FLORIDP 120 E. Pomelo Street Ph.: (863) 291-5270 Lake Alfred, FL33850-2135 CITY OF LAKE ALFRED Fax: (863) 291-5317 AGENDA PARKS AND RECREATION BOARD CITY COMMISSION CHAMBERS CITY HALL Monday, June 23, 2025 6:00 P.M. CALL TO ORDER: CHAIRPERSON Sheilan Runnels INVOCATION: CHAIRPERSON Sheilan Runnels PLEDGE OF ALLEGIANCE: CHAIRPERSON Sheilan Runnels ROLL CALL: PARKS AND RECREATION ADMINISTRATIVE ASSISTANT ANAELI QUINONES ANNOUNCEMENTS: DIRECTOR ANNOUNCEMENTS RECOGNITION OF CITIZENS: ITEMS THAT ARE NOT ON THE AGENDA APPROVAL OF THE MINUTES: MARCH 10, 2025 NEW BUSINESS 1) Partner League Agreement Vote 2) Football Partner League Agreement Vote 3) Summer Camp Updates 4) Library Summer Program Updates 5) Park Summer Program Updates RECOGNITION OF CITIZENS: (PLEASE LIMIT YOUR COMMENTS TO 5 MINUTES.) ADJOURN AGENDA LAKE ALFRED PARKS & RECREATION BOARD JUNE 23, 2025 MINUTES PARKS AND RECREATION BOARD CITY COMMISSION CHAMBERS CITY HALL TUESDAY, MARCH 10, 2025 6:00 P.M. Call to Order: Chair Runnels Invocation: Vice Chair Widener Pledge of Allegiance: Chair Runnels Roll Call: Those in attendance were Chair Sheilan Runnels, Vice Chair Don Widener, Board Member Dave Fawcett, and alternate Board Member Aaron Nangle. Also in attendance were Parks Director Emily Deal, Administrative Assistant Anaeli Quinones, and Event Coordinator Jessica McGuire. Meeting began at 6:02pm. APPROVAL OF THE MINUTES: JANUARY 14, 2025 Alternate Nangle made a motion to approve the minutes for January 14, 2025; seconded by Vice Chair Widener and motion was approved. Chair Runnels moved on to the next item on the agenda. NEW BUSINESS 1.) Parks and Recreation Master Plan Vote. Parks Director Deal started by saying that she brought pictures of everything that we have been working on for the Master Plan, which is for the next 10 years of park plans and facilities. She then explained that after going through the pictures, that voting would need to be done, to then go back to the engineering firm to finalize and continue the process with the plans. She also explained that these parks and facilities were the ones that will be getting the most work done, not necessarily leaving other parks not listed without anything being done. Vice Chair Widener inquired about the already approved playground in Central Park. Parks Director Deal said that the playground was included because it was part of the Central Park plan. 2 AGENDA LAKE ALFRED PARKS & RECREATION BOARD JUNE 23, 2025 Alternate Nangle asked about the pavilion being done at Central Park. Parks Director Deal said that the pavilion will be done before the playground, which also Chair Runnels was asking about. Parks Director Deal started going through the pictures with the newest land that will be for a park right next to the new water plant which is 20 acres. It will have a lot for everyone to do. From playground, dog park, restrooms, pavilions, open green space, walking trails, fields. Then she moved on to the Central Park pictures. There were two options since one of them has the baseball field in it, and the other does not. This park will have the same amenities, from football field, dog park, pavilions, basketball court, multi-purpose courts, playground, concession stand, open green space, and baseball field. Vice Chair Widener asked if staff was going to be hired to run the concession stands. Parks Director Deal answered by saying that the concession stands at Central Park would be run by the little leagues. It would be moved closer to the middle of the park, and it would also have storage, restrooms, shade, etc. There was more discussion on this park and the different leagues that will be using it. Alternate Nangle inquired about the final decision on the baseball field, whether to keep it at Central or move it. Parks Director Deal replied that her and the City Manager are leaning towards one option, and that she would see what the Board will choose as well as the Commission and then make a final decision. There was more discussion and questions on the different options as well as moving them to the new 20-acre park. Parking would also be an issue at Central Park if there is already a football game going because then the baseball field would not be in use. Parks Director Deal mentioned that the new pavilion and playground should be installed within the next month or SO and that we will be able to use it in the summer. She showed more concept drawings for the concession stand and the park. She then moved on to the Mackay pictures with the new design concept, which includes a new