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P&R08-30-16MinHISTORIC L ONOOD FLORIDA PARKS AND RECREATION ADVISORY BOARD REGULAR MEETING DATE: August 30, 2016 TIME: 7:00 P.M. LOCATION: Longwood Commission Chamber 175 West Warren Avenue Longwood, FL 32750 MINUTES Present: Lori Rice, Chair Judi Coad, Member James Vogel, Member (arrived at 7:07 p.m.) Michelle Hendrix, Member Bruce Harnage, Member Chris Capizzi, Leisure Service Director Michelle Longo, City Clerk Absent: David Putz, Vice Chair Morgan Paris, Member 1. CALL TO ORDER. Chair Rice called the meeting to order at 7:06 p.m. 2. PUBLIC INPUT. None. 3. STAFF REPORT. Mr. Capizzi said the Downtown Longwood Cruise -in Car Show will be held on Saturday, September 10, 2016 from 5:00 p.m. until 8:00 p.m. He said the cooler weather usually means better attendance in September, October and November. He said the Senior Matinee will be "Maggie's Plan" on Wednesday, September 21, 2016 at 1:30 p.m. in the Commission Chambers. He stated attendance is increasing and they seem to like having the movie in the Chambers. Mr. Capizzi said the Historic Longwood Farmers and Artisan Market will begin on Saturday, October 1, 2016 from 9:00 a.m. to 1:00 p.m. He said the vendors are full and they have a wait list. He said Mr. Craig Lynch is doing a great job -with vendors and entertainment. He said he was able to order the Block Rocker and they will have music at the Market. He said there is a Facebook Page for the Market. He said their goal is to move up Warren Avenue as they get more vendors. He said banners will be out soon, a notice will be included in the September water bill to provide information on the P&R 08-30-16/1 Market as well as be in Everyone's Business. He said they have a flyer that Mr. Lynch has been distributing. He said they are meeting with Lenny Leland from the Longwood Village Inn (Historic Hotel) regarding the use of his parking lot for vendor parking. He said they will be offering him free sponsorship if he allows them to use his parking area. He said he would pass along the list of venders once he gets it from Mr. Lynch. Mr. Capizzi stated the Longwood Community Yard Sale is scheduled for Saturday, September 17, 2016 from 8:30 a.m. to 12:30 p.m. at Longwood Elementary School. Mr. Craig Lynch gave an update on the Market. He said they just had a "Meet and Greet" with the vendors, with about.a twenty (20%) percent turn out. He said they discussed the details and priorities of the Market, working.as a team and the great support they are getting from the City. He said they have twenty-five (25) vendors committed and have a wait list for food vendors. He said they have three (3) artist commitments and are still accepting applications for additional ones. He has a good list of musicians to come out and play and has a DJ to come out the first week. He said they have ten (10) interested vendors that have not committed. He said they have spoken to The Hourglass Brewery but they are not able to serve beer, they did say they would be interested in coming out and passing out samples from time to time. He said they want to be the best Farmers Market in Seminole County if not all of Central Florida. He stated Winter Springs, Casselberry and Oviedo all recently closed their Markets and we have an opportunity to capture that crowd. He said Lake Mary and Sanford both have Saturday Markets but theyare not near what we are going to do. He said a couple of vendors are with him tonight, Delicious Waffles is going to be a first time vendor and will also have Delicious Produce, along with Mi Cacita, which is a food truck. Member Coad asked' about incorporating the once a month garage sale with the Farmers Market since we are going to be losing the use of Longwood Elementary. Mr. Capizzi said he did not want to mingle the garage sale with people selling used household goods with the Market. He said if they have crafts or something they make, maybe we could do a booth, but did not feel the two would work well. Chair -Rice stated maybe if they were in separate areas. She said we could go down Warren Avenue with garage and yard sales. Mr. Capizzi stated they plan to use Warren Avenue. He said we will let the new Recreational Coordinator look at the best location for the garage sales. He said they will look at the yard sales before December and they need to gauge how the Market grows and look at the suggestion then. Chair Rice thanked Craig Lynch and the vendors for coming to the meeting and stated she is excited and will be supporting the Market. Mr. Lynch stated that he would like to touch on the subject of the yard sale at the Market. He said if we can get it to work together smoothly, paying attention