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P&R01-03-17Min"ISTORIC 1* L ONGWOOD 11 I.RIDA PARKS AND RECREATION ADVISORY BOARD REGULAR MEETING DATE: January 3, 2017 TIME: 7:00 P.M. LOCATION: Longwood Commission Chamber 175 West Warren Avenue Longwood, FL 32750 MINUTES Present: Lori Rice, Chair Michelle Hendrix, Vice Chair Dave Putz, Member Judi Coad, Member James Vogel, Member (arrived at 7:30 p.m.) Michelle Hendrix, Member Morgan Paris, Member Chris Capizzi, Leisure Services Director Amy Slogar, Recording Secretary 1. CALL TO ORDER. Chair Rice called the meeting to order at 7:07 p.m. 2. ELECTION OF OFFICERS. Chair Rice said, the charter states the first annual meeting of the Board will have an election of Chair and Vice Chair. She said a majority vote will declare the elected who will serve for one (1) year. A. CHAIR Member Pans moved to postpone the vote until Member Vogel arrives in approximately ten (10) to fifteen (15) minutes. Seconded by Member Hendrix. Vice Chair Putz asked what time Member Vogel will arrive. Member Paris said she does not have an exact time. Member Coad asked if the meeting is able to continue on to following agenda items without a new Chair to preside over the meeting. Chair Rice said because the agenda was sent out beforehand, it is her preference to continue as scheduled. P&R 1-3-2017/1 Motion failed by a two -to -three (2-3) voice vote with Member Putz, Member Coad, Chair Rice voting nay and Member Vogel absent. Member Coad moved to nominate Vice Chair Putz for Chair. Vice Chair Putz said he declined the nomination. Member Paris moved to elect Member Hendrix as Chair. Motion failed by a two -to -three (2-3) voice vote with Member Putz, Member Coad, Chair Rice voting nay and with Member Vogel Absent. Vice Chair Putz moved to reelect Chair Rice as Chair. Motion carried by a three -to -two (3-2) voice vote with Member Paris, Member Hendrix voting nay and with Member Vogel absent. B. VICE CHAIR Chair Rice moved to nominate Member Hendrix for Vice Chair. Seconded by Vice Chair Putz and motion carried by a unanimous voice vote with Member Vogel absent. 3. PUBLIC INPUT None 5. ACTIONS ITEMS. A. APPROVE MINUTES FROM November 22, 2016 Chair Rice moved to approve the minutes from the November 22, 2016 Parks and Recreation Advisory Board meeting. Seconded by Member Putz. Member Coad asked Mr. Capizzi to clarify if there would be garage sales sponsored by the Board in 2017. Mr. Capizzi replied there would be no garage sales in 2017. He said an antique element may be incorporated into the Farmer's Market. Motion carried by a unanimous voice vote with Member Vogel absent. 4. STAFF REPORT. Member Coad moved to rearrange agenda items presenting Board Member Reports prior to the Staff Report. Motion carried by a unanimous voice vote with Member Vogel absent. 5. ACTIONS ITEMS. a. BOARD MEMBERS REPORTS Member Putz said he has questions about the Reiter Park plans, so he will wait until Mr. Capizzi presents his report. Mr. Capizzi said Reiter Park is not in his staff report. He suggested Member Putz ask questions about it during his Board Member report. P&R 1-3-2017/2 Member Putz asked about the purpose of the road that goes into the park and when it was incorporated into the plan. Mr. Capizzi said it is a roadway that makes the amphitheater easily accessible during events. Member Putz asked if the performance lawn is the area he is referring to. Mr. Capizzi said the performance lawn is a separate feature. He said the amphitheater has not been labeled in the plan because it is funded by a separate grant. He said the City will have the ability to put bollards on the roads for events. He said the road is also being built with it in mind that the fire station will eventually be moved. He said the roadway off of Warren Avenue ties right into the parking lot. He said the road coming off of Church Avenue will allow access to the amphitheater. Member Putz asked when this roadway was decided on. Mr. Capizzi said this roadway was in conjunction with the one cent sales tax road project. Member Putz asked if there will be a four-way stop at Church Avenue. Mr. Capizzi confirmed there will be a four-way stop at Church Avenue. Member Putz asked if there will be a stop sign at the exit onto Warren Avenue or if it will be a three-way stop. Mr. Capizzi said he cannot say with certainty. He said it is likely going to be a three- way stop. Chair Rice asked if the new road through the park will be open to through traffic when there is not an event. Mr. Capizzi confirmed the road though the park will be open to through traffic when there is not an event going on. Chair Rice said she is concerned about the through traffic that will be utilizing this roadway and its' proximity to the playground. Mr. Capizzi said there will be fencing directly off of the roadway to separate the playground from the road. He said it has been discussed whether or not he wanted traffic through the park, but it will allow better access to the Lewis House and allow two exits from the park. Chair Rice asked if there will be additional security added to the playground area. Mr. Capizzi said there will be a separation between the roadway and the playground. Member Coad asked if the roadway that abuts Church Avenue will be the main entrance into the park and if there will still be an archway as depicted in some of the older drawings. Mr. Capizzi said it will be the focal point as an entrance to the park. P&R 1-3-2017/3 Member Putz said the traffic in the area backs up in the evening with drivers wanting to avoid the railroad tracks. He asked if this traffic has been considered when making the plans for