playground, pavilion, parking, event space, nature center, etc. After those pictures, she talked about the Lake Rochelle Boat Ramp, which is also getting some work done. The parking will get revamped, with just one entrance and one exit, circle drive, dock extension, weigh in pad, etc. Up next was the picture for Lions Park. The only thing that is staying the same is the boat ramp/dock. Everything else will be revamped completely. And it will depend on Growers Fertilizer's building coming down. There will be an additional entrance going through Growers, more parking, boardwalk, splash park/playground combo, revitalize the beach space, pavilions, 3 AGENDA LAKE ALFRED PARKS & RECREATION BOARD JUNE 23, 2025 open green space, community center, etc. We want this park to be the one where all the events take place. More discussion and questions about this park. The community center at Lions Park was next in the pictures. She explained all the elements that would be included in it, such as indoor gyms, track, fitness rooms, multipurpose room, offices, restrooms, storage, and a banquet hall to fit 350 people. A lot of programs will be hosted here like summer camp, basketball, leagues, etc. Vice Chair Widener asked if there would be a monthly fee to use the different elements or access in the community center. Parks Director Deal said something like the fitness room would probably need a monthly or annual charge sO that things are cared for. She then showed more renderings on the splash pad that will be at Lions Park. She will note the different suggestions the Board had on some things that were shown and then will be placed in the budget by the City Manager based on what would be done first. She asked if there were any other questions. There was discussion about the impact fees and the funding of these projects. There is no specific order as far as what is getting done first, it all depends on grants that we might be able to acquire for Growers. She asked if there were any other questions. There were none. She then asked for an official vote on the overall 10-year Master Plan. And she will also share with the City Manager that the Board recommends the option with the open play space for Central Park. Chair Runnels made a motion to approve the Master Plan; seconded by Alternate Nangle, and it was approved by unanimous voice call vote. Parks Director Deal moved on to the next item on the agenda. 2.) Library Expansion Plans Draft. Parks Director Deal talked about the library expansion plans to the Board, and she passed around the renderings for such expansion. There will be more seating, more rooms, for activities, crafts and programs. She explained what each room would be as well as having one that could be rented out without having access to the library. The children's room will be revamped like the Narnia theme. There will be additional offices, shelf spaces, restrooms, reading nooks, an e-sports room and coffee bar. 4 AGENDA LAKE ALFRED PARKS & RECREATION BOARD JUNE 23, 2025 These plans were shared with the library staff and the friends of the library, and they were really happy with them. Their only request was to add a water fountain to the second half of the building which is an easy accommodation. Once the site work is done, and it is finalized, it will be taken to the Commission for approval. Parks Director Deal moved on to the next item on the agenda. 3.) Summer Camp Updates. Parks Director Deal talked about summer camp registration and that it is currently open. She explained the duration of the camp and the price for it. She explained what is included with the activities as well as the number of campers allowed. Parks Director Deal moved on to the next item on the agenda. 4.) Heritage Day Overview. Parks Director Deal went over the Heritage Day Festival we just had this past Saturday and how much fun it was. New activities were added such as a re-enactment meeting from 1915 when the City was officially named City of Lake Alfred, there were about 28 vendors, inflatables for the kids, petting ZOO, bluegrass band, magic show, Jim Sawgrass, etc. She mentioned the next event being community cleanup in April, and asked if there were any questions or comments. Board Member Fawcett shared that April 19th will be the Easter Egg Hunt at Lions Park, and on April 26th, there will be a car show. The First Baptist Church is doing an Easter Egg Hunt on April 12th, from 11am-2pm. Chair Runnels announced the recognition of citizens. Seeing no one, she made a motion to adjourn the meeting. Alternate Nangle made the motion to