Number of persons who played. Participations = Number of times the participants played. 9 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens PERSONNEL RESOURCES PROGRAMMING The Athletics Section consists of three (3) full-time, salaried staff that are responsible for the management and oversight of the City’s athletics programs, which include camps, clinics, league programming, facility permitting, and athletics special events. Primary areas of focus include: • City’s Liaison to the PBGYAA • Facility permitting and scheduling • Coordinating adult and youth sports programs • Monitoring volunteer background screenings • Coordinating and managing contractual staff to perform instructional camps, clinics and programs • Maximizing revenues through athletics programming • Marketing of athletic programs • Developing partnerships with sport event owners and the Palm Beach Sports Commission in order to derive economic impact through sports • Generating sponsorship opportunities and economic development through sports This Section is also responsible for managing the City’s Tennis Center and Aquatic Complex through the Operations Manager. Facility permitting and daily communication with the PBGYAA are primary functions of the Athletics Supervisor. The Sports Specialist is directly responsible for adult sports programming and supervision of night activities. Instructional programs for youth sports and wellness are also coordinated by this Section. Revenues generated from these functions, as well as from camp and clinic programming, are applied towards the cost recovery of the salaries in this Section. Priority for athletic field use is governed by the following criteria: City-sponsored youth and adult programming; PBGYAA youth sports programs; Palm Beach Gardens public school athletic programs; recognized youth programs; recognized adult programs; and individuals requesting facility space. Primary types of permits include a daily one-time use, blanket permit for league play programs, and special event permits for tournament and camp events. All facility use other than informal play requires one of the aforementioned permits, which are granted via the Recreation Division. 10 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens PERSONNEL RESOURCES (continued) MAINTENANCE The Parks and Grounds Section is made up of 29 employees: one (1) Parks Director, three (3) Chief Lead V Maintenance Technicians, 20 full-time maintenance staff, and five (5) part-time staff. These employees are responsible for the maintenance of 52 acres of outdoor sports fields at 15 different parks, as well as all City-owned common grounds and roadway medians. This Section is separated into two (2) units of operations: 1) Parks and 2) Grounds. The following lists each unit’s areas of responsibilities as it relates to turf maintenance only. Parks 1. Clay field maintenance 2. Game preparation 3. Painting/marking field lines 4. Facility repairs/inspections 5. Monitoring fields/facilities use 6. Cleaning restrooms/surfaces Grounds 1. Field turf mowing, edging. 2. Fertilizing, herbicide application, pesticide application 3. Weekly repairs - filling in holes and sod repairs 4. Irrigation system operation/repairs Over the past five (5) years, the Parks and Grounds Section was minimized due to the economical downturn experienced nationwide. At the same time, approximately 21 acres of developed park land were added to the City’s inventory without the addition of staff in order to provide the public with additional recreational opportunities. Table 7A and Chart 7B below compare the growth rate of field participations, programming, and additional inventory, with maintenance staff hours over the past five (5) years. The City’s Grounds Superintendent conducted physical inspections of each field from March 6 through 19, 2014, and noted observations of each. The analysis is attached hereto as Appendix A. 11 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens PERSONNEL RESOURCES (continued) Table 7A: Maintenance Hours vs. Workload 2009 2010 2011 2012 2013 Maintenance Staff Hours Worked (in 1000s) 48 47 39 37 34 Parks Acreage Maintained 156.33 162.6 167.25 171.75 171.75 Turf Acreage Maintained 48.25 48.25 50 52 52 # of Participant Hours (in 1000s) 150 167 193 206 223 # of Tournaments 5 7 10 10 9 Chart 7B: Maintenance Hours vs. Workload 12 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens FINAL RECOMMENDATION The current conditions of the City’s turf fields can be attributed to many factors. However, it is staff’s opinion that the two (2) major contributing factors are: 1) a reduction in maintenance labor hours, and 2) an increase in field use. Over the past five (5) years, there has been an inordinate increase in sports participation for children and adults alike. The participation within PBGYAA alone has more than doubled since 2008, which is just a sample of the activity occurring on City fields. The increase in participation and permits may be attributed to the high levels of services that the City provides in its programming and facilities. In order