the roadway going through the park. Mr. Capizzi said the main concern when planning the roadway is for kids entering and leaving the park. He said he will speak with the architects about whether or not the traffic avoiding the train was considered when planning the roadway. Member Putz asked if sidewalks are going to be put in. Mr. Capizzi said there will be a sidewalk and parallel parking along Church Avenue. Member Putz asked how those walking to the park along Warren will access the park. Mr. Capizzi said there will be crosswalks for walkers to safely access the park. He said the western side of Milwee Street will have a sidewalk. He said the sidewalk will start where the Fire Department is. Member Putz said the area is currently not ideal for pedestrian traffic. Chair Rice asked if there will be a sidewalk along the east side of the Fire Department. Mr. Capizzi said there will be a sidewalk along the east side of the Fire Department. Chair Rice asked if there will be sidewalk in the area behind the hospital. She asked for confirmation that the only area without a sidewalk will be on the west side of Milwee Street south of Warren Avenue. Mr. Capizzi confirmed the only area without sidewalk will be on the west side of Milwee Street south of Warren Avenue. He said compared to Crane's Roost Park, there will not be as much traffic, both car and foot. He reminded the board that the speed limit will be very low. Chair Rice said she is looking forward to the grand opening of Reiter Park and planning the celebration for the opening. Member Coad gave a report on Celebrate the Seasons. She said there was competition with Sanford because they held their Holiday event on the same evening. She said the new photo board should be added under "Key Activities" on the handout. She said the expenses for the event were $10,890.48. She said $2,945.00 was received in sponsorship monies. She said part of the expenses from this year's event were costumes, a brand new game, and a mailbox that will be painted for next year. She said the only equipment expense was the use of a City pickup truck. She said reusable signage was an expense. She asked member Putz if he has any input for next year's event regarding the train. Member Putz inquired about the number of tickets sold for the train ride. Member Coad replied three hundred and ten (310) tickets were sold for the ice skating rink and five hundred and twenty (520) tickets were sold for the train. Mr. Capizzi said more train ride tickets were sold last year, but more ice skating tickets were sold this year. He said more tickets were sold overall this year compared P&R 1-3-2017/4 to last year, but the crowds seemed to thin later in the evening. He suggested this was because of other competing events in the area. Member Coad suggested the thinning crowd may be attributed to the train running earlier in the evening and cutting ticket sales earlier. Member Putz said he received a lot of comments saying they were pleased with the prices of the attractions. He said he received questions about making ornaments. Member Coad replied there was no craft area this year. She said ornaments were given away. She asked if an inventory of the leftover ornaments and prizes was taken. Mr. Capizzi replied that inventory was completed. Member Coad asked Member Paris for her input about ticket sales. Member Paris replied the ticket prices were not an issue with the patrons attending the event. She suggested making a sign that shows what color ticket goes with each attraction. She said another issue was she ran out of small bills for change. She also suggested putting up a directional sign for the ice skating rink because a number of people did not know where it was located. Vice Chair Hendrix asked if the ticket prices are advertised in advanced. Mr. Capizzi confirmed that ticket prices are advertised in advanced. Vice Chair Hendrix asked if Mr. Capizzi looked into a credit card reader. Mr. Capizzi replied he is waiting for the IT Department to get back to him about what he will be allowed to purchase. Member Pans asked what the transaction fee is when using a credit card reader. Member Putz replied 2.5%. Member Paris suggested with the transaction fee, there be a required minimum purchase amount. Chair Rice questioned the need for a minimum purchase because the transaction fee is a percentage. Mr. Capizzi said he has no problem making the credit card reader available at events. Chair Rice said there were about eighteen (18) volunteers who dressed in costumes. She said there were two (2) new costumes this year. She said the volunteers did a great job; they were given zones and were encouraged to interact with the public, especially those waiting in lines. She asked if the costumes could get laundered or hung. Member Coad said the prizes ran low for certain games and they need to be readdressed. She said next year, a new lollipop game needs to be purchased. She said Mr. and Mrs. Claus did a great job and everyone seemed to enjoy visiting them. She suggested putting lights on the gazebo. She said sponsor recognition is on the P&R 1-3-2017/5 agenda for the next City Commission meeting. She asked if the sponsors have been notified that they will be recognized. Mr. Capizzi said he has made Ms. Slogar aware and she will be sending out letters to the sponsors. He said he has notified the ROTC and Honor Society volunteers about receiving recognition at the February 6, 2017 meeting. Member Coad said the Police Explorers should be notified that they will receive recognition at the February 6, 2017 Commission meeting as well. Chair Rice commended Member Coad for the work she put