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P&R03-07-17Min111STORIC 1*1 LONOOD FLO 81 DA PARKS AND RECREATION ADVISORY BOARD REGULAR MEETING MINUTES DATE: March 7, 2017 TIME: 7:00 P.M. LOCATION: Longwood Commission Chamber 175 West Warren Avenue Longwood, FL 32750 Present: Michelle Hendrix, Vice Chair Dave Putz, Member Judi Coad, Member James Vogel, Member Morgan Paris, Member Chris Capizzi, Leisure Services Director Ryan Rinaldo, Recreation Coordinator Amy Slogar, Recording Secretary Absent: Lori Rice, Chair 1. CALL TO ORDER. Vice Chair Hendrix called the meeting to order at 7:02 p.m. 2. PUBLIC INPUT None. 3. STAFF REPORT. Mr. Capizzi welcomed Member Harnage back to the Board. Mr. Capizzi said the Downtown Longwood Cruise -In Car Show will be held on Saturday, March 11 from 5:00 p.m. to 8:00 p.m. He said there will be an art show in the chambers in conjunction with the Car Show. Senior Matinee will be held on Wednesday, March 15 at 1:30 p.m. The movie will be Allied. Mr. Capizzi said the Historic Longwood Farmer's and Artisan's Market manager, Craig Lynch, has made the decision to make the market once a month. He said he did not get advance notice from Mr. Lynch. He said Mr. Lynch has been having a difficult time obtaining and keeping vendors. He said there are solutions to make the market work on a weekly basis; the alternative that has been suggested is Mr. Rinaldo's father, who started the DeBery farmer's market has expressed an interest in helping the Market become more successful. He said he is also interested in opening the Market up to a variety of vendors, not only artisanal goods and organic items, possibly including antiques. He said Mr. Rinaldo's father will not be getting a cut of the earnings and he will enter into a contract if the City decided to work with him. He said he has line items prepared to show the Board, but since Chair Rice is absent, it will be pushed back to the next meeting. He said the preliminary budget is due on Wednesday, March 8, but additions may be discussed at the next meeting. P&R 3-7-2017/1 Vice Chair Hendrix said in regards to the budget line items, if there is anything the Board Members wanted to go over, they should do that, but an in depth review will take place at the next meeting. Member Coad asked Mr. Capizzi for a quick review of the budget line items. Mr. Capizzi said the line item 44-00 Rentals and Leases is very similar to this year's budget, but he has added $1000 with the justification of Reiter Park Events. He said the estimated cost for events this year came very close to the actual cost, so he kept them the same. He said there will be lights at Reiter Park, but restrooms may need to be rented for larger events. Member Putz inquired about the lights used for the Car Show and asked if permanent lights would be installed. Mr. Capizzi said after contacting Duke Energy, for a light post to be installed, it needs to be a certain distance from power lines and would be very restricted by Duke Energy's regulation. Member Putz asked if new lights were put on Milwee Street. Mr. Capizzi said they are taking power lines down and using existing poles. He said he will look into the figures and more information about putting lights in. He said the tower lights are in the budget. Member Putz asked what has been spent on tower lights for past events. Mr. Capizzi said installing lights would be ideal for events instead of relying on tower lights. He said there are new components to the Community Relations line item, 48-00. He brought attention to Longwood Aquatics $4000. He said this addition includes Longwood Aquatics providing lifeguards for the summer camp program, swim lessons, open swim, and water aerobics. He said the City of Longwood is one of the main sponsors for the Longwood Aquatics. He said $10,000 has been added for the Reiter Park grand opening and miscellaneous events which may be changed once it is reviewed by the Commission; he said Mr. Rinaldo has given him information about events he would like to see at Reiter Park including monthly concerts and a Taste of Longwood event. Member Coad said she spoke with a few Commissioners about keeping the Reiter Park grand opening in mind when planning the budget. She said $10,000 is very minimal for year round programming at Reiter Park. Mr. Capizzi continued with the 48-00 line item budget and said since the Leisure Services department is taking over the Christmas Parade, he has added $1,000. He shifted the focus back to the 44-00 line item and said $800 was added for the Christmas Parade port-o-lets. He said he has tentatively added the Arts and Crafts Festival to the 48-00 line item pending approval of the City taking over the festival. He said, because the Arts and Crafts Festival is important for funding the Historic Society, who maintains some of the buildings in the Historic District, he is willing to offer them an amount or percentage for the festival. He said he is confident Mr. Rinaldo can bring in more vendors. He said this will be taken