to continue providing such services to meet current and future demands, a new approach must be implemented. The approach must address the following key elements related to turf conditions: • Safety • Playability • Aesthetics • Consistency Based on this analysis, staff offers the following short-term and long-term approaches. Short-Term Strategies 1. Implement prudent agronomics and cultural practices: A. Establish a minimum of two (2) eight- (8) week turf rejuvenation periods for all sports fields. Work to be performed during this time may include resodding of worn areas, verticutting, aeration, rest, and other recommended turf work. B. Sample use of Bermuda Latitude 36 Hybrid in wear areas. C. Re-establish fertilization records to be provided to the City’s Grounds Superintendent. D. Re-establish weed inspection program. E. Reinstitute a detailed maintenance schedule. F. Evaluate the operational efficiency of the Parks and Grounds Section. G. Provide more attention to product specifications and application during installation of new or renovated fields. H. Provide a turf specialist dedicated to the athletic turf. 2. Increase Parks and Grounds field maintenance budget: A. Establish contractual services to perform required work during the turf rejuvenation period, including: • Field stripping, grading, resodding, fertilization, top dressing, and other work as determined by staff to be the most efficient and effective method. 13 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens B. Establish year-round contractual services for the following services: • Deep verticutting – one time and not all fields, primarily Gardens Park baseball fields. • Pre-emergent herbicide application to all turf. • Insecticide applications to all turf. C. Increase contractual services for irrigation maintenance for all common areas. This will alleviate current workload responsibilities of the irrigation maintenance crew. D. Increase contractual services for landscape maintenance, plant replacements, and installation of new landscape for all common areas. This will alleviate current workload responsibilities of the turf maintenance crew. E. Increase part-time hours in order to provide monitoring of field activity. 3. Increase awareness of sports field conditions and availability: A. Provide information to user groups on turf safety and maintenance requirements (i.e., signage, workshops, pamphlets, etc.) B. Continue to involve PBGYAA user groups in the scheduling process for all upcoming closing or renovation periods. C. Recommend relocation of non-game activity to other park facilities (drills, shots on goal, etc.) D. Promote alternative fields available at all public schools for use. 4. Managing play to limit field usage: A. Increase the multipurpose field permit fee. B. Implement a “pay-to-play” policy for non-recreational programs. C. Evaluate the possibility of capturing a “fee” for each non-recreation program to be deposited into a “turf or field repair” line item in the Recreation Special Revenue budget. D. Manage use of ball outfields for other sports since this practice increases the closure timeframe requirements. E. Evaluate non-resident participation in PBGYAA programs. F. Evaluate and revise existing permitting procedures. G. Limit multiple sport field layouts on multipurpose fields played at the same time. H. Shift field layouts when possible to alleviate wear, especially at goal mouth areas. 14 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens Long-Term Strategies 1. Evaluate the possibility of combining Parks and Grounds and Athletics Sections in order to improve productivity, accountability, and customer service by incorporating all sports field elements (maintenance and programming) under one (1) responsible unit. 2. Increase availability and capacity by installing synthetic turf on existing multipurpose athletic fields. Installation of synthetic turf would significantly reduce closure periods, handle wear and heavy play better than organic turf, and provide a greater number of available dates for play. Installing synthetic turf on the City’s baseball and softball fields would provide additional multi-use space that could be permitted for multiple activities. The infield clay on these facilities limits the multiple sport use. Synthetic turf infields would consist of synthetic turf in the infield arc area and Bermuda grass in the outfields. 3. Enter into a partnership with schools to utilize their athletic fields. 4. Develop creative strategies for additional park land through development or acquisition. 5. Transition open space at Oaks Park to a Bermuda grass athletic field. 6. Install synthetic turf at Lilac Park hockey rink. 7. Re-evaluate the project scope at City Park to incorporate synthetic turf on the proposed multipurpose field. 8. Perform annual reviews of the maintenance and programming of sports fields. 