adjourn the meeting, seconded by Board Member Fawcett. Motion was approved by unanimous voice call vote. The meeting was adjourned at 7:03pm. Respectfully submitted, Anaeli Quinones Parks and Recreation Administrative Assistant 5 AGENDA LAKE ALFRED PARKS & RECREATION BOARD JUNE 23, 2025 New Business No. 1 Partner League Agreement Vote ISSUE: A new sports policy for Parks and Recreation. A Partner League Agreement for associated and ongoing sport leagues using city of Lake Alfred facilities. ATTACHMENTIS): Partner League Agreement (Attachment A) ANALYSIS: Parks Director Deal will review the Partner League Agreement with the Board. This new policy lines out details regarding the rules, regulations, and agreement between Lake Alfred and sports organizations that are regularly using Lake Alfred facilities as their "home" facility. This program will allow the partner leagues to receive some benefits as first pick on field usage over traveling teams and/or occasional renters. STAFF RECOMMENDATION: To move for approval for the Partner League Agreement as a whole. Approving the policy change on how we move forward in the future with Partner Leagues and programs. The individual leagues themselves will come to the Board in the future to be officially deemed a Partner League for the city of Lake Alfred. 6 AGENDA LAKE ALFRED PARKS & RECREATION BOARD JUNE 23, 2025 New Business No. 2 Football Partner League Agreement ISSUE: The Board will get the opportunity to vote for our first partner league, the Lake Alfred Lions Football League. ATTACHMENT/S): None. ANALYSIS: Parks Director Deal will update the Board on the newest program, the Lake Alfred Lions Football League. This is a youth recreational football league that is to be apprised of local youth players for football and a division of cheer. This league plans to compete on a rotational basis within Polk County recreational teams. They wish to be a Partner League with the city of Lake Alfred and plan to create a long term program for the youth in Lake Alfred. They will be housed at Central Park on the football field, with equipment storage inside the concessions building. STAFF RECOMMENDATION: To move for approval for the youth football league as our youth football partner league. They have long-standing ties to the city and solid plans for how to make this program safe, successful, and fun for the youth in Lake Alfred. 7 AGENDA LAKE ALFRED PARKS & RECREATION BOARD JUNE 23, 2025 New Business No. 3 Summer Camp Updates ISSUE: The Board will get an update from Parks Director Emily Deal on the summer camp. ATTACHMENT/S): None. ANALYSIS: Parks Director Deal will give an update on the fun happening at summer camp program and what is to come for the summer. STAFF RECOMMENDATION: There is no action that needs to be taken with this item. 8 AGENDA LAKE ALFRED PARKS & RECREATION BOARD JUNE 23, 2025 New Business No. 4 Library Summer Program Updates ISSUE: The Board will get an update from Parks Director Emily Deal on programs happening at the Library this summer. ATTACHMENT/S): None. ANALYSIS: Parks Director Deal will give an update on the summer reading program with the Polk County Library Co-op, as well as our own Lake Alfred Library Programs. A special recap of our recent books and brushes event. STAFF RECOMMENDATION: There is no action that needs to be taken with this item. 9 AGENDA LAKE ALFRED PARKS & RECREATION BOARD JUNE 23, 2025 New Business No. 5 Park Summer Program Updates ISSUE: The Board will get an update from Parks Director Emily Deal on programs happening in the parks this summer. ATTACHMENT/S): None. ANALYSIS: Parks Director Deal will give an update on a fun new program series Thursdays in the Park" at Central Park. Four Thursdays in July the Parks team will host various fun water activities and games at Central Park! STAFF RECOMMENDATION: There is no action that needs to be taken with this item. 10 AGENDA LAKE ALFRED PARKS & RECREATION BOARD JUNE 23, 2025 ATTACHMENT A S6 AKE FLORID Partner League Sports Agreement City of Lake Alfred 6 Partner League Sports Agreement LORID www.MyLakeAtred.com - (863)291-5272 Purpose The purpose of this Partner League Agreement is to establish guidelines, procedures and the administration of all sports activities within the city of Lake Alfred and the use of the city's Facilities for the residents of the city, the leagues recognized by the city and any and all other organizations and/or persons. This Sports Policy sets forth the procedures that residents, non-residents, and Sports leagues shall follow. It also sets forth