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P&R07-14-11Min MINUTES PARKS AND RECRETION ADVISORY BOARD 175 WEST WARREN AVENUE LONGWOOD, FLORIDA July 14, 2011 COMMISSION CHAMBERS 7:00 PM Present: Lori Rice, Chair Abigail Shoemaker, Vice Chair David Putz, Member Anna Rivera - Laguer, Member Alex Traeger, Member Fran Meli, Leisure Services Director Absent: Shawn Anastasia, Member Nikki Bright, Member I . Call to Order. Chair Rice called the meeting to order at 7:00 p.m. 2. Approval of Minutes -- June 7, 2011 Member Traeger moved to approve the minutes of June 7, 2011 as presented, seconded by Member Putz and carried by unanimous vote. 3. Public Participation. No Public Participation 4. Old Business. A. Director of Leisure Services' Report. Ms. Meli discussed summer activities: Summer Camp going well and three movies are scheduled for Family Movie Night. Questions asked and answered about Summer Camp concerning enrollment and scholarships provided by Seminole County and another organization. The County provides a lunch program Monday through Thursday at Lyman and Miiwee schools. Longwood's camp is participating in this program at no cost to the parents. She discussed the activities at camp, specifically the "Walk! Across America" walking/running program. She stated the Camp Director and Counselors are outstanding; they are primarily teachers. She stated camp would end two weeks before school 'begins, which is a hardship for parents, but the school dictates the schedule. B. National Night Out. Ms. Meli reported on what is planned for National Night Out:; hotdogs, popcorn, drinks, bounce house and rock climbing, The Police Department has activities planned as well as the Fire, Department. She stated merchants and other vendors would be present handing out samples, and nick- knacks. The annual Police /Fire softball takes place at 'National Night Out. Leisure Services will have a table to hand out the new Leisure Services brochure. Discussion ensued regarding the brochure, cost of producing, and business card advertising on the back to cover the printing cost: Maps of Longwood would be handed out asjwell as tattoos for children and copies of Re: Park's conceptual plan. Ms. Meli asked the Board to sign up for a job at National Night: Out. A signup sheet was passed around. Discussion on the pros and coins of a skate park being located at Candyland Park verses spending the money on Reiter Park. Vice Chair Shoemaker asked questions on the cost of sponsorship for Halloween, specifically the $300 booth sponsorship. She disagreed with the amount but the Board was ok with it. The City will provide the candy. Ms. Meli talked about: the other activities planned for the Halloween Event. Member Trauger asked about additional sponsorship opportunities. Chair Rice felt like the fee was appropriate for the event. There will be food vendors and games. Ms. Meli brought up "Face the Fear ", another Halloween event on October 29, 30, and 31 at the Fire Annex. The City is partnering with a group on both Halloween and Face the. Fear. 5. New Business A. Update on Proposed Budget. Ms. Meli stated the proposed budget is not ready to distribute because changes are still being made as revenue information comes in from the County and State. After 'the Coin missioners receive their copy, it will become available to the Board. She spoke ''about some of the highlights in the budget. Questions were asked about the Land & Water Conservation Fund grant. Ms. Meli explained that the decision has not been made but that they would be notified when it happens. Ms. Meli also discussed another grant opportunity. She explained the amounts that could be requested and the matching funds needed.. A $50,000 grant request does not require a match. The Board agreed a non - matching grant should be pursued. The Board continued to express their frustration on not being able to review the requested budget prior to the budget workshop. Further discussions on Reiter Park — cost, time frame, and phases. Member Trauger asked about equipment sharing between Leisure Services. and Public Works. Ms. Meli explained the schedule and locations each department maintains'. Some equipment can be shared. Ms. Meli discussed the areas .of mowing responsibility of Public Works and Leisure Services. Questions were asked about how often different ; areas are mowed. Member Trauger asked if we mow too often. Ms. Meli said levels of service could be a. way to spread out the mowing. B. Direction of the Parks and Recreation Board. . Ms. Meli explained the Board's role is changing and it will take time for it to evolve. Chair Rice invited Mayor Durso to attend this meeting to discuss how he would like the Board to operate and their role in making decisions. The discussion turned back to the budget and the Boards responsibility I in planning future budgets. Member Trauger suggested they get a better idea of the direction of the Board in relation to the Leisure Services Department. He suggested looking at line bigger picture. The :. Board needs to be less reactionary. Discusso) ensued on ideas and information coming to 'the Board before going to the Commission. Ms. Meli said in the future, agenda items that go to the Commission would state the Board's decision /recommNrtdatiori ota the subject. Ms. Meld said the process of changing the Roard'�. role. in the: City Would take time to evolve. She agreed to speak with the City Administrator and t:he !Mayor f. -r direction. The Board discussed the scheduling of the August Board meeting. National Night Out is taking place on the regular meeting night, August 2, 2011. .Normally, the Board does not - meet in August due to the event. She stated if the Board wants to meet, she would check with the Clerk's office and try to schedule it for Thursday, August 4, 201 1. Mayor Durso joined the meeting at 8:30 pm. The Board talked about a park tour. Member Trauger asked if there is a map with the amenities at each park. Ms. Meli stated that-all the parks and the amenities are on the City's web site. Ms. Meli stated she would have to check with the Clerk about the park tour. A meeting date in September was discussed. 