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P&R09-02-08Min MINUTES ~ PARKS AND RECREATION ADVISORY BOARD 175 WEST WARR>E:N AVENUE LONGWOOD, FLORIDA September 2, 2008 COMMISSION CHAMBERS 7.:00 PM Present: Abugail Shoemaker, Chair Bob Driver, Vice Chair David Putz, Member ]Lori Rice, Member ]Fran Meli, Recreation Program Manager Linda Goff, Recording Secretary Absent: Nancy Kubec, Member Van Olvey, Member Tammy Uliano, Member 1. Call to Order. Chair Shoemaker called t;he meeting to order at 7:03 p.m. 2. Approval of Minutes June 3, 2008 Regular Meeting. Vice Chair Driver moved to approve the Minutes of June 3, 2008 as presented. Seconded by Chair Shoemaker and carried by a unanimous voice vote with Members Kubec, Olvey, and Uliano absent. 3. Public Participation. None. 4. Old Business. A. Recreation Manager's Report. Ms..Meli reported Reiter Park should be on they September 15, 2008 City Commission Agenda for the contractor selection. Chair Shoemaker advised she was on the Selection Committee for the contractor for Reiter Park. Ms. Meli said she appreciated Chair Shoe:maker's participation in this selection. She stated Chair Shoemaker brought a whole different perspective as a citizen and as an accountant. She reported the new playground equipment has been installed in Shadow Hill Park. The neighborhood is very pleased with the Park. She said the Basketball Clinics are starting again this month and will include younger children from five to seven years of age. She advised they were looking into holding some three on three Basketball Tournaments for children and adults. She P&R 09-02-08/1 reported a Children's Art Class begins Thursday, September 4~', for pre-school ~ children ages one to five. She stated this month's Highway to Health will be on Diabetes, Monday, September 15d', from 11:00 a.m. to 1.:00 p.m. She said Longwood Live; which is folk music; willl be held on Friday, September 19`" in the Community Building and Blue Grass Pickin' will be on Saturday, September 20`" in the Community Building. She reported they are planning for Halloween night. This will be a three hour event from 6:00 to 9:00 p.m. on Friday, October 31~` at the Police Department. She stated they will have a Boo Village, handing out candy, holding games, a costume contest, and will also have line dancing. She said they were trying to make this a familly event. She will have more details at the next meeting. Public Works will be cooking for this event. She reported a new event they have coming up is the Farmer: Market that will begin on Saturday, October 4`'' and will~be held every Saturday morning from 8:30 a.m. to 1:30 p.m. in the parking lot in front of the Hotel. She stated they have banners to advertise the Farmers Market, and residents should. be receiving a notice in the utility bills. She stated the only Saturday they will not hold the Farmers Market is the Saturday of the Arts and Crafts Festival. She said they will make an evaluation in January to determine the success of the Farmers Market. Member Putz inquired if the Haunted House was gone. Ms. Meli said the Haunted House was gone as far as she knows. She was told to only budget for the Halloween event. She: advised the City Commission will be ~ reviewing the Budget at their meeting Wednesday, September 3rd for the first Public Hearing. Member Putz asked if the money made fr~orn the Haunted House was used .for Longwood Families in Need. Chair Shoemaker responded in the affirmative. She referenced the Proposed Budget for Recreation Programs that was mailed to the Board Members stated the Longwood Families in Need was included in this list. Ms. Meli said Mr. Capizzi had sent this .out while she was on Medical Leave. The document provided total numbers for what they were requesting in their Budget. She stated she believed the number for Halloween was higher than what was actually budgeted. She said with the Haunted House this number would be closer to $30,000 and this did not include overtime. She stated it was a much loved, but expensive event. She said, in the past, the money raised from this event did go into the Longwood Families in Need fund. However, money is budgeted for this so they do not. have to depend on an event being successful in order to do this project. Chair Shoemaker requested the Board Mf>mbers receive an update of what the actual numbers were that were sent to the Commission. P&R 09-02-08/2 Ms. Meli said this list should be correct as far as what they requested.. She does ~ not know what has actually been presented to the Commission. She stated the Finance Department and Mr. Drago have to present a balanced Budget to the City Commission. Discussion was held regarding employees ability to volunteer at the Haunted House or Halloween event. Chair Shoemaker said she was sure there were Workman's Compensation and liability issues. Ms. Meli said because of Amendment One, she did not know what the ramifications would be for our Budget. Member Putz said the sprinkler system was a stumbling block for the Haunted House and asked if there were other issue:s. Ms. Meli said the Haunted. House would have to meet the Fire Code. She stated there would need to be an alarm system a.nd they needed to use fire retardant materials. Vice Chair Driver asked if they could consider holding a "Haunted Woods" by Candyland Park, or were there safety issues because of the railroad tracks. ~ Ms. Meli said the railroad runs right by this wooded area and there was not a fence. She said parking was another issue: as well as the impact this would have on the neighborhood. 