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P&R10-06-09Min MIIVIJTES PARKS AI~11? RECREA'I'ICiN AI)VIS®RY ~GARI) 175 WEST' VVARItE1~1 AVEIVIJE . L®NGVV®®I), FiL®RII)A ®ctober t~, 2009 C®MMISSIGl~I CIIAlV>«ERS ~ ~ , ~ 7:00 PM Present: Abigail Shoemaker, Chair Lori Rice, Vice Chair, ~ ~ _ Shawn Anastasia,lVlember _ . Randy .Ioncla, Member l~iancy Lubec, Member Dave Putz, Member , _ ~ , . Fran Meli, Director of Leisure Services Linda. F. Goff, Recording Sec~•etary 1. Calll to ®rder. Chair Shoemaker called the meeting to order at 7:00 p.m. 2. Approval of Minutes -.September 1, 2009 Regular.lVl[eeting. ~ Vice Chair Rice moved to approve the Minutes of September 1, 2009 as presented. Seconded by Chair S:ho~;maker and carr.ied.by a una~unlous voice vote. 3. Public Participation. None. ®id Bansiness. A. Recreation Manager's Report,. Ms. Meli reported the Department of Leisure Services started last Thursday, October l., 2009. She said Mr. Lincoln Bhagwandass has been promoted to the Parka Services Supervisor. She stated Leisure Services was Parks, Building Maintenance, Community Building, and Recreation. Ms. Meli reported that Halloween will be much like last year and the event will be held on October 31St 4:00 to 7:00 p.m. There will bcBoo Village, candy, hot dogs, hamburgers, and a costume contest. She s,~id Celebrate the Season is scheduled for December 5th. She stated they will have, crafts, Santa and Mrs. Claus, ente~~tairunent on the stage and they will. have sonic food vendors. The Tree lights will be tunied on at dusk. . Ms. Meli reported that Mr. John Peters way working on new Conceptual Plan for Reiter Fark. She said she was hoping she. would have something to show the `L_ P&R 10-06-OS/1 Parks and Recreation Advisory Board tonight, but it was not ready. She advised the Park will be more of a passive park and there will .be an amphitheater for performances. Member Putz, said he has lived here thirty (30) years and his daughter grew up playing at that Parlc and it had a playground. He inquired how did it all of a sudden became this way being a soft bed of mud. Ms. Meli advised the east side of the Park had always been that ~~ay. She said there will be a playground. Chair Shoemaker said she had heard there would have to be footers and concrete sidewalks would break and shift because there was not enough solid ground. 1VIs. Meli said maintenance was a big issue with settling. She stated where the tennis courts were at this time was pretty dry and stable. She said they have had some areas they thought to be sink holes, but it was decaying matter under the surface. She stated the Commissioners would'be presented a new Conceptual Plan. She affirmed the new Public Works Director/City Engineer has taken over this project. Member Putz inquired how it became so misconstrued as far as the initial planning. Chair Shoemaker said she heard they did a test~~of the soil and it was not known the soil had the issues it has. Ms. Meli said they have done geo surveying twice now. She stated when the retention pond was put in was when it was found just how wet and how deep it goes. She said it was too deep to de-muck the pond and the land. She stated there were things they could do to support certain things, but there still could be some settling. She said they may have to rearrange some of the amenities in the Park. She stated they could build things higher on the west side of the' Park and stay away from the east side: She advised they were still having water issues around the pond and it was fuller than they expected it to be based on-the engineering that was done. Member Putz said he has seen the pond being pumped, huge deep wheel marks around the pond like it is a complete muck area, and then there was duckweed all over the pond. He inquired how this was going to be taken care of. Ms. Meli said they did' have the water tested and the water was okay, but there is a problem with the duckweed and this was being looked into for spraying. She stated they have been pumping water out of the pond because they were going to try and build a berm around it and place more sluubbery around the pond to try aizd make it safer for children. She'said there will be a fountain or bubbler placed P&R 10-06-09/2 in the pond to circulate the water. She advised the Aquatic Maintenance Contract ~ was out to b'id. Member Putz inquired about the playground. I_ , . ~ Ms. Meli advised there would be a new playgroumd. She said that until the Commission looks at new plans and. approve them they cannot move forward. She stated the new plan will be less expensive. She reiterated that there is a playground plaimed and it will'lie closer'tci`f11e Fire Station. She stated the Board will have an opportunity to speak to this and see the plans. ' Member Putz said initially there was a study, and then a plan from that study. The City moved ahead on that plan and it faile~~. He inquired if now there wa's going to be a dii:ferent plan and another study. Ms. Meli said'the study had already been done and they know what the problems are. She explained that initially they had borings done where they thought there would be solid structures. She stated these came back. not good, but acceptable. rollowing that, they started seeing soma caving'in when the ball field