15 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens APPENDIX A SPORTS FIELD OBSERVATIONS AND ANALYIS March 6 – 19, 2014 The City’s Grounds Superintendent conducted physical inspections of each outdoor sports field and noted observations of each below. The intent of the analysis was to present findings on a field-by-field basis; however, there were some general remarks that should be noted relative to the overall current situation. The athletic activity on the baseball and softball fields is less obtrusive and the turf is viable. It is reasonable to state that the fields with unsatisfactory conditions currently are the multipurpose fields. The following is a list of some commonalities: 1. Wear areas are most severe at the goal mouth and down the crowns of the field. The primary causes of this are overuse of the fields and use during wet conditions. There are four (4) stages of progression resulting in turf wear and loss: 1. Leaf damage of the turf blades 2. Damage of stems and crown of the plant 3. Breakdown of the thatch layer 4. Bare soil – ultimately resulting in compaction of the underlying soil structure Once the breakdown of thatch occurs and bare soil conditions exist, the only remedy is resodding. It should be noted that continual sod replacement in the same areas will become less effective due to the ongoing compaction of the subsurface. At some point, these bare areas need to be mechanically turned to relieve subsurface compaction. 2. In examination of previous years’ field closure calendars, it has been observed that the window scheduled for closure of the multipurpose fields has slowly reduced over the years. In order to effectively resod bare areas on multipurpose fields, a minimum of eight (8) weeks is required for turf establishment. A four- (4) week closure period is only sufficient to perform cultural practices such as aeration, verticutting, topdressing and fertilization. These cultural practices are effective only if the damage has not progressed well into Stage 3, as listed above. 3. The multipurpose fields have multiple field layouts. For instance, at PGA Multipurpose Field #2, there are field layouts for three (3) different sports. Each sport has different wear areas in proximity to another sport, resulting in expansive overused areas of the field. Additionally, multiple layouts of the same sport on one field create additional wear. Thirteen (13) soccer field layouts at Gardens Park have resulted in 26 areas of goal mouth wear. 4. It has also been observed that the softball and baseball fields are being utilized for multipurpose field-type sports. This will only accelerate turf wear in these outfields and result in these fields requiring longer closures and substantial turf renovations. 5. The current turf conditions, or lack thereof, are an unintended consequence of the over programming of the fields. 16 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens 6. There is no evidence to suggest that a lack of agronomic or cultural practices is the cause. Soil sample results do not indicate a lack of nutrients. It should be noted here that the soil analysis for the Gardens Park fields exhibits an extremely high Cation Exchange Capacity (CEC) value, indicating the soils used during construction were too fine. This makes it difficult for nutrients to pass from the soil to the plant. 7. The City’s Grounds Superintendent was unable to help monitor field conditions and provide recommendations for the period of June through December 2013, due to the golf course construction project. This resulted in a lack of an upcoming project list, which would have contained pesticide and fertilizer recommendations, as well as cultural practices recommendations 8. There was a lack of weed inspections reports to the City’s Grounds Superintendent. These reports are necessary to assist in keeping the weed population and field turf conditions monitored. This process is no longer practiced. 9. Pesticide and fertilizer application records have not been provided to the City’s Grounds Superintendent since August 2011. This information is used to help monitor and assist with turf recommendations. Individual Field Observations • Lake Catherine Softball: General Notes o Overall, field conditions are similar throughout the facility; o Widespread crabgrass pressure that is currently being treated with herbicides. This is a difficult weed to control and several herbicide mixtures over the years have been utilized in an effort to minimize the crabgrass. This weed thrives in moist, compacted soils. o The fields’ soil and turf are old. Consider future plan to replace. Strip sod, rototill soil aggressively and resod. Does soil require amending? o Continue herbicide treatments and current fertilization schedule; o Evaluate irrigation schedule; o Resod foul lines and corners off of the infield arc (1st and 3rd base). • Gardens Park Baseball: Field Specific Observations o Field #1 – Herbicide application in progress for grassy weeds. Consider broadleaf weed application to address extensive dollar weed pressure. Resod foul line, baseline and pitcher’s mound wear areas; o Field #2 – Same notes as field #1; o Field #3 – Substantial goose grass and crabgrass pressure. Herbicide application in progress but may require follow-up individual spot treatments. Foul line wear. o Field #4 – Goose grass and torpedo grass present. Goose grass treatment in progress. Torpedo grass will require quinclorac (Drive) treatment. o Field #5 – Herbicide application in progress for grassy weeds but may require follow-up individual spot treatments for goose grass in sideline turf areas. Dove weed and “ball sedge” requiring treatment. Infield turf wear areas – resod? 