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P&R05-05-09Min MINUZ`E',~ PARKS AND RECREATION ADVISORX :BOARD 175 WEST WARF:EIJ AVENUE LONGWOOD, FLORIDA May 5, ~;00~9 COMMISSI~1\f CHAMBERS 7:00 PM Present: Abigail Shoemaker, Chair Bob Driver, Member Randy Jonda, Member (arrived .at 7:01 p.m.) Nancy Kubec, Member David Putz, Member Lori Rice, Member Fran Meli, ~2ecreation Pu-ogra~m I.Vlanager Linda F. Goff, Recording Secretary 1. Call to Order. Chair Shoemaker called the meeting to order at 7:00 p.m. 2. Approval of Minutes -March 3, 2009 Regular Meeting. Chair Shoemaker moved to approve the Minutes as submitted. Seconded by Member Driver and carried by << unanimous voice vote with Member Jonda absent. Member Jonda arrived at this point in tl~e :meeting. 3. Pub?ic P'articipation. None. Chair Shoemaker said Deputy Mayor Niai:ngot appointed Mr. R. Van Olvey to the Codes Enforcement Board last evening. Sl~1e inquired if they should elect a Vice Chair. The Recording Secretary advised they would elect a new Vice Chair at the next meeting so that it can be properly notia~d on the Agenda. 4. Old Business. A. Recreation Manager's Report. Ms. Meli inquired if the Members had received the Memorandum from Ms. Mirus regarding liability and if they were sati:~fic:d with this response. The Board Members responded in the G~ffirmative. P&R OS-OS-09/1 Ms. Meli reported the Easter Egg Hunt wa;; a huge success. She said they had fewer issues about children missing the :E-Iunt. She stated the crafts were a big ~ success. She said she appreciated the Board Members help. Chair Shoemaker suggested two sets of pony rides if possible. She said. she noticed the line for the pony rides was the congest. Ms. Meli said they could look into this. She stated they had three horses this year and in the past they have had two. She :>ai~i she liked the Easter Bunny sitting and not walking around. This made it easier for children to get their pictures taken with the Easter Bunny and they could stay in the shade. Ms. Meli reported Yoga was growing acid Seniorcise was going well. She asked Chair Sh~~emaker how the Yoga instrucl:or's special program on Saturday went. Chair Shoemaker said it did not go well. S'he stated she went to it in the afternoon and not many people were in attendance:. Ms. Meli advised the Farmers Market v~~ould continue through May. If the Commission decides to continue it, they will reopen in September. She said they have advertised in everyway they can. She stated they would try to plan something special the first Market in September. She said they have seventeen to eighteen vendors on a regular basis. Sorne weeks have a good attendance,. while other weeks do not. Chair Shoemaker said there was a cupcake: sale at the historic building. She suggested they have someone have a cupaike sale. Ms. Meli said they have to be very care:Ful with food being sold. She stated anyone selling food has to be licensed and their kitchen inspected. Member Rice inquired if it would be thE; s~~me for anot-for-profit fund raising group. Ms. Meli responded in the affirmative and said this was for anyone selling food. Discussion was held regarding vendors selling food and the requirements. Ms. Meli reported the City waives their license, but the vendors have to have a County license. She said it becomes co~;tly for the vendors and if business is not good, and they will go to other markets. Member Kubec inquired if they have thou;ht of defining the Farmers Market more towards crafts and differentiate it between other Markets. Ms. Meli said they have thought about i~t and it was brought up at a Commission ~ meeting. She said this summer they plan to do some "brain storming" to try and make our Market different, if the Comm~iss.ion gives the okay to continue. Ms. Meli reported Summer Camp begins Jaane 15, 2009 for eight weeks. She said camp is full. She stated most of the counselors have been hired and many of them are teachers. Two of the counselors are ~~ollege students majoring in education. She said NIs. Stephanie Manor will be bacl: as the-Camp Director. She advised the School Board was not making buses av~,,ilable to us and they have obtained bids on charter buses. She said the field trips will be held once a week due to the additional cost. Ms. Meli reported Family Movie Night will begin on June 16t" and will be held on Tuesday evenings for five weeks. She said the movies will be listed on the City's website. The Basketball Tournan-lent has been cancelled for the second time due to lack of interest. She stated the Father Daughter Dance will be held on June 17a' and they will have a band this ye;rr. She reported National Night Out will be held on August 4, 2009 from 6:00 to 9:00 p.m. at Candyland Park. She said they will start the tradition of an an:nu~il Police and Fire softball game. They will have the rock climbing wall, crafts, and the typical things they usually have. She stated they are asking businesses to participate and hand out items. She said National Night Out was the same night ors ~:he :Parks and Recreation Advisory Board meeting, and they don't meet in lieu of National Night Out. She stated they ~ can use the Board Members help. She said the Commissioners will be doing the cooking. Ms. Meli reported they were putting in << Fu.~tsol Court at Candyland Park and they were waiting for the concrete to cure, and it would then be painted. She said they were nearing completion of Phase 1 at F:eii:er Park. She stated there will be an observation dock at the pond and there ~wo~,~ld be a natural buffer around the pond. They have put in cypress, red maple and weeping willow trees. She said there would be a lot of native Florida vegetation„ and an educational garden on Florida water friendly plants was going in. She stz~.ted five other Phases have been identified, and as money was available they/ will complete a phase. Chair Shoemaker inquired about the home page of the website and said there were items that needed to come off. Ms. Meli said they only put on and take of.