procedures and guidelines for communicating with the city. The Parks Director will respond to any inquires pertaining to the Partner League Sprots Agreement and shall, when appropriate, clarify any provisions set forth herein. It is the policy of the city that Partner Leagues, recognized by the city, serving the children and adults of our city and those non-resident Children, be given priority of use of Facilities for play by those respective Sports Organizations. It is also the policy of the city that each Partner League promotes the teaching of sport fundamentals and stresses the concept of good sportsmanship and fair play in order to ensure an enjoyable experience for all participants. Partner League Partner Leagues shall be defined as a league, or association that sponsors, organizes, schedules, and/or conducts a sport in which one or more athletes participates in. The city reserves the right to withdraw its recognition of a partner league and its right to use city facilities if the city determines it is not in conformity with the partner league agreement. In such event, the city shall have the right to recognize such other organizations seeking to deliver the services of that sport that are in conformity with the provisions in the partner league agreement. The city shall have the right to immediately suspend the use of facilities by any partner league if the city determines the health, safety, and/or welfare of its residents SO requires such suspension. Facilities and Amenities Available for Leagues Central Park: Football Field, Baseball Field, Pavilion Lions Park: Baseball Field, Pavilion Twin Lakes Park: Open Grass Space City of Lake Alfred - Partner League Sports Agreement LORID ww.MyLakeAtredl.com - (863)291-5272 Expectations Any new Partner League looking to be officially recognized with the city, must adhere to the following procedures listed. Make application in form to the Parks and Recreation Department The Parks and Recreation Department shall determine if the applicant program meets the best interest of the city and determine if current facilities can accommodate the applicant program. Satisfy any and all other requirements of the city before organizing and offering services to city residents and being permitted to use city Facilities. Any such use of city Facilities is subject to its availability Organization shall provide a copy of its bylaws to the Parks and Recreation Department upon request. Each Partner League shall appoint one officer to act as the liaison with the Parks and Recreation Department and all communications between both parties. Each Partner League shall be responsible for establishing registration fees for participation in the sport. If requested by the city, each Sports Organization shall supply aj justification for the amount of the Registration fee and the manner in which the fees shall be utilized. Each Sports Organization must supply to the city a certificate of liability insurance coverage as a prerequisite to being granted a Permit to use a Facility or Facilities, and name the city of Lake Alfred on the Insurance. All coaches and Assistant Coaches must pass a background check and league will submit results to the Parks and Recreation Department for record keeping. Background approvals must be sent to the Parks and Recreation Department prior to coaching taking place. Each Partner League shall submit game and practice schedules to the Parks and Recreation Department a minimum of two (2) weeks prior to the start of the season if possible. If draft taking place the Sports Organization will make reasonable effort to send the season schedule as soon as possible to the Parks and Recreation Department. Code of Conduct The code of conduct refers to all but not limited to coaches, players, public participants, and guardians. Respect for all teams Respect for the facility Respect for the surrounding area Picking up Trash and leaving the park in the same condition you found it Alcoholic beverages are not allowed at league sporting events City of Lake Alfred E Partner League Sports Agreement FLORID www.MyLakeAtred.com - (863)291-5272 Weather The city of Lake Alfred has the right to close facilities and fields. Reasons we may do SO, to promote safe play that does not jeopardize players and park user's safety, to play in conditions that will not result in damage to field and/or facilities, and to be able to give comfortable notice to those playing games and schedules. The Partner Leagues may cancel due to weather on their own accord If there is lightning within 6-8 miles