17 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens o Field #6 - Herbicide application in progress for grassy weeds but may require follow-up individual spot treatments for goose grass in sideline and infield turf areas. Infield turf requiring sod repairs. o Field #7 – Goose grass, torpedo grass and crabgrass weeds present. Current herbicide applications in progress should reduce goose and crab. Torpedo grass requiring quinclorac treatment. Infield turf is weak on this field. o Field #8 – Herbicide application in progress for goose grass. Not substantial turf wear areas on this field. o Gardens Park Baseball: General Notes 1. Treat for Bermuda grass mites; in progress; 2. Evaluate irrigation schedules. 3. Follow up broadcast herbicide treatments with spot spraying for weeds missed or difficult to control ; in progress 3/26/14; 4. Deep verticutting and topdressing; contractual service. Probably will not be done this year due to field closure calendar restrictions. Perform in house, if calendar does permit. 5. Pre-emergent weed control Spring and Fall seasons split applications; contractual service. 6. Put infield turf on increased fertilizer schedule. 7. Keep outfield turf on current fertilization schedule. 8. Consider replacing infield turf and having the skinned surfaces laser- graded. 9. Keep mower blades sharp; Bermuda grass rotary mowing requires frequent sharpening of the blades. • Lilac Baseball Field: General Notes o Overall, the turf looks good. It should be noted that this is in response to a very aggressive fertilization program implemented to get ready for Spring Baseball. The turf should not require this aggressive program. The turf on this field has never responded as it should to a standard fertilization program. It is questionable as to what variety of Bermuda the grass actually is. o Recent soil analysis and nematodes assay test of Lilac Baseball field does not indicate any detrimental issues in the soil that would contribute to the lack of fertilizer response. o Turf has been treated with two (2) applications of herbicide for grassy weeds. Follow up spot spray is recommended for weeds not controlled. • Plant Drive Softball Field: General Notes o This field looks good; no issues to report at this time • PGA Softball Fields: Field Specific Observations o South field – Looks good; herbicide application for grassy weeds in progress. o North field – A little more weed pressure present, but turf looks good. Herbicide applications in progress. 18 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens o Continue current irrigation and fertilizer programs. o Current programming of multipurpose sports in the outfields will create worn areas. • Mirasol Softball Field: General Notes o Substantial weed pressure; herbicide applications in progress. o Schedule torpedo grass treatment. o Right outfield wear areas; this appears to be from activity other than softball. Can activities be rotated to left field to minimize wear? o Turf corners by 1st and 3rd bases are worn ; extra fertilizer? • Mirasol Multipurpose Fields: General Notes and Field Specific Observations o Closing Monday March 24 through May 5, 2014. o Slicing scheduled March 24, 2014; complete. o City Contractor (Odom’s) scheduled to remove and replace wear areas; completed March 26, 2014. o Fertilizer grow-in program scheduled for the closure period. o South field – Needs to be closed; substantial turf loss. Herbicide applications in progress. Perimeter weeds not on field of play need to be treated o North field – Primarily goal mouth wear. Also, area of field closest to concession building show significant wear. Remaining turf can be fertilized to better condition during closure period. Herbicide applications in progress. Follow up with spot treatment of stubborn weeds. • Gardens Park Multipurpose Fields: General Notes o An attempt was made this winter to close and grow turn back in worn areas on a fertilizer program similar to growing in sprigs. The success of this was compromised by the fact that the fields could not remain completely closed during this period. It is not feasible to “nurse” turf back to a viable state with activity on it. o Weeds treatment is in progress; needs follow up by spot spraying. o Substantial wear throughout the fields – goal mouths, middles, and concession stand. 