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P&R11-04-10Min MINUTES PARKS AND RECREATION ADVISORY BOARD 175 WEST WARREN AVENUE LONGWOOD, FLORIDA November 4, 2010 COMMISSION CHAMBERS 7:00 PM Present: Abigail Shoemaker, Chair Lori Rice, Vice Chair Dave Putz, Member Nicole Badger, Member Shawn Anastasia, Member Anna Rivera - Laguer, Member Alex Trauger, Member Fran Meli, Leisure Services Director Sarah M. Mirus, Recording Secretary 1. Call to Order. Chair Shoemaker called the meeting to order at 7:00 p.m. Chair Shoemaker welcomed Member Rivera - Laguer to the Board and then introduced the Members of the Board to her. 2. Approval of Minutes — October 5, 2010 Regular Meeting. Chair Shoemaker moved to not approve the minutes. Chair Shoemaker noted the audio did not record the meeting. Ms. Meli said the minutes were the notes that were taken of the meeting. Motion failed for lack of being seconded. Member Trauger moved to approve the Minutes of October 5, 2010 Regular Meeting. Seconded by Member Badger and carried by a voice vote with Chair Shoemaker voting nay. 3. Public Participation. None. 4. Old Business. A. Director of Leisure Service's Report. Ms. Meli provided an update regarding the 2010 Halloween Festival and stated it was a huge success. She said they were packed and had about 140 people in the costume contest. She said they've never had that many P &R 11 -04 -10/1 and the Honors Society from Lyman High School was better than ever. She then provided an example of a student from Lyman High School that was able to provide assistance to a deaf family at the event. She said they were going to recognize Lyman High School's Honors Society at the next Commission Meeting. She said they did an outstanding job and were very well organized. She noted they did something different with the game tickets this year and provided an example of that change. She said it worked perfect and was less hectic. She said the children were better behaved and said towards the end of the event, they did not have children running up and grabbing candy. She said they had a lot of stuffed animals and candy. She thought it went really well. Vice Chair Rice noted there were a lot of people there and inquired how many bags were given. Ms. Meil said they gave over 600 bags of candy, so they know they had that many children and then the parents, plus babies. She said she thought it went very well and the food vendors were thrilled and happy with their business. She said the Police and Fire's presence was there and displayed some of their vehicles. She said she was very pleased with the event. Chair Shoemaker said it was very nice and almost a little too crowded. Ms. Meli said they would not have been able to handle many more people there and noted it was difficult to see the stage. She said when they have Reiter Park, someday; it would be an event that they could spread out a little more. Ms. Meli said Reiter Park was part of Old Business. She noted Chair Shoemaker attended the Commission Meeting and distributed to the Board the Master Plan for Reiter Park. She stated this was what Reiter Park was going to be now. She said a Work Session was held and noted the items that would be added to the Park. She stated it was a consensus of both groups at the Work Session and said they have money in the budget to do some of this, after the dirt and grading was complete. This would not come out of that budget money and would be coming out of the road project. She said the City would have to dispose of the dirt regardless and it would be relocated to Reiter Park instead of it leaving the City. She said after that, they would decide what gets completed. She said Chair Shoemaker expressed an interest in having a playground, a bathroom, and a shelter. She said after they get the ground the right way, then she doesn't know if the Commission was going to make that decision. She said there were no decisions made at the Commission Meeting and said it was strictly an update on the Park. She stated she thought the Park had the potential of being nearly an economic development kick -off. She said they would be able to have concerts, theatrical performances, and things P &R 11 -04 -10/2 for children, teenagers and seniors; and have a walkway. She said she did not know how long the walkway was and it was something they would figure out. She said they were hoping to encourage more active participation at the Park. She said the Park had a lot of potential and noted it may take a while for the City to complete. She stated she did not have the cost figures on doing the whole Park as designed at this time. She said they were going to change the parking to make it easier for people to come out of the parking lot further from the intersection. She stated there was going to be some on- street parking and described their locations. Member Badger asked if they got rid of the dog park and said she did not see it in the Master Plan. Ms. Meli responded in the affirmative and said there was some concern about it. Member Trauger inquired about the fencing around the Park. He asked was there going to be the current wood fence and were they thinking about doing something more permanent. Ms. Meli said there would not be any fencing around the Park. She noted there would be fencing around the sports courts. She said there would be a barrier around the playground; otherwise, the park would be opened. She said there would be a fence along the west end of the Park and along the residential side, which was the north side of the Park: She said as far as the street, there would not be any fencing. Chair Shoemaker inquired if this was the final Master Plan for Reiter Park. Ms. Meli responded in the affirmative. She stated it would be a great Park for holding events, and said it's possible the Farmer's Market could come back because they could do something larger. She said there was a great deal of potential with this Park. Chair Shoemaker stated if the Commission would agree to the three (3) items she had requested, she thinks it would have a lot of potential. Ms. Meli noted the entrance off on Church Avenue was a walking entrance. She said there was an interactive fountain that would