~~ their own information. She stated the City was in the process of getting a new w~;bsite. She said she would take a look at the front page and pass along these concerns. Member :Putz inquired about the coverir.~gs at the parks and inquired if they were suppose to have holes in them. Ms. Meli responded in the negative and inquired what park he was referring to. P&R OS-05-09/3 ~ Member :Putz said there were two parks in which he noticed this, one was at Shadow Hill Park and the other was Sandalwood Park. He stated he noticed tiny holes in the shade covers and suggested sh~~ check on these. He .inquired if there were rules for the parks. Ms. Meli said the rules should be posted at the parks. She stated the parks were open dav~m to dusk. Member :Putz inquired if they had considered rules of no profanity in parks. Ms. Meli said this may not be on the signs in our parks, but stated she would not have a problem in adding this. She inqui:re~i if he would feel comfortable in saying something if it was posted. Member :Putz responded in the affirmative. Member :Etice said it came up at a City C'ornmission meeting that the Boy Scouts wanted to get involved in a project. Ms. IVleli said she had not been contacted by the Boy Scouts and she does not have the ability to contact them. She stated they would like to have some Eagle Scout projects in our parks. Member ]Mice said she was surprised there weren't some evergreen trees selected to go in at Reiter Park. Ms: M'eli said they will have a lot of treE;s f:ventually, but at this time, they needed trees that would not mind moisture becausf; of the pond. Member ]Etice inquired about the funds for the trees. Ms. 1Vleli advised the funding came out ~~f the Recreation budget from a capital improvement project that was decided b:y the Commission not to be done. She said the other funding came from stormwat:er funding. 5. New Btasiness. Chair Shoemaker said they had National Night Out coming up and after that was Halloween and nothing has changed. She stated with all of the transitioning going on, there really was not much that they, .as .a Board; can accomplish. She suggested there was not a need to meet until September. She inquired if there was really a reason for them to meet. Ms. Meli said they would not know what their budget was going to be until the end of September. P&R OS-05••0914 Chair Shoemaker inquired if they had to meet. The Recc?rding Secretary read Section 2-3E~5 from the Longwood City Code that states "Tlie Parks and Recreation Advisory Board shall meet once per month, if needed, c?n the first Tuesday of the month." Ms. Meli said she could send them an electronic mail about National Night Out. She stated they would not be working o?.i E[alloween until after National Night Out. Member :[2iee inquired about the budget wish list being presented. Ms. Meli said their wish list has already been presented, but nothing has been done with it at this time. She stated then; ~n~ould be two public hearings on the budget in September. She said they would have to wait until there was a new City Administrator. She stated that based upc?n t:he :Property Appraiser's projections, they may be required to make percentage cuts to their proposed budget. Member :Rice inquired if there were any major changes to their wish list. Ms. M:eli responded in the negative. She: advised the only thing added were the Phases for Reiter Park. Chair Shoemaker said with the current situation, she did not see what they would gain by meeting the next two months. Ms. Meli said if the Commission holds `JVc~rkshops on the budget, she wi l notify the Board Members. She requested if the Board Members have any ideas for events or programs to please send those to her by electronic mail. Member ]lZice said a workshop would be a aittle less formal and would make it easier to throw out some ideas. She statf;d :;he did receive the budget information sent to them by electronic mail. She ask~:d :for an explanation under Community Relations and .said as an example; they 1?ad $5,000 listed there for National Night Out for the overall $8,000 amount budgc;te~3. She inquired what Community Relations covered. Ms. Meli explained this would cover thi:ng;~ like hot dogs, sodas, popcorn, or anything they might purchase that were tangibles or anything they might hand out. She said if they have groups supply items, it gives them more room for other things. Member ]Etice thought that Community Relations might cover staff time. P&R OS-OS•-09,5 Ms. Meli advised that she and Mr. Capi:azi were salary employees and were not ~ paid for overage. She said that salaries of other employees that may work the events come from that department's budget. Chair Shoemaker said the Members can go to Finance for more detail on the budget. Member Putz said if the money had been allocated and they were happy with the various events, then what would a Worksh~~p accomplish. Chair Shoemaker said their meetings are pretty informal and they share ideas. She stated that Ms. Meli and Mr. Capizzi can go to the City Administrator with suggestions they may have or the Board ce~uld go the Commissioners. Ms. Meli said the events take their time, but programs do not. She stated they cannot rely on volunteers to run an event. Discussion was held regarding the 125`" Birthday Celebration event that was previously held. Ms. Meli said they would not be able to do their special events without the help of Public Works. ~ Chair Shoemaker moved not to rnert until September. Seconded by Member Putz and carried by a unar.~~.imous voice vote. 6. Ac9journanernt. Chair Shoemaker adjourned the meeting at 8:00: p.m. I-~ 4 9,~G/ e ~ .~ri~ D Abigail~Shoeunaker, Chair ATTEST: Linda >F. Goth, CMC, Re acing Secretary ~.o.- P&R OS-05••09,'6