# Draft — not sent


Subject: Public records request — Helen McCall Park Expansion Phase 1 and prolonged partial closure

Dear Public Records Custodian:

Under Chapter 119, Florida Statutes, I request electronic copies of existing records concerning Helen McCall Park Expansion Phase 1, ITB/Construction Contract 26-01, and the announced closure of amenities west of Moll Drive beginning October 19.

Please produce readily available documents in items 1–7 first, separately from the correspondence search described below. Please provide:

1. Decisions and votes: Agendas, staff reports, attachments, approved minutes, recorded motions and individual votes, and available meeting recordings concerning project approval, funding, construction award, lighting procurement, and closure. Please include the February 26, April 28, and August 25, 2026 meetings and any earlier project approvals.

2. Studies and alternatives: The complete “White Paper - Turf Final” associated with April 28 agenda item 26-0498, and any feasibility, demand, financial, operational, safety, or closure-impact studies. Include existing analyses of phased construction, maintaining access to existing amenities, early reopening, alternative facilities, and impacts on recreation programs and users. Include supporting data and assumptions, participation and usage counts, alternative-facility capacity, and projected operating costs.

3. Closure authority and schedule: Records approving or directing the closure, identifying the approving official and any delegated authority; closure maps; existing safety assessments, contractor recommendations, county approvals, and safety and access plans; construction phasing plans; the notice to proceed; approved baseline and current schedules; reopening milestones, including existing records of closure start and end dates for each affected amenity and opportunities for independent reopening; and records supporting or reconciling the announced 12–15-month duration with the bid allowance of 540 days to substantial completion plus 30 days for punch-list completion.

4. Contracts and procurement: The executed Contract 26-01 with all exhibits, amendments and change orders; bid solicitation and addenda; newspaper publication affidavits; bid-opening record and tabulation; evaluation and award recommendation; accepted alternates; performance and payment bonds; and issued permits. Include the separate MUSCO/Sourcewell lighting purchase and related authorization, pricing, and procurement justification, and any CHELCO agreements or cost estimates for this project.

5. Total costs and funding: Existing project budgets, funding allocations, budget amendments, cost estimates, expenditure reports, purchase orders, and records of anticipated operating and maintenance costs. Include construction, design, engineering/inspection, lighting, utilities, county-supplied amenities, contingency, and other project costs, identifying funding sources where shown in the records.

6. Public input and notice: Notices, workshop records, presentations, public comments, surveys, outreach, and communications with recreation organizations or residents specifically concerning closure duration, loss of amenity access, and alternatives. Include records showing what closure information was presented to commissioners and the public before approval, specifically any notice or presentation disclosing the expected prolonged closure rather than only the proposed field improvements.

7. Recent playground surfacing: Contract 26-08, approved June 30, 2026 for $142,446, including scope/location plans, installation and acceptance dates, payments, and records addressing whether that surfacing lies within the closure area and will be protected, retained, removed, or replaced.

For correspondence in items 3 and 6, please limit the search to January 1 through October 13, 2026, involving County Administration, Parks and Recreation, Engineering, Purchasing, and commissioners or their staff, where the subject concerns Helen McCall Park’s closure, phasing, continued access, or reopening. For other categories, please provide the existing project records through October 13, 2026, including earlier approvals and studies.

Please prioritize the closure authorization and schedule, complete white paper, August 25 award minutes and contract, and total project budget, and provide records in rolling batches. Native electronic files or searchable PDFs are preferred; links to the exact responsive public documents are acceptable. Duplicate copies need not be produced.

This request seeks existing records and does not ask the County to create a new analysis or answer a questionnaire. If no responsive records are located for a category, please identify that category in your response. If another custodian holds responsive records, please identify that custodian or route the relevant portion appropriately.

Please acknowledge receipt and provide an estimated production schedule. Before incurring chargeable work, please provide an itemized estimate for my written approval. If any portion is withheld or redacted, please provide the nonexempt remainder and identify the statutory exemption and specific reason in writing.

Thank you,

Doug Liles