be very beautiful and it would be something the children could play in. She said they would have wetlands and have a lot of natural plants in the Park. She said they could hold some classes and maybe get some of the garden clubs involved in the Park. She noted the playground was located in the front of the Park, which was important that it wasn't tucked in the back corner where it was visible. P &R 11 -04 -10/3 Ms. Meli continued to answer detailed questions about Reiter Park from the Board Members regarding a service road, the materials used for the walkway, the sound from events, and how late the Park would be open. Vice Chair Rice inquired if any of the work had begun. Ms. Meli responded in the negative and said after this weekend, the road project should be ready to bring the dirt over to the Park. She said there has been no staking, and that there would be after this weekend. She said the dirt may be dropped there initially, and once all the dirt was delivered, then the grading would take place based upon the plans. Vice Chair Rice inquired about the exercising equipment being utilized. Ms. Meli said originally she had planned to put the exercising equipment all the way around the Park. She said she had been looking at other parks and a lot of the elderly do not want to walk from one station to the next station. She said they were going to group them and may group them all together or group them in three's. She said they would be in the open play area on the west -side of the Park and provided Sanford as an example. Discussion ensued regarding parking for events, the open spaces located on the Master Plan, "green" initiates that would be incorporated in the Park, the plant material and grass being utilized in the Park, and the pavilion areas. Member Anastasia asked about the Board's role in respect to Reiter Park. He inquired if they determine anything or do they just give their opinions and would there need to be a vote taken from the Parks and Recreation Advisory Board or does it all go through the Commission. Ms. Meli said the Board's role was strictly advisory to the City Commission. She stated when the Commission was making decisions, it is important they were heard. She stated that you could do this in a variety of ways and provided examples. She said the Board would not be making the decisions, but the Board would have a voice in the decisions. She said the Commission ultimately makes that decision. Chair Shoemaker said they told her that she did not have to get up at the meeting, which she said she would have been better not to because she was not prepared and was very nervous. She said she sent an electronic mail to the Commission, and she got up and spoke. She stated at the end of the meeting, one of the Commissioners made them talk about the things she had asked for. She stated her understanding from the last meeting was Ms. Meli directed them to contact them individually because it used to be P &R 11 -04 -10/4 through Ms. Meil, to the City Administrator, and then to the Commission. She said now it does not work that way. Ms. Meli stated it never should have worked that way. Chair Shoemaker said under previous Administration, this was not allowed for some reason. She said Ms. Meli knew that and they tried to keep the peace and that's how they always did it. She said she was an old dog and that's how she was trained so now she has to learn a new route. Ms. Meli said the Board could do it collectively, individually, or a combination. Chair Shoemaker stated she tried to get a consensus at the last meeting but it just didn't go that way. She said collectively, they could have a consensus, not just her ideas but anybody's ideas. She said the consensus could be to have someone else write an electronic mail or approach the Commission. Discussion was held regarding the process of having a letter or an electronic mail drafted and approved by the Board. Chair Shoemaker stated that was why she wanted a consensus because she did not want only her feelings to be revealed. She stated this was a Board and wanted everyone to be on the same page. She said she would like to speak for the Board and wants to know what the Board wants and present it to the Commission. She said she needed guidance on how to do that and noted that she speaks for herself as far as she knows, but would like to speak for the Board. She said she does not hesitate to speak with any and all Commissioners. She said she had known them a long time and it doesn't bother her to speak to them. She said when she wants something, she does not stop at "no" and she asks again and provided an example of this. She said they do not need to rush into any decisions about Reiter Park and hopes she was proven wrong. She said they have to get the dirt over to the Park and that would take some time with the placement and grading of the dirt. She said she would prefer not to meet in December and January, and would like to meet in February. She suggested everyone put their thinking caps on and see how the Park progresses, and in February when they meet for everyone to have their ideas. She said whatever they agree upon at that meeting, they format it at that time, and that's what goes to the Commission. She stated they have a better chance in numbers. Ms. Meli noted in the spring, they start planning next year's budget. She said there maybe not be a lot of time in this fiscal year's budget to do any more than the $100,000 allotted, and they need to figure out what they were wanting to do so it could be could be budgeted. She said she knows P &R 11 -04 -10/5 the Park will take several years to complete. She said each year they need to do a part of the Park. Member Badger said she agreed with what had been said because nothing has really been done. She said if you start to have some accountability and continually bring it up and this would keep it in the spotlight. She said if you keep something in the spotlight, sooner or later the rest of the people would start to hear and more people would start to show -up at the meetings and inquire what was going on. Vice Chair Rice asked at the last Commission Meeting when this was presented, were there any directives