19 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens o Closure not scheduled until May 12, 2014; need to evaluate and coordinate what needs to be done in order for fields to be playable until then. o Soil analysis shows very poor soil utilized during the reconstruction project severely inhibiting the plants’ ability to take up nutrients. Soils are too fine. o Excessive field layouts contributes to additional and extended wear areas. o Lack of sod availability due to extremely wet winter. • Lilac Multipurpose Fields: General Notes o Closing Monday March 24 through May 5, 2014. o Slicing scheduled March 24, 2014; complete. o City’s contractor (Odom’s) scheduled to remove and replace wear areas; completed March 26, 2014. o Fertilizer grow-in program scheduled for the closure period; complete o Goose grass is out of control and requires herbicide applications; in progress. o Wear is horrific. Three (3) soccer fields have been laid out with overlap. o Needs pre-emergent program four (4) times per year. o Soil sample analysis indicated no significant issues. • PGA Multipurpose Fields: Field Specific Observations o Utilize existing fertigation system on site. o Field #1 – Just reopened 3/15. Resodded down the crown. Some goose grass needs spotted. o Field #2 – Showing wear at goal mouths and down the middle. Multiple field layouts has resulted in increased wear areas both in number and area. At time of inspection field lining dimensions for three (3) different sports were on the field. o Field #3 – Significant wear; wet conditions would be unsafe to play. No weed pressure. 20 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens APPENDIX B CURRENT POINTS OF DISCUSSION 1. Increase the use of local school facilities by entering into a mutual use contract with the School District. The School District uses City facilities; the City would use the District’s fields. 2. Create a service area/geographical radius in the City of parks for which non-residents, who do not pay municipal taxes, may use. 3. Set time limits on the sports season and avoid overlapping of sports activities to allow proper time for maintenance during off season. 4. Decrease the level of play: length of season, number of practices, pre and post season events (e.g. tryouts), to create eight (8) week intervals for turf rejuvenation. 5. Limit the enrollment of each sporting event based on the field capacity of each sport category and the national standard of normal play in one season. 6. Limit the amount of travel teams each recreational sport can bring in and require that all participants must play in their respective sports recreational season prior to becoming eligible to participate on any travel team of the same sport. 7. Limit the number any one sports group may reserve parks for special events, e.g. tournaments, clinic camps. 8. Limit and reduce the number of sports tournaments hosted by the City and the Palm Beach County Sports Commission, at City facilities. 9. Increase the non-resident fee for participation in youth sports to reflect a similar amount City residents pay for parks and recreation service through their municipal taxes. Currently, non-residents pay a $40 flat fee. City residents pay $170 for the same services. 10. Prohibit all non-residents from playing youth sports at City parks. 11. Prohibit adult sports activities at City parks in order to allow additional space for youth programs. 12. Distribute youth sports activities to various City multi-use facilities in one season to reduce overcrowding and wear-and-tear to same facility. 21 Outdoor Sports Field Operations and Maintenance Strategy | City of Palm Beach Gardens 13. Eliminate all commercial activities at City parks, e.g. camps, clinics, fundraisers. 14. Eliminate all use of sports fields at City parks by private and public schools. RAB/PBGYAA CURRENT POINTS OF DISCUSSION •Increase the use of local school facilities by entering into a mutual use contract with the School District. The School District uses City facilities; the City would use the District’s fields. •Create a service area/geographical radius in the City of parks for which non-residents, who do not pay municipal taxes, may use. •Set time limits on the sports season and avoid overlapping of sports activities to allow proper time for maintenance during off season. •Decrease the level of play: length of season, number of practices, pre and post season events (e.g. tryouts), to create eight (8) week intervals for turf rejuvenation. •Limit the enrollment of each sporting event based on the field capacity of each sport category and the national standard of normal play in one season. •Limit the amount of travel teams each recreational sport can bring in and require that all participants must play in their respective sports recreational season prior to becoming eligible to participate on any travel team of the same sport. •Limit the number any one sports group may reserve parks for special events, e.g. tournaments, clinic camps. •Limit and reduce the number of sports tournaments hosted by the City and the Palm Beach County Sports Commission, at City facilities. •Increase the non-resident fee for participation in youth sports to reflect a similar amount City residents pay for parks and recreation service through their municipal taxes. Currently, non-residents pay a $40 flat fee. City residents pay $170 for the same services. •Prohibit all non-residents