for any conflict of interest, he would be interested in it. He stated the more people the merrier. Chair. Rice asked if they are reserving the parking lot on the other side of the Clock Tower for parking or an area to grown into. Mr. Lynch said,they plan to go up .Warren Avenue. He said the area by the Clock Tower will be for parking. He said the Historic Society is going to open the Bradlee Mclntyre'House on Saturday's P&R 08-30-16/2 during the Market. He said this is about Longwood, the people and business owners. He said he has been asked about bathrooms at the Market. He stated a Port -a -Potty will be $200 a month and will remain in a parking lot screened from sight. He said ideally opening an air condition restroom that is clean and you can wash hands would be great. He asked if someone can open City Hall for those four (4) hours and paying them to clean. Chair Rice asked about the cost of a larger air conditioned unit. Mr. Capizzi said the Commissioners are not going to allow a Port -a -Potty to be left in the District. He said he has part-time event employees that may be able to open up the chambers for the use of the restrooms. He said he will need to look at his staff and if he is able to schedule someone for a 9:30 a.m. until 12:30 p.m. for a three (3) hour period of time to open up City Hall. He said he will get back to them. Member Coad asked Mr. Capizzi if his staff cannot do it, can we have Mr. Lynch pay a city employee directly. Mr. Capizzi replied he would need to talk to Human Resources. Mr. Lynch added, we have sponsorship packet and flyers in both color and in black and white. He said one gold level sponsor has been secured. He said he has been busy with vendors and now will focus on sponsors. He said they will have music once a month and looking into other things to bring people out. He listed these items as karate, dance studios doing demonstrations and Zumba class for adults. Chair Rice thanked him for coming and wished him much success. Member Coad asked Mr. Capizzi when the old flea market signs will get installed. Mr. Capizzi said they are currently getting designs for it and deciding on a location where it will be installed. He said it is going to be before the first of the year. Member Coad stated she had asked the Finance Director what was collected in fees for the Christmas Parade and asked Mr. Capizzi if he had the figure. Mr. Capizzi stated that Lisa Snead, Director of Finance emailed him that the parades expenditures are not tracked separately because it is not a fund raiser. He said the only tracking is for when the CERT or the COP's set up trailers physically and they turned in any expenditures. Member Coad asked if there is a registration fee to participate in the Christmas parade, not if any food sales were done. Mr. Capizzi replied there are no registration fees. Member Coad stated that was her question and reiterated there is no fee for participants. Member Hendrix asked how the community yard sale been going. Mr. Capizzi stated it's been a little slow. He said he does not know if people attend garage sales in the summer. He said he has not been able to give it his full attention this past month. He said he has hired a Community Building Coordinator she started today, her name is Amy Slogar. He said she will be at P&R 08-30-16/3 the next meeting. He said a notice of the next yard sale will be included with the Utility bill, Everybody's Business, Facebook and the new City website. He said they have had at least fifteen (15) vendors but the attendance isn't what it should be. Member Hendrix said they should re-evaluate after the first of the year. She said they had talked about not having it in the summer months and need to look at this especially with losing the space at Longwood Elementary. Chair Rice asked when the City has to be out of the elementary school. Mr. Capizzi replied January 1 st. He said they have been looking for a new location to relocate, somewhere that has space for their programs. Chair Rice stated that "Face the Fear" will not be at Longwood Elementary this year but at the Longwood Village Mn. Mr. Capizzi replied. yes, they will be at the old Longwood Hotel. He said this is great because they will not have to make space at the school and move other renters. Chair Rice asked what plans are being made for September 11". Mr. Capizzi replied they are putting flags and wreaths down there and trying to have someone out there if they can. Chair Rice stated it is on a Sunday and thought maybe they could have a sunrise service. She said it would be -early and they would not need to get a tent, people could stand. Mr. Capizzi said they did a gathering for the tenth (10 ") anniversary. Chair