given to anybody. Ms. Meli responded in the negative; and added, stating it was on the agenda as an update. Chair Shoemaker said they were asking questions and making inquires but no one was committing to anything yet. She said she doesn't think they were going to until some time next year. Ms. Meli said Dix.Lathrop and Associates, Inc. was the one who completed the Master Plan. She said they were also doing the Public Works Facility landscape plan but they were not involved in the construction. She noted there would be different people involved in this; and if there were things that could be completed in- house, then they would do it. Discussion was held regarding the $100,000 budgeted for Reiter Park, phasing out sections of the Master Plan for Reiter Park, and the possibility of the Master Plan changing. Ms. Meli noted the Commission liked this Master Plan. It fits into the economic development that's becoming the forerunner of a lot of decisions. Chair Shoemaker mentioned the new consignment store located in the Historic District and noted it was a win -win but it was going to take some time. Ms. Meli noted the City was on the verge of some great things and stated this was something that needed to be discussed after the first of the year for budget reasons and the Commission would be making some decisions then. Discussion was held regarding if there were any staff recommendations for the $100,000 that was budgeted for Reiter Park, the actual costs to P &R 11 -04 -10/6 implement some of the items in the Master Plan, the amounts previously budgeted for the improvements of Reiter Park, and the possibility of establishing a trust fund for Reiter Park. Ms. Meli said what she needed from the Board was to be advocates for Leisure Services. She said she sees every bit of what they do as important as public safety and as important as having good roads. She said what they do makes our community livable and is the icing on the cake. She said she wanted them to embrace the idea that they were very important. She said when people move; they want to know what the schools are and what the amenities of the city are. She said people forget they were one of the reasons people want to come to our City. She said you better increase the police budget if the city does not have recreation. She said it's not measurable, but she knows what they provide here makes a difference with some of our youth. Chair Shoemaker noted that Ms. Meli was singing to the choir and they were aware of that. Ms. Meli said she wanted them to sing that same song to everybody. Chair Shoemaker said they do, and there was not one of Commissioners that she knew of, that had any doubts on how important the parks and events were. Ms. Meli responded stating when budget time comes, you would not know that. Member Putz said until you ever become a park district or a separate entity with your own power, it would never happen because the Commission holds onto the power. Vice Chair Rice said the Commission was put into the position of having, comparing, and justifying where money goes. Member Badger gave the parks located in the City of Winter Park and Altamonte Springs as examples and said look at all the businesses that came around there and the revenue that had been brought in. She proposed not only providing the Commission with ideas but with hard numbers. Ms. Meli said the Public Works Director /City Engineer, Mr. John Peters would be pulling the numbers together for the costs of doing the Park, but they would need to put together some economic numbers that would lend itself to doing the Park. P &R 11 -04 -10/7 Member Badger said she would bring in some numbers for the next meeting. Ms. Meli said they would be putting numbers together for their meeting in February for this and maybe they could talk good hard facts and figures to present. Discussion was held regarding other resources of funding for Reiter Park. Chair Shoemaker moved for the Board to not meet in December or January, and they meet on the first Tuesday in February. Seconded by Member Badger and carried by a unanimous voice vote. Chair Shoemaker moved to place on the Agenda for February's Meeting that all of us come with their ideas, as many as they want, and they have a consensus as to what was going to be presented to the Commission by herself. Seconded by Member Trauger and carried by a unanimous voice vote. Discussion was held when the information would be presented to the Commission for Reiter Park. Ms. Meli said they would need to discuss what they want in next year's budget for Reiter Park. She said she would have some numbers of the costs of doing everything in the Park, the way they would want it done, and Mr. Peters would work on the items that would need to be completed first and what would be completed next. She said they would try to put dollar figures on each phase. Ms. Meli said Celebrate the Season would be held on Saturday, December 4 from 3:30 p.m. to 7:30 p.m. She said Santa Visits Longwood would not be happening this year. She said they would be having crafts, a bounce house, and Santa would be there to see every child. She said next year, she was hoping to have ice skating during Celebrate the Season. She noted the Christmas tree lighting would be 7:00 p.m. and they wanted that towards the end of the event. She noted Longwood Elementary Chorus would be there and a barbershop quartet would also be there. She said Woodlands Elementary School was considering about coming this year and Lyman High School may have a group. She said if it rains, they would probably cancel the event. Discussion was held regarding opening the Community Building for Celebrate the Season. Ms. Meli said on December 1 7 th , they may be having a Movie in the Park at the ball field and was not sure what the movie would be. She said they P &R 11 -04 -10/8 may be adding Zumba to the adult exercise classes. She said the next meeting would be held on February 1St 5. New Business. Member Putz moved to adjourn the meeting. Seconded by Chair Shoemaker. 6. Adjournment. Chair Shoemaker adjourned the meeting at 8:09 p.m. Abig Shoema er, Chair ATTES j Sarah M. Mirus, MMC, MBA, Recording Secretary P &R 11 -04 -10/9