was still there arid found there to be a bigger problem than initially thought. She said part of t11e change was because-the City carv.iot afford to build the Park as initially planned. She suggested•the Commissioners will probably hold a Workshop once - the plans are available. Member Putz said he sees the Parlc as something for the citizens to use that their tax money goes into. He stated th.e Park h€s been completely unusable for some time now. Member T~ubec inquired if a decision had been made regarding Santa Visits Lon;;wood. - - Ms. Meli responded in the negative. Shc> said there is a meeting tomorrow and this may be deteriiiined at that meeting. She stated a big part of this was still the overtime. Chair Shoemaker said she would volunteer as an elf. She inquired if any of the ' other Boaid Members were willing to volunteer. • ' Ms. Meli said she would send the Board N.[embers an electronic mail when she 'has snore information. ~ - ' - - ' Chair Shoemaker discussed volunteering and. explained they ride oi~ the back of the truck. Ms. Meli advised the: bigger problem was not wlio rides on the sleigh, but` who U drives the truck.• P&R 1U-06-09/3 i _ Chair Shoemaker said they would only need flex time for four (4) drivers if she ~ could get enough volunteers to man the back. . Vice Chair Rice said she would volunteer. Member Anastasia inquired if they had da"tes for Santa Visits Longwood. C11air Shoemaker said it was usually. the second weekend in December. She stated they would also need. a Santa. Member Putz inquired what the issues were with driving. the truelc and could a volunteer drive. Ms. Meli advised they were not allowed to use overtime. She said she would think there.would be a liability issue with a volunteer driving the truck. She stated she would check into this. Vice Chair Rice: inquired if they ran two (2) trucks voth alights. 1Vfs. Meli responded in the affirmative. She said. they will not be able to go down all the. smaller streets acid each cul-de-sac. She stated that children. may need to come to them where there were cul-de-sacs. She said they, may need to shorten the route. Chair.Shoemalcer thanked the Board Members for volunteering. , Ms. Meli said she could use any help the Members call give her for Halloween. She stated the National Honor Society will be doing most of the games. Ms. Evelyn Cohen will be conducting the costume contest. She said Mr. Michael Towers will be doing the Haunted House. It will be in the Industrial Park in the Big Tree area, and this will benefit Habitat for Humanity., She, announced there will be a Harvest Moon Ball tomorrow in the Community Building from 2:00 to 4:00 p.m. Chalnbrel will be providing food and another sponsor is providing flowers for tables. Member Putz asked to speak regarding volunteerism.. He said eventually this small group of people was going to be saturated. He discussed a recent event he was involved in and how they,staffed with.,volunteers over a tlu:ee (3) day period. He suggested expanding the volunteering and said the citizens love the events. He suggested listing in the newsletter that Parks and Recreation were looking for people to volunteer.. ~ . Ms. Meli said the City will have a new website soon and people will have the ability to sign up to receive electronic mails .regarding anything going on. She advised the newsletters have been omitted from the Budget sand t11ey will no ~P&R 10-06-09/4 longer be sending these out in die utility bills. She stated anyone interested can ~ submit their elech•oiuc mail address, and >'arlcs acid Recreation can put out information to those who are interested regarding the need for vohmteers. Member Putz said at National Night Out there was a group of men. who own businesses there acid he inquired if it was true that next year they may not have funding to provide families food at this event. He stated there were ai: least five (5) businessmen that pledged a total of .600 in a matter of minutes. He inquired how this would work and who should they make their check out to. Ms. Melt explained the check would be made to the City o:f Longwood anal this money would be placed in a Revenue Account. Once the money goes into a Revenue Account they increase die Expense Account by this amount. She stated Parks and Recreation was trying to sponsor everything they do and at this time, economically; they are having a hard time with sponsors participating. Member Putz said maybe the Board couad work on one of the other events such as the candy for Santa Visits Longwood. Ms. Melt advised that approximately $1,500 was spent on candy for Santa and approximately $1,500 to $2,000 on candy at Halloween. She said. staff has been approaching banks trying to get a sponsor i'or candy. She stated some businesses have donated $100 per cai7uval game and the business' logo will be displayed on the game. She said this helps to offset th.e cost of the event. She said her goad was to be able to offset the cost tluough sponsorships for almost anything they want to do. Member Putz inquired what the Budget would be for all events. Ms. 1vleli said she would Have to compile that number. She stated she could use help :from the Board the most in soliciting sponsorships. She said Mr. Cluis Capizzi was working on a package for sponsorships to show the sponsor what the City will do for them for donating, such as pro.minen.tly displaying their business logo in various areas. She aff rmed that ;;he was hearing next year's Budget may be tighter than this }year. She stated sponsorships change that for Recreation. She requested feedback from the Board Meir.