Rice stated this is the fifteenth (15t") anniversary and was inquiring if anything was being planned other than placing out flags and the wreath. Mr. Capizzi stated they have no event planned. He will make it look beautiful like they have in years past. He stated he may look to do an event for Veterans Day. Chair Rice said she knows Mr. Capizzi has been attending the Florida Recreation & Park Association Conference this week, and is excited that he has been able to do so, being down staff. Mr. Capizzi stated he had a class today on advisory boards, and it was very interesting. He said our Board is. a very high .functioning Board. He said it,was interesting to learn how advisory boards work in other counties and municipalities. He said it was an interesting class. Chair Rice stated your new employee is Amy, and asked Mr. Capizzi what her last name was. Mr. Capizzi replied it is Slogar. He said she comes from Ocoee and is familiar with municipalities, and was involved with parks and recreation. He said she is working on a fee structure for the Community Building. He said he gave her the depreciation, salaries, maintenance and all the components that get factored in to come up with a variety of fee models.. He ,said he did a walkthrough of the Building with Joe Menza, the Property Maintenance Employee for the City, and there are a few maintenance issues to address in the next few years, other than that, it is in good shape. P&R 08-30-16/4 He said they are trying to come up with a routine maintenance schedule that will go along with the fee schedule. He said he would like to have this available for the Commission at the next meeting. Chair Rice asked if this Board would get the opportunity to see the fee schedule before he shows it to Commissioners. Mr. Capizzi stated yes, if Ms. Slogar has it done Friday he would email it to them. Chair Rice said she thinks it would be considerate for the Advisory Board to review it. Member Coad asked if Ms. Slogar was provided a comparison to use for the fee schedule. Mr. Capizzi stated they are looking at other municipalities and their fee schedules and comparing them to their current model. Member Coad asked if the light has been installed in Candyland Park. Mr. Capizzi replied no. He said the Public Works Department should be able to pour the concrete for the light, which will save some money. He said there will be a cost for the electrical work and was unable to get the request in before last Friday's cut-off date for spending. He said they may use a CERT light for National Night Out, since they did not budget for lights for this event. He will inquire and see if this option is possible. 4. ACTIONS ITEMS. A. APPROVE MINUTES FROM August 2, 2016 Member Coad moved to approve the minutes from the August 2, 2016 meeting as presented. Seconded by Member Vogel and motion carried by a unanimous voice vote with Vice Chair Putz and Member Paris absent. B. BOARD MEMBERS REPORTS Member Coad reported on Celebrate the Season. She said they have ordered the magnetic dart game and two (2) Christmas ornaments, one for the craft area and the other will be a gift handed out from Santa. She said she is trying to cut back on the craft area and would like to use up what materials she has, like the button wreath, thumbprint ornaments for the small children. She may approach the new Hobby Lobby coming to Lake Mary for possible sponsorship for next year. She said she will need to order a few costumes and will need everyone on the Board to be in charge of an area for the event. She said anyone willingly to help with set-up is also appreciated. She stated she spoke with Jeff, the Seminole Trail artist, and he is going to paint something for people to put their faces in and take a picture. She said it is going to be a surprise and he knows the perimeters to work within. She said she needs to work on sponsorship. She stated last year they raised $3,500. She said they usually get $10,000 from the City. She said the ice rink is $5,500 and the train is $800, and that uses a good part of the budget. Mr. Capizzi stated he did receive a sponsorship check for Celebrate the Season but has not picked up the check from City Hall. He also said the Dance Studio will be back again this year. P&R 08-30-16/5 Member Coad said she will send out an email to get student volunteers for the event. Member Hendrix reported on Bark Fest. She said she had conversations with Mr. Capizzi' and they have a Silver and Bronze sponsor. She said there are seven (7) vendors committed and The Hourglass Brewery will not participate but is donating a gift basket. She said they are going. to donate a portion of profits.to Animal Advocates in hopes it will increase