5. New Business. Member Putz inquired who was responsible for the benches in this axes. He advised he saw one bench that had the back out and wood that was rotted. He stated there were also two benches on Church Avenue and Warren Avenue with the backs loose. Ms. Meli said she would check on these tomorrow. She asked the Board to please bring it to their attention any time they see something like this. Ms. Meli said the General Election was on the same day as the November meeting, so they would not be able to meet on that day. Chair Shoemaker moved to not meet in November due to the Election. Seconded by Vice Chair Driver and carried by a unanimous voice vote with Members Kubec, Olvey, and Uliano absent. P&R 09-02-08/3 Chair Shoemaker said she was disappointed in National Night Out. She stated it was not the same and seems to begetting; away from what it was intended to be. She said she spoke to a woman who attended with her two children and said it was geared too much towards adults. She suggested handing out glow items for next year. Ms. Meld advised glow sticks were being handed out. She said a lot of items were being handed out where the businesses were located. She stated the City fed 800 people that night. Chair Shoemaker said she researched the cost of various glow items on the Internet. She suggested the City purchase these. items to hand out. Member Rice .said the Police Department: was handing out glow necklaces towards the time it became dark. She said she was there after dark and she did see glow items. She stated Mr. McGruffwas walking around handing out items to children. Vice Chair Driver said it was brought to this attention that there were no recycling bins at National Night Out. Ms. Meli said there was a class at Lyman High School interested in making recycling, at Candyland Park:, their project. Member Putz said he took his granddauglhter and met some other people at National Night Out. He stated they all had a good time. Chair Shoemaker .inquired if Ms. Meli was prepared to discuss Celebrate the Season. Ms. Meli said she would need to wait and see what is approved in the Budget. She stated they would like to move the childrf;n's part of the event to Candyland Park and have something more traditional downtown for families. Chair Shoemaker said Karate was in the Community Building on Thursday evenings and most Thursday nights the Building was available by 7:30 p.m. She suggested they could hold an exercise class following Karate. She said the Florida Band may be interested in doing line dancing on Thursday nights. Ms. Meli said they were coaxed out and if they add an event, they will need to take an event away. Discussion ensued regarding holding an event on Thursday evenings for adults and possibly allowing beer and wine. E&R 09-02-08/4 Ms. Meli advised they would be required. to pay for a Police Officer to be on duty if beer and wine were served. Chair Shoemaker said she never heard beck whether the Board might get a budget item. Ms. Meli said this was discussed and the Commission decided against it. She stated when it came time to budget again, if there was an event the Board didn't want to have, they could plan a different event. She reiterated that if they add an event, they will need to take one away. Chair Shoemaker advised she had sent ari a-mail asking if the Board could have a blanket budget item with. a dollar amount:. She suggested the amount of $5,000 and this was denied. She said the Board. would know how much money they had to bring up a new program. Member Rice said it was going to be a tough year and the Commissioners have a difficult task ahead of them when it comE;s to spending taxpayer money. Member Pufz recognized that Mayor Sackett was present at this time. Mayor Sackett inquired what the special event was in replacement of the Haunted House. Chair Shoemaker said they were working; on this event and from what she understands it will be held from 6:00 - 9:00 p.m. She stated they would like to have the Haunted House. She said last year they were told the Budget did not allow for the Haunted House and they ended up having it. Mayor Sackett said that would be his desiire. He was stunned when he found out how much the Haunted House cost in overtime pay. He suggested looking into corporate sponsorships. He stated there were issues with fire and safety. Ms. Meli explained they currently have planned a three hour event. She said they would hold the costume contest. There wall be a Boo Village, inflated Haunted Houses; candy will be handed out, carnival games, and a magician. She stated there would be a band and line dancing. She said they have planned a lot of activities for this three hour period. Mayor Sackett said he would be meeting with the Longwood Chamber of Commerce in the morning. He inquired i:f'this was something that could be put together quickly if corporate sponsorships were obtained. Ms. Meli advised they would also be regl~ired to meet the Fire Code. She said she has requested a meeting with Chief Mooney to discuss how the Haunted House would have to be constructed. to meet the Fire Code. P&R 09-02-0~8/5 ~ Mayor Sackett said when looking at the Annual Budget, amounts are listed under account lines. He suggested, next year fo:r Parks and Recreation, that events be line itemed. Chair Shoemaker inquired as to why the Proposed Budget was, not online. She suggested Finance include line item detail in the Budget. Ms. Meli said one thing that clouds this was that events are divided between different numerous account lines. Mayor Sackett said Chair Shoemaker would like to see more of a summary statement outside of the general budget. Chair Shoemaker said someone who prepares the financial documents has this detailed information or they wouldn't have the summary. Mayor Sackett said his purpose for coming was to inquire about the one day event. He stated he didn't think this was as exciting as he would like to see it for teenagers within the community. He said he sees the Haunted House as a community outreach and helping the Farr~ilies in Need during the holidays. Chair Shoemaker said the money for the :Families in Need was budgeted separately. 6. Adjournment. Chair Shoemaker adjourned the meeting at 8:16 p.m. Ab4 it Shoemaker, Chair ATTEST: Linda F. Golf, Reco ing Secretary P&R 09-02-08/6