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P&R12-01-09Min MINUTES PARKS AND RECREATION ADVISORY BOARD 175 WEST WARREN AVENUE LONGWOOD, FLORIDA December 1, 2009 COMMISSION CHAMBERS 7:00 PM Present: Abigail Shoemaker, Chair Lori Rice, Vice Chair Nicole Badger, Member Randy Jonda, Member Nancy Kubec, Member Dave Putz, Member Fran Meli, Director of Leisure Services Linda F. Goff, Recording Secretary Absent: Shawn Anastasia, Member 1. Call to Order. Chair Shoemaker called the meeting to order at 7:00 p.m. 2. Approval of Minutes – October 6, 2009 Regular Meeting. Member Putz moved to approve the October 6, 2009 Minutes as presented. Seconded by Chair Shoemaker and carried by a unanimous voice vote with Member Anastasia absent. 3. Public Participation . None. 4. Old Business. A. Leisure Services Director’s Report. Ms. Meli provided the Members with a copy of the Florida Recreation and Park Association (FRPA) Journal and pointed out that on page 34 there was an article featuring Shadow Hill Park. Ms. Meli reported the Halloween event went very well. She advised Celebrate the Season will be this weekend. Every thirty (30) minutes there will be singing or dancing. Santa will visit earlier this year arriving at 4:00 p.m. and Santa and Mrs. Claus will arrive by a Fire Truck. She stated there would be food venders, arts and crafts, and face painting. She advised there will not be a raffle this year. Girl Scouts will help with the crafts. The event will be from 4:00 p.m. to 7:00 p.m. and she said she could use volunteers. Ms. Meli said she and Mr. Chris Capizzi were working on sponsorships and they would be presenting the Board with information at the next Meeting. She distributed a copy of Leisure Services Event Budget. She said she was comfortable that this year’s Budget was adequate, but there would not be a lot of frills. She stated Santa Visits Longwood will be on Saturday, December 12, 2009, beginning at 4:00 p.m. until 9:00 p.m. They will P&R 12-1-09/1 have Santa on both sides of town, and this year’s route will be shorter. She affirmed children from Longwood Elementary and Choices In Learning will be riding along and the parents will be signing permission slips. Member Putz suggested they split the shifts. He said four hours for elementary children was a long time for them to ride. Ms. Meli reported there would be a Movie in the Park on December 19, 2009 at Candyland Park. This month’s feature is How the Grinch Stole Christmas. She said the concession stand will be open. Movie in the Park is scheduled for the months of January and February. She stated they have started evening Exercise and Line Dance classes and they have become very successful. She affirmed they were looking for another Yoga Instructor. Ms. Meli said they would be working very hard on sponsorships. Chair Shoemaker inquired if the Board’s main focus should be on sponsorships. Ms. Meli said she would love for the Board Members to do that. She stated the City of Winter Springs events are totally funded through sponsorships. She said they formed a committee and have been successful so far. Chair Shoemaker inquired if the Parks and Recreation Board could function as that committee. Ms. Meli said she would need to look into that matter. She stated Chair Shoemaker pointed out that some places have where you can round up or add extra to the utility bill and designate where that money goes. She said it was an idea that Finance would have to look into. She reiterated that Mr. Capizzi was working on sponsorships and he will probably come to the next Meeting. She stated they wanted to have a planned sponsorship program so that they give something to businesses in return. Member Putz inquired if it could be an individual donating rather than a business. Ms. Meli responded in the affirmative. She said the Board Members reach a lot of businesses and individuals and she sees that as a plus. Ms. Meli said the next Board meeting was scheduled for January 5, 2010 and inquired if the Board wanted to meet then. Chair Shoemaker said typically the Board does not meet in January because the first event is Easter. Vice Chair Rice inquired if Ms. Meli had any information from Mr. John Peters regarding Reiter Park. Ms. Meli responded in the negative. She said there will be a Work Session with the City Commission to review a Conceptual Plan on Reiter Park and she will let P&R 12-1-09/2 the Board know when it will be. She advised there is money budgeted this fiscal year for Reiter Park. Vice Chair Rice said Ms. Meli spoke last month regarding covering expenses for the Community Building. Ms. Meli said they will be taking an ordinance amendment to the Commission the second meeting in December for the first reading. She stated fees will then be set by Resolution. Member Badger suggested with all of the activities the City does that they look into bingo. Ms. Meli advised they have looked into bingo and it was not allowed. She said they could revisit this. Member Putz moved to cancel the January 5, 2010 Meeting. Seconded by Chair Shoemaker and carried by a unanimous voice vote with Member Anastasia absent. Chair Shoemaker said the Event Budget does not have personnel costs in it. Ms. Meli advised they would be flexing as much overtime as possible. She said the budgeted amount will include any overtime. She stated they were coming in under Budget for the Halloween event and this will provide money for other events if needed. She said their goal was to come in under Budget for all events. She stated the Budget for Summer Camp has been cut and it will be a difficult event to keep within Budget. She advised they pay the school $10,000 for the use of the school. Vice Chair Rice said it sounds like Summer Camp actually costs money and is not self-sustaining. Ms. Meli said everything costs money and nothing was self-sustaining at this time. She said they try to get Summer Camp to be self-sustaining, but they try to keep their prices down so that it is affordable. She said aside from the fee paid to the school, it comes close to being self-sustainable. She stated they try to keep one counselor per eight to ten children. She affirmed the City’s camp is safe, fun, and the children have a good time. 5. New Business. None. 6. Adjournment. Chair Shoemaker adjourned the meeting at 7:58 p.m. Abigail Shoemaker, Chair ATTEST : Linda F. Goff, CMC, Recording Secretary P&R 12-1-09/3