of the facility please take shelter and immediately pause or cancel play If the city is closing in advance of a large weather event (hurricane, etc..) the league liaison will be notified upon decision to close parks Partner Leagues are asked to please be mindful of the field usage if heavy rains occur and practice could damage the fields. If the field is damaged and in need of maintenance the city may close the fields. Rule Enforcement The city of Lake Alfred does not want problems to negatively effect participants, patrons, parks, and other recreational experiences. If the league fails to follow the policies in the partner league sports agreement the enforcement of this policy will be as follows. 1.Written Warning 2. Period of Suspension of fields/facilities 3. League Suspension 4. League Expulsion The time frame of suspension will be determined by the city based on the seriousness of the offense. If the offense puts participants or patrons in immediate danger corrective action may be more firm and immediate. For immediate assistance or response please contact the Lake Alfred Police Department. Parking Please have all participants park in designated parking areas. Violators may be subject to fines and/or towing. Please be respectful of the neighboring houses and driveways as to not park on personal property and block driveways. City of Lake Alfred E Partner League Sports Agreement FLORID www.MyLakcAltred.com - (863)291-5272 Insurance and Background Checks It is mandatory that the league submits a current certificate of liability insurance coverage containing limits required by the city and naming "the city of Lake Alfred" as an additionally insured. AlL leagues are required to complete mandatory criminal background checks pursuant to the Florida State Statues and submit results to the Parks and Recreation Department. Maintenance The city will maintain fields and courts for games and practices. It will be the responsibility of the city to do all striping, dragging, raking, mowing, removal of water and all other areas of maintenance for fields and courts to enable the use of the Facility. Partner Leagues are precluded from performing any maintenance work on any Facility without prior permission. The city, at any time, and in its sole discretion may cancel, postpone, or delay any league event due to inclement weather or any other factors, which may affect the safety of the athletic participants. If the league requests additional maintenance on fields or courts during the time or before the event, there will be additional charge added to the original invoice. The city also has the right to request that users of the facilities follow the procedures to keep the environment safe, clean, and working properly. Equipment and Equipment Storage For any storage of equipment please store neatly and organized in designated spaces. If requesting to leave equipment onsite at the park must notify the Parks and Recreation Department. The city of Lake Alfred may assist in start up costs for equipment for partner leagues. However the equipment will be owned by the city of Lake Alfred and will not be given to participants to keep, it will be used for ongoing seasons when applicable. When new equipment is needed it will be the leagues financial responsibility to replace. The city may assist up to $5,000 of support for league associated expenses. City of Lake Alfred E Partner League Sports Agreement ION wwwylaxcAlred.com - (863)291-5272 Communication Communication between the Parks and Recreation Department is critical. Each recognized league must designate a "liaison" as a point of communication to the city of Lake Alfred. Communication from the city of Lake Alfred will be passed through this liaison, and vice versa. Any schedule changes included but not limited to lights, and field cancellations will need to be communicated in order to have correct numbers for reports and invoicing purposes. Fee Structure League fees will be a flat fee of $50 per team per season. The league fees will apply to each team in the league playing on the fields regardless of how many practices are schedules. (Example: $50 for Spring, and $50 for Fall season). Additionally fees may be required for field lining for games. Fees should be paid to Parks and Recreation at the start of the season. Acknowledgment League Name League Liaison Name. Signature Date Thank you for your interest in working with the city of Lake Alfred as a Partner League! We are excited to partner with you and your organization to help offer recreation to our residents!