'The Commission will be meeting on the regularly scheduled night for the Parks and Recreation Board. Ms. Meli ,said she would see what is available for meeting on another night. Chair Rice asked if Mayor Durso would like to discuss his expectations of;the Board. The Mayor explained he wanted to give the Parks and Recreation Board more teeth and allow the Board to get more involved in park development to have a citize►i driven process to develop the parks. He stated lie wants the Board to create a work plan with staff and come up with a budget. He said it is too late in the budget process this year_ Vice Chair Shoemaker asked if the process was to come up with an idea,'take it to Ms. Mel', and she would take it to the Commissioners. The Mayor said staff has ,a lot of experience and expertise on the rules and regulations and what works and does not work. He would like the Board to work closely with staff. Ms. Meli would be the point person but she may delegate her staff to work with a Board member on a project. He wants the Board to work with staff, not against them. Vice Chair Shoemaker asked if staff says there is not enough money or it will not work but the Board all agrees, what should they do? The Mayor said the final say is with the Commission but the City Administrator may also direct staff on the budget. The Mayor said the purpose of the Board is to advise the Commission on what the community wants. The Board is a part of a community that is dedicated to improving the parks in the City. The Commission needs to listen to the Board when they say this is where they think this should go and why. Member - Traeger used the skate park as an example of the Board needing to have a say and would like the Board's wishes reflected on the Commission's agenda. Any action the Commission takes on parks and recreation issues should come to the Board first. Member Traeger said he would like something that says what the Board's responsibility is. The Mayor agreed that there needs to be clear direction for all City Boards. The Mayor said the entire City is getting ready to go through a position review. This applies to all employees and there will be a supervisory component for employee evaluations. He believes the Boards should not be exempt from this so the role.o boards can be defined what 'the Board's role is and a way to see if the Board is living up to this. He does not want any board to. have members that just want to be on a board but do not live up to. the responsibilities and expectations of what the board does: Ms. Meli discussed adjusting the Board's agenda, to mirror Metroplan's 'agenda - with action items. She would like the Cornrnissioners to see how the Board voted on action items. The Mayor would like to see this as well. Ms. Meli asked the Mayor about the Board tackling issues like social 'media to help with marketing programs. The Mayor said he would like to see.-staff and.the Board involved in all aspects of Parks and Recreation. Vice Chair Shoemaker asked if staff wanted to do something but the Board, by vote, did not approve of the activity, if this should be brought to the Commission. She used the example of selling booth space at the Halloween event. "The Mayor reminded the Board that Ms. Meli is often directed by the Commission to do certain things.. Member PutZ said'he did not want the Board to micro manage staff. The Mayor agreed. Member Trauger said they want to be utilized. Chair Rice agreed she wants staff to utilize the Board. Vice Chair Shoemaker talked about the way the City did business in the past. The Mayor emphasized we need to look forward: Vice-Chair Shoemaker asked if the' City Administrator would stop the Board from doing something they want to do. The Mayor said the City Administrator would say no occasionally. Vice Chair Shoemaker asked, if Ms. Meli would come back and tell the Board. The Mayor said that is what should 11'a pen but the City Administrator would not rubber stamp everything the Board wants to do., He has a fiduciary responsibility to the City. Member Trauger would like the Commission, through some form of communication, to know what the consensus of the Board is on all action items. The Mayor said there is nothing that stops the members from public participation at the Commission meeting to expresses their opinions. He said a very legitimate way is for the Chair of the Board to attend the Commission meeting and speak for the Board. Member Trauger said he would still like for there to be a way for the Commission to know what the Board decides. The Mayor said everything the Commission decides would not always come through a board. T11e Mayor said there should be a process for items to go through the Board before it goes to the Commission and that the Board is fully capable of creating a process. Member PutZ moved to close the meeting, seconded by Vice Chair Shoemaker. Ms. Meli reiterated that she would check the calendar to see ifthe Chamber is available on August 4 to reschedule the next Board meeting. 6. Adjournment Meeting was adjourned at 9:15. Lori Rice, Chair ATTEST: Fran eli, Recording Secretary