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PR10-07-03PARKS AND RECREATION ADVISORY BOARD COMMISS[ON CHAMBERS t]5 WEST WARREN AVENUE LONGWOOD, FLORIDA MINUTES OCTOBER ], 2003, ]:00 P.M. PRESENT: Ted Daugherty, Member Mike HOll, Chairmao (ani v~~. p.m.) Joa ne Rebello, Member Chuck Gilmore, Vice Chairman Judy Pua, Member Kim PRug, Member Patti Yor[y, Mwnber Ken Leventhal, Parks & Recreation Coordinator Linda GoR, Recording Secretary Patrick Miller, Interim Community Services Director L CALL TO ORDER Vice Chairmen Gilmore called the me ring to order at ]:00 p.m. 2. PUBLIC PARTICIPATION. None. 3. OLD BUSINESS. A. Approve September 2, 2003 minutes. Membw Putz moved, seconded by Member Pflug, to approve the minutes of September 2. 2003 as submitted. Motion carried by a unanimous voice e. Discuss Fall Festival and tree Lighting Event. Mr. Leventhal reposed on the Rock the Park event. He repotted 234 children sigved up; and with adults and youngw childrev there were approximately 300 individuals attandiag. He repotted the following break down o[expenses Total expense of $1,028.00 In~.a-azsa.oo. son dma...-s~so.bo; sign-vzo w: seL,a~~~ -awo.ool Revenue of $3]0 00 -Sale ofPizze and Drinks. Member Pflug asked if $500 00 was budgeted for the whole event. Mr Leventhal respontled in ~ha affirmative. Ne stated that he report d the expenses, in ordw w bring attention to what en event Tike this would cost l P&R 10-0~-0311 Discussion was held regarding the cost of security Mr. Leventhal recommended holding this evem once a year- Member Rebello stated there was discussion about Rock [he Park at the Commission maeting last evening. Due to the suwess, they talked ebom holding the event twice a year. Mr. Leventhal reported, with regards to the Fall Festival, that the tents are up az the Police Station. He stated the dewrating was going well. He reported that this ncluded in the budget and he would be o Being the activities and expenses He stated that 95% of the spending was complete and the event was within budget. He advised they would rwcirculate funds taken in by wncessioms. fie dimibuted a sign up shear for volunteers for "BOOViIIe'. Member Pflug suggested that Mr. Leventhal wntact the high sohvol AOTC as they are required to do so many comm nity service hours. Disoussion was held regarding the event Mr. Leventhal suggested they may want to add hayrides to the event for n xt year- Discussion was held. Member Putzstated thuewas a company iv Sanfrd that has a carziage that holds 20-30 people Sha suggested the merchants may cover the expenses for the carriage. Nu. Leventhal suggested this be considered this year for tree lighting event. Member Putz stated she would contact the oompany end talk to merchants regarding this. She stated she would let Mr. Leventhal know the outwma Mr. Leventhal distributed the annovncemevt that would be in the vewslet[u- Member Pflug stated she was hoping [o see the l25'" as a separate celebration. Chairman Holt arrived at ]'.19 p.m. and the gavel was tamed over ro him. Diswssion was held regarding the I25'" Celebration. Member Rebello stated when the 125" Celebration was Draviously discussed they had disassed having people in historic costume. P&R 140b`-032 Mr. Leventhal stated there was a lot to ba done leading up w the avant. Hertated between the Pall Pest val and the Celabmte the Season event there would not be adequate time to prepare for an additional event. Vice Chairman Gilmore read flom the minutes where the 125'" w s a historical onal event. He asked Mr. Leventhal if hehed been told that wasnwhen i would'be. Mr. Leventhal responded in Ne et5rmativa Discu as held regarding holding the 125'" Celebration in November during the same day ofthe"Blue Orals Pickiu"_ Member Pflug asked for consensus from the board. She stated the 125'" Celebrat originally suggested to be something like an old fashioned ice cream socialWa Vice Chairmen Elmore stated the board needed to disouss at this time thevea lighting, the sound system, and other items within this evn; es planed. He slated it was easier to work within these guidelines, rather than a spur ofthe moment planning with a separate date. Member Rebello stated with the event set up on Wilma and Warten Streeta where would a carriage goP She etflrmed that while it would be difficult m plan end hold a separate even; they just held a suwessfvl Aock the Park event that was planned in a short period of time. Member Pflug stated the 125'" Celebmtion was strong evovgh an event to nand alone. She