~bers regarding sponsorships and suggesting sponsorship amounts. Ms. Melt said Celebrate the Season was going to have ten (10) crafts and she would like to have sponsorship donations o:f $100 for each craft. She stated they could do a banner for each event listing all of the sponsors. She said the City of Winter Springs has put together a committee and most of their events do not cost the City anything, including overtime. Chair Shoemaker inquired if a Board Member receives a check or donation, whom they should turn these into. P&R 10-06-09/:i Ms. Meli said she would prefer they be turned into either her or Mr. Capizzi so ~ that it gets deposited with the right information and correct event, She stated that she has a project number for every event and expenses anal revenues are traclced in this mariner. Vice Chao Rice said this would be in addition to what•has been budgeted as opposed to taking away from what the vudget can be. Ms. Meli advised they have their Budget, but she needs to separate the funds for each account so the .Board Members will .know the amounts for line items. She explained that events are spread over different accounts, depending on what the item was. Member Putz inquired about Parks and Recreation being combined. Ms. Meli, said, in her opinion, it works Vetter to have Parks and Recreation combined. Member Putz inquired.if this. was Ms. Meli's request. Ms. Meli advised she has been asking for this since she came to Longwood. She said ninety five (95%) percent of all counties and muiucipalities have Parlcs and Recreation together: ~ Vice Chair Rice inquired if maintenance of playground equipment or ball fields was one account. Ms. Meli said there was one account for maintenance. She said she would make sure the ..Board Members get like items for. Recreation. Member Putz inquired about the Community .Building and if it made money. Ms. Meli said. the Conununity. Building was now udder Leisure Services. However, it has its own account lines undertGeneral Services: Member Putz inquired if the Conununity Building made money. , Ms. Meli advised the Community Building loses money. She said they were looking into revamping some of the rules for the Community Building. She stated in the past the expenses for the Comnnlnity Building were not tracked. She said they were now tracking all. expenses. She- explained when it is rented to a resident that $25 an hoLU• does not cover the expense of the Building: She stated the fee charged for a Police Officer and the cleaning fee are pass through fees. She said staff has met with Lake Mary and were looking at requiring a block of hours to be rented, as well as considering. a list of required caterers to be used. ~ P&R 10-06-09/6 It was the consensus of the Board tl.~at they would not support limiting to certain caterers. Vice Chair Rice suggested the City should be .able to make a percentage of the pass Through cost for handling the transaction. Member Putz said the third weekend of the month was reserved for City events for the ciitizens. He stated that Blue Grass «~as one of these events. Ms. Meli said Folk Music on Friday nights was also one of those.events and nothing was scheduled on Sundays at this "tithe. She advised the City Administrator has the ability to approve a rental if the Building was not in use. Member Anastasia requested the information regarding sponsorships be sent to him. He said he was not aware the Community Building was not a money maker and tl"tis was a little disturbing. Ms. Meli said one (1) year from now she would be able to provide hard numbers regarding. this matter. She advised that M:s.:Karen Behling was the Recreation Progratn/Comrnunity Building Coordinator. Member Anastasia inquired if the City sponsored events made money. Ms. Meli advised those were flee events. and a free activity for the citizens. Member Anastasia said the City of Lake :M~~ry also has a Se~uor Center. He stated they have a couple of different venues, that :if they know there was something that could supplement some income for the C:ity;, then they cats redirect other events. Ms.lVleli said the City of Longwood did not have a Recreation Center end the Conununity Building was used during the; day for exercise classes; and other events. S:he said if Longwood had a Recreation Center or a Senior Center, then the Community Building could be booked out more. She stated Homeowner Associations use the Conuntanity Building free of charge for their meetings. Vice Chair Rice inquired if the new City website would allow posting of the Community Building calendar online. Ms. M:eli responded in the affirmative. 5. loTew >,~us~~ess. Ms. Meli reminded the Board Members there would not be a Meeting next month due to the Election. The next .Regular Metaittg will be December 1St. - P&R 10-06-09/7 6. Adjournment. Chair Shoemaker adjourned the meeting at 7:58 p.m. ~ Abigail Sloeniaker, Chair AT'T~ST: ~,inda li:+'. Goff, C1VIC, Recordi eeretary , P&R 10-06-09/8 '