from playing youth sports at City parks. •Prohibit adult sports activities at City parks in order to allow additional space for youth programs. •Distribute youth sports activities to various City multi-use facilities in one season to reduce overcrowding and wear-and-tear to same facility. •Eliminate all commercial activities at City parks, e.g. camps, clinics, fundraisers. •Eliminate all use of sports fields at City parks by private and public schools. Outdoor Sports Field Operations and Maintenance Strategy City of Palm Beach Gardens PURPOSE •Purpose: To address current field conditions that do not meet expectations of users and City staff. •Areas of concern: Programming Maintenance Inventory Education AREAS OF CONCERN PROGRAMMING •Increased number of informal and formal play participants. •Large number of non-resident participants (measured by Palm Beach Gardens Youth Athletic Association, or PBGYAA). •Meeting a philosophy of providing recreation opportunities for both informal and formal groups (adult and youth). •Increased amount of travel teams in nearly all youth sports programs. •Meeting revenue projections (field permits are key revenue source for funding Athletics Division). •Facility closures are not staggered to allow for continuous play. •Effects of unexpected safety closures that occur outside of the 6- 8 week rejuvenation period. AREAS OF CONCERN cont’d MAINTENANCE •Reduction of resources to manage field turf areas. •Lack of quality control with regard to maintenance practices. •Insufficient field renovation closing periods. •Lack of resources to manage field use in order to reduce unauthorized use. INVENTORY •Insufficient amount of multi-purpose field space available to meet the requirements of all user groups in the service area. •Lack of viable field space opportunities via interlocal agreement partners. AREAS OF CONCERN cont’d EDUCATION •Lack of consumer knowledge on field maintenance and the effects of field overuse. AREAS OF CONCERN cont’d FIELD DAMAGE MIRASOL PARK FIELD DAMAGE Gardens Park CITY INVENTORY •15 public parks = 185 acres •32 outdoor sports fields = 52 acres of Bermuda turf •Increased inventory of sports turf by 15% since 2009, as well as addition of 5 park- related buildings totaling 4,500 s.f. FACILITY USE: SPORTS BY FIELD TYPE •City owns 17 diamonds that can accommodate baseball, softball, slow pitch, fastball, and t-ball. •The other 15 fields are rectangular, multi-purpose fields for use by soccer, football (tackle, flag), rugby, field lacrosse, field hockey, and Ultimate Frisbee. •Some fields, such as those at PGA National and Gardens Parks, are striped to accommodate additional games. DEMAND 0 1000 2000 3000 4000 5000 6000 7000 8000 2009 2010 2011 2012 2013 Number of Program Participants Number of Participants PBGYAA PARTICIPANTS PARTICIPANTS PERSONNEL RESOURCES PROGRAMMING •Athletics Division consists of 3 FT employees. •Primary areas of focus include: City’s Liaison to the PBGYAA Facility permitting and scheduling Coordinating of adult and youth sports programs Monitoring of volunteer background screenings Coordinating and managing of contractual staff to perform instructional camps, clinics, and programs Maximizing revenues through athletics programming Marketing of athletic programs Developing partnerships with sport event owners and the PB Sports Commission in order to derive economic impact through sports Generating sponsorship opportunities through sports PERSONNEL RESOURCES cont’d MAINTENANCE •Parks & Grounds Division consists of 29 FT/PT employees •Areas of responsibilities (as it relates to turf maintenance only) Parks: •Clay field maintenance •Game preparation •Painting/marking field lines •Facility repairs/inspections •Monitoring fields/facilities use •Cleaning restrooms/surfaces Grounds •Field turf mowing, edging, fertilizing, herbicide and pesticide application •Weekly repairs, such as filling in of holes and sod repairs •Irrigation system operation/repairs MAINTENANCE vs. DEMAND SHORT-TERM STRATEGIES •Implement Prudent Agronomic and Cultural Practices: Establish a minimum of two (2), 8-week turf rejuvenation periods for all sports fields. Sample use of Bermuda Latitude 36 Hybrid in worn areas. Re-establish fertilization records be provided to the City’s Grounds Superintendent. Re-establish weed inspection program. Re-institute a detailed maintenance schedule. Evaluate the operational efficiency of the Parks & Grounds Division. Provide more attention to product specifications and application during installation of new or renovated fields. Provide a turf specialist dedicated to the athletic turf. SHORT-TERM STRATEGIES cont’d •Increase Parks & Grounds’ Field Maintenance Budget: Establish contractual services for: •Turf rejuvenation period •Deep verticutting •Pre-emergent herbicide application to all turf •Insecticide applications for all turf Increase contractual services for: •Irrigation maintenance at all common areas •All landscape maintenance, plant replacements, and installation of new landscape for all common areas Increase part-time hours in order to