into Celebrate the Seasons. She said she hopes the painted mailbox will remain in the Historic District for the month of December. She said she appreciated the improved signage. She said she did not hear comments about the lack of the crafts. She suggested a sign be made with an age suggestion for the bounce house area. Vice Chair Hendrix said her particular projects will not be occurring until 2018. She asked Mr. Capizzi about his progress in putting the dog wash station into Arbor Park. She thanked Mr. Capizzi for putting gravel in the parking lot of Arbor Park. Mr. Capizzi said the dog wash station will cost around $1,500. He said the company that has been working on the road project brought the gravel to the park and compacted it. He said the gravel is well over a foot deep and more may be put in as it becomes available. He said he was worried about the water flow after a rain and he reported the gravel took the rain well. He said he is anticipating the dog washing station and the light project at Candyland Park be completed in February. Vice Chair Hendrix suggested making the public aware in advance of the dog washing station. She reported a dog running loose at the park. She said the dog was taken to a home, but went missing. Member Coad suggested informing Kelly Morrow when dogs are found. Vice Chair Hendrix asked if the City Attorney could review the Sunshine Law with the Board. Chair Rice said there may be a video online reviewing the law. Mr. Capizzi said he will check with the City Clerk about what can be done. Vice Chair Hendrix said she understands that a lot of the law is not applicable to parks & recreation boards, so it would be beneficial to review what specifically applies to parks & recreation. She asked if a check has been issued to Animal Advocates. Mr. Capizzi replied that a check has not been issued. Member Coad asked Vice Chair Hendrix if she has given thought to adding a memorial to Arbor Park. Vice Chair Hendrix replied that she has not given thought to adding a memorial because no one has expressed interest in it at this point. She said she will look into options for a memorial. P&R 1-3-2017/6 Member Coad said a brick walkway outside the fenced area was discussed in the past. She said that project was meant to raise funds for the dog park. Vice Chair Hendrix said she will look into options for the memorial. She said when speaking to people at the park, they did not seem interested in a brick walkway. Chair Rice suggested engraved fence markers as an option for the memorial. She said she attended the last Senior Dance. She said since Longwood Elementary School is no longer usable for this event, a participant is bringing the Senior Dance to the Lake Mary YMCA. She said she received the Chili Cook -off update packet; she said she has a couple corrections to make to the packet and will be emailing them to Mr. Capizzi. Member Paris said she has nothing to report. Member Vogel said he does not have anything to report since his projects are not coming up in the next year. 4. STAFF REPORT. Mr. Capizzi said the Downtown Longwood Cruise -in Car Show will occur on January 14, 2017 from 5:00 p.m. to 8:00 p.m. He said the Senior Matinee will be on January 18, 2017. He said the movie will be Deepwater Horizon. He said the Historic Longwood Farmer's and Artisan's Market as of last month, has not been getting the crowd or vendors that he has been hoping for. He said there may be some external factors affecting the Market attendance such as other competing markets. He said in January and February, he will be working with Craig Lynch on bringing the Market to where it needs to be. He said he will be speaking with Mr. Lynch about bringing an antique aspect to the Market in order to spur patronage to the event. He said he will be focusing more on advertising for the Market. He said there was an advertisement in Everybody's Business and he is working on getting it on other platforms. He said he has had produce vendors express concern about a store selling produce across the street from the Market. He said he is working on getting produce vendors that are farmers, opposed to those who go to a wholesale store and resell the produce. He said that the Recreation Coordinator will be hired by the end of the week. He said the person that is hired will be responsible for bringing programming to Reiter Park, which will help the Market. He said if the Market is still struggling within a three month time period, it may be scaled down to once or twice a month. He said the new Leisure Services location will be 111 N. Longwood Street, Suite 101 and 102. He said the new location will house all programs with the exception of Oil Painting. He said Ms. Slogar and the new Recreation Coordinator's office will be located in the Community Building. Member Coad asked if a date is set to install the light at Candyland Park. Mr. Capizzi replied it will be installed sometime in February. Member Coad said she is looking forward to the grand opening event for Reiter Park. Chair Rice suggested having an open house for the new program location. Mr. Capizzi said a yoga class was added to the programming and will take place at the Community Building. He said there will also be a soccer program added to the programming. Chair Rice suggested using Department of Agriculture homepage to find farmers to sell produce at the Market. P&R 1-3-2017/7 AJOURNMENT. Member Putz Moved to adjourn the meeting. Seconded by Member Coad and the motion carried with a unanimous voice vote. Chair Rice adjourned the meeting at 8:35 p.m. ATTEST: Amy Slo ar, Rec ding Secretary P&R 1-3-2017/8 >6z'� - Ile- �- Lori Rice, Chair