stated it would be overshadowed by wmbining with another event. Discussion enured cegerding the 125°1 Celebration and the Blue Gress being held on the same day. Member Putz moved, seconded by Member Pflug, to requen [he City Administrator take the 125'" Celebration away flom the Celebrate the Season and incorporate it with the November 15'" Hlue Grass. have birthday cake, and call upon the Histone Society to have people available vtage costumes with the idea of trying a m~mmtze work involved fr staff Mr. Leventhal reiterated this is only a month Rom now. He stated that what he magines the board would like this event to be; there is not adequate time ro prepare and make this a recreational even Member Pflug stated thewhole idea was to hold an old thshioned ice cream social, with cake, ice cream, and families gathering. She stated the idea was to P&R 10-05-03/3 keep this a simple event, not a lot oPac[iviliea. She stated it had been diswssed to request the Hist cal Sociny have the museum open for tours. She stated the maps for walking [ours mould be used. Motion cartied by a unanimous voice vote. Chairmen Holt opeved the public hearing. Abbe Shoemaker 8'17 Woodgate ieail, staled that Mr. hGller questioned why Novemberw important for the 125'"Calebratiort She stated it is importam because this stentanvely the annwersary for Longwood. Member Putz moved, seconded by Member PFlu& to close the public hearing. Motion cartied by a unanimous voice vote. Mr. Miller sated rtaff would take [his forwazd with alt due diligence. He asked if there was opposition, wera they to coma beck to board. Chairman Holt affirmed that, as an advisory board, they are requesting cake and eoojnnnion with the Blue Gaza Pickens'. Steffwill advise the Chairm 'whtther ce has bee ant to the newsletter and if no[ ihrn a Oier will be sent out in therwe[er billin s Discussion was held regarding the sound system for the Celebrate the Season Mr. hBller assured staff would check on the sound sysem prior to the event. Discussion was held regarding the she plan for Celebrate the Season. Discussion was held regarding choral groups. Vice Chairman Gilmore stated that choral groups from all schools should be invited to participate. Mr. t.eventhel stated he would start working on wntacting the schools. Chairman Holt suggestetl keeping a schedule moving with pert rmers m as not to have a IUII in activities. He Hated it was important to gtt the community involved. Discussion was held regarding the se[ up for the snow blowing tent. Diswssion ensped regarding the dewrations as moat l as what gifts would be given to the children. Vice Chairman Gilmore was exwsed at 8-.23 p.m P&R 10-0,5-0314 Board recessed at 8 24 p m. end reconvened at 8 29 p m Mr. Leventhal distributed and reviewed a task list for swing up the event. Chair an Holt r ra[ed the need for crept to list all vendors, sponsors, and volunteers in orderto be able to thank everyone involved. Disc as held regarding the Frte Truck delivering San a. It w su¢gested the truck mwe to another location after the delivery ether than remaining in fiont of City Hall. Discussion was held regarding use ofthe chambers for changing costumes. Mr. Leventhal handed vu and re wetl the r salts of the Sen or Survey. He laced the[ Mr. Size compiled the respo ses and the wnclusmns were listed on the last page of the report. Member Putz asked when the surveys were mailed. W_ Leventhal reported there were two mailings, one the beginning of August and a second mailing the end of August Member Rebello asked based on thie survey, whet the next step would be Mr. Leventhal stated rtaff would like to put together a comprehensive program to incorporate different things based on these results. Discussion was held regarding various educational programs that could be off ed. C. Change date for the Bovember meeting. The consensus oE[he Board was to hold the Parks and Recreation Advisory meeting on November 5, 2003. 4. NEW BUSINESS. Member Pflug stated there seems to be a problem at the Community Building She staled the air wnditioning does not work in the kitchen. Mr. Miller sated he would check on this. Member Rebello stated the list of recreation programs passed om wes missing the Easler Egg Hun[ which is usually held in March or April. She also suggerted holding the Bike Rodeo in a month so it does not conflict with other sporting P&R 10A5-0315 h n,E ,n~ 2~~e~~ea ~„a a~,a„~.d. r e he lin vas wmpiteA foc cow~din 1 e~ field in the .,.. l'.hairman llolt adjc 'he P&R 16-05-03/'0'