provide better monitoring of field activity. SHORT-TERM STRATEGIES cont’d •Increase Awareness of Sports Field Conditions and Availability: Provide information to user groups on turf safety and maintenance requirements. Continue to involve PBGYAA user groups in the scheduling process for all upcoming closing or renovation periods. Recommend relocation of non-game activity to other park facilities. Promote alternative fields available at all public schools for use. SHORT-TERM STRATEGIES cont’d •Managing Play to Limit Field Usage: Increase the multi-purpose field permit fee. Implement a “pay to play” policy for non-recreational programs. Evaluate the possibility of capturing a “fee” for each non-recreation program to be deposited into a “turf or field repair” line item in the Recreation Special Revenue budget. Manage use of ball outfields for other sports since this practice increases the closure timeframe requirements. Evaluate non-resident participation in PBGYAA programs. Evaluate and revise existing permitting procedures. Limit multiple sport field layouts on multi-purpose fields played at the same time. Shift field layouts when possible to alleviate wear, especially at goal mouth areas. LONG-TERM STRATEGIES Evaluate the possibility of combining the Parks & Grounds and Athletics functions. Increase availability and capacity by installing synthetic turf on existing multi-purpose athletic fields. Enter into a partnership with schools to utilize their athletic fields. Develop creative strategies for additional park land through development or acquisition. Transition open space at Oaks Park to a Bermuda grass athletic field. Install synthetic turf at Lilac Park hockey rink. Re-evaluate the project scope at City Park to incorporate synthetic turf on the proposed multi-purpose field. Perform annual reviews of the maintenance and programming of sports fields. CURRENT POINTS OF DISCUSSION Increase the use of local school facilities by entering into a mutual use contract with the PBC School District. The School District uses City facilities; the City would use the District’s fields. Create a service area/geographical radius in the City of parks for which non- residents, who do not pay municipal taxes, may use. Set time limits on the sports season and avoid overlapping of sports activities to allow proper time for maintenance during the off-season. Decrease the level of play: length of season, number of practices, pre and post season events (e.g. tryouts), to create 8 week intervals for turn rejuvenation. Limit the enrollment of each sporting event based on the field capacity of each sport category and the national standard of normal play in one season. Limit the amount of travel teams each recreational sport can bring in and require that all participants must play in their respective sports recreational season prior to becoming eligible to participate on any travel team of the same sport. CURRENT POINTS OF DISCUSSION con’t Limit the number any one sports group may reserve parks for special events, e.g. tournaments, clinic camps. Limit and reduce the number of sports tournaments hosted by the City and the Palm Beach County Sports Commission, at City facilities. Increase the non-resident fee for participation in youth sports to reflect a similar amount City residents pay for parks and recreation service through their municipal taxes. Currently, non-residents pay a $40 flat fee. City residents pay $170 for similar services. Prohibit all non-residents from playing youth sports at City parks. Prohibit adult sports activities at City park in order to allow additional space for youth programs. Distribute youth sports activities to various City multi-use facilities in one season to reduce overcrowding and wear-and-tear to same facility. Eliminate all commercial activities at City parks, e.g. camps, clinics, fundraisers. Eliminate all use of sports fields at City parks by private and public schools. QUESTIONS? Please Print Name: CoMME-NIS FROM THi= _PUBLIC- Request to Address City Cou ncil "~l'Z... \ '(V\ \" \...-"--tJO 0 .. ,/} ~ Addresp:· ------~~/_\ _______ \ __ n __ '-----~~v-' __ ~~--------------~~----~~---- City: ---=-(AG---=--=-&.,.--=-c __ -------~------------ Tvn_V l~l<:.Av ~<VP)-~vY' Subject: . Members of the public may address the-City ~ouncil during the "Comments by the Public" portion of the agenda and during "Public He·arings". This Request to Address the C"ity Council must be delivered to the City Clerk prior to the commencement of the meeting. The time limit for each speaker is limited to three {3) minutes. Pleas e Print C OMMENTS FROM THE PUBLIC Request to Address City-Council Name: ~~~J v..Joad Addres{>:: ?1 A~~ :/(A,/~ C-1-. city: --+-\?-=a,__,_/.~f'V\~P-~_tJ.( ~ 6.--'6--J.) .r~ ftr; t= Subject: . Members of the public may address the-City Council during the "Comments by the PUblic" portion of the agenda and during "Public Hearings". This Request to Address the Cit y Council must be delivered to the City Clerk prior to the commencement of the meeting. The time limit for each speaker is limited to three (3) minutes.