involvement and attendance. She said there will be music but has no food vendors at this point and may consider a juice vendor. She said she needs raffle items and any help Board Members can give will be appreciated. She said people who donate raffle items do not need to be present at the event. Chair Rice stated she will get the message out about the need for raffle items and follow up with those she has emailed information to. She asked about the banners at the event that have the sponsor's name. She said she knows last year the decision was to keep banners out year round but questioned the different sponsorship levels.and what exposure the vendor gets for the various levels so it is equitable for the City. Mr. Capizzi replied that the City has a banner program at the Dog Park. Chair Rice requested the banner program information be emailed to the Board. Member Hendrix also mentioned if volunteers are needed for any programs, let her know since there are students who need volunteer hours for school. She stated she also provided Mr. Capizzi with contact information for a Boy Scout group who are always eager to participate in events. Member Harnage reported on the Chili Cook -Off. Mr. Capizzi stated they have emailed prior cookers and invited them to participate again. He said they have sent registration and flyer information to all City employees and Commissioners. He.is working on contacting sponsors for the event as well. He said he will email all Board Members this information and include a list of volunteers needed. Member Harnage said he would work the Skating Rink for Celebrate the Season. He asked if the rink could be made bigger or would this be a lot more expensive. Mr. Capizzi stated it does cost a considerable amount more to make it larger. Chair Rice added that the Chili Cook -Off is their main fund raising event and said this is the time to ask for help from the other Board Members. Mr. Capizzi said he would email the Board Members with what is needed as far as volunteering and they can get back in touch with him directly. He said this process worked well last year. Chair Rice said there were some changes they had talked about after last year's event and asked if those are being explored. Some were expanding the area, getting more cookers, and having the judges in the Chambers, worked out well. P&R 08-30-16/6 Mr. Capizzi said he would review those aspects and also contact the judges from last year to see if they are interested in participating again. He will be working on all the events in the next couple of weeks in regards to vendors, sponsors and judges. Chair Rice reported on National Night Out. She said they have reached out to fifty (50) participants and thirteen (13) have committed to attend the event. She said the survey results from last year suggested better lighting, tents being set up to minimize the need for lighting, and the music needs to be louder. She said another suggestion was, there needs to be more demonstrations for the community members. She said they do have a K-9 demonstration this year, along with Urban Ninja Athletics will be doing demonstrations, as well Gymnastics USA performing. She said they will have a table for their gymnastic program and pre-school program. She said Vendors suggested last year that they be provided with a map of the area and she will look into doing a map. She said they also felt there needed to be better communication between the vendors, board members and city staff prior to the event. She said she will be in need of volunteers for the event. She said Winn Dixie has committed to providing hot dogs, buns and water and she will need a volunteer in food area. She said they need someone in the Leisure Services Booth to help promote their programs and events. She said she would like to expand with more safety related demonstrations for children. She is considering a storytelling section and maybe have the person in a costume. Member Coad said in the area where they have the bounce house, to provide better supervision. She said it seemed the younger children were being run over by the older children. Mr. Capizzi stated the issue with the bounce house has been addressed. Member Harnage suggested CPR demonstrations and mentioned that Florida Hospital was out at a Heart Walk event. He is participating in an upcoming Heart Walk and will talk to the people who are out there and pass along their information to Mr. Capizzi. 5. AJOURNMENT. Member Coad moved to adjourn. Seconded by Member Vogel and carried by a unanimous voice vote with Vice Chair Putz and Member Paris absent. Chair Rice adjourned the meeting at 8:27 p.m. ATTEST: ichelle Long , MC, Ci lerk XIu R Lori Rice, Chair P&R 08-30-16/7