to the Commission so they can express what they would like to see done. Member Putz asked for the timeline for this occurring. Mr. Capizzi said it will be taken to the Commission on March 20, 2017. He said the gentleman that coordinates Mt. Dora's festival would be able to coordinate the vendors for Longwood as well. Mr. Rinaldo said if there was no contact with the gentleman who organizes vendors, it would be more difficult to grow the festival. He said he has a database of around five thousand two hundred (5,200) P&R 3-7-2017/2 vendors with a greater variety compared to the list from the Historic Society. He said with taking over the Festival, the first goal would be to lower the vendor fee to about $150. The vendor contact would keep $25 per vendor that he acquires. Member Coad asked if the long-time vendors will get preference. Mr. Rinaldo said he mentioned giving preference to long-time vendors to the vendor contact. He said the vendor contact has no problems with reaching out to those who have participated in years past. Mr. Capizzi said a reservation the Historic Society had in handing over the event is, in the past, someone from the City took their list of vendors for a spring event and the event did not turn out well for two (2) years. Mr. Capizzi said they did not require the Historic Society to give the City their list of vendors. Member Putz asked if the Historic Society rents their buildings. Mr. Capizzi said they do rent their buildings, but it does not bring in a lot of revenue. Member Coad said she attended an event put on by the Historic Society and asked if they rent their buildings. They explained to her that when the building is rented, it gets damaged which is something they are trying to avoid and it is better preserved as a museum. Vice Chair Hendrix asked Mr. Capizzi to inform the Board when he receives confirmation from the Commission about taking over the Arts and Crafts Festival. Member Putz asked about the Historic Society bringing the event to the Dog Track. Mr. Capizzi said he does not want the Historic Society to feel like they are not going to be included in the event; some members are more willing to hand it over to the City than others. Vice Chair Hendrix asked if creating a separate, competing festival has been considered. Mr. Capizzi said it has been made clear in Commission meetings that a change needs to occur. Member Coad said she is willing to provide backing when meeting with the Historic Society. Mr. Capizzi said it will be at the will of the Commission what happens with the event. Member Coad brought up that Altamonte Springs competes with the Arts and Crafts Festival because they have their festival on the same day. Mr. Capizzi went on to summarize line item 52-10. He said summer camp and senior matinee are included in this line item. He said he has increased the budget for summer camp because the Sunday Dance is no longer included in the programming. Member Coad asked if the Sunday Dance was self-sufficient. Mr. Capizzi said the event made more than was spent, but it was still budgeted for. Vice Chair Hendrix asked where the Father Daughter Dance will be held. Mr. Capizzi replied it will be held at the Community Building. P&R 3-7-2017/3 Mr. Rinaldo said if the City were to acquire the Arts and Crafts Festival, changing the date may be considered in 2018. Member Harnage asked if the City is competing with other municipalities for the same vendors. Mr. Capizzi said, since he does not have the vendor list, he is not certain, but it is quite possible. Mr. Rinaldo said he is in the process of interviewing candidates for summer camp counselors. He is finalizing the field trips and adding new trips within the budget. He said he has reached out to Doug Travillion, a food truck promoter, with the idea of bringing food trucks to Longwood. He said the second Thursday of each month was available to bring food trucks to Clock Tower Park. The City would receive a portion of the fee per truck and Mr. Travillion would promote the event to his following and the City would promote the events as well. He said with the money the City will be receiving from the food trucks, we will be able to pay for live music and create a self-sufficient event. He said for the first event, Sea Dog Brewing Company is sending a truck to serve beer. Vice Chair Hendrix asked if the Commission Chambers would be open for attendees to use the restrooms. She asked where the money to staff the restrooms will come from. Mr. Capizzi said he is working on getting a port-o-let for this event, but at the moment, there is a staff member who works during the evenings that can open the Commission Chambers. Mr. Rinaldo said he is working with a promoter who hires bands for events. He said he has projected making $350 per event and has told the promoter the City is looking to pay no more than $300 per band. He said Mr. Travillion has also expressed interest in bringing a 40 truck event to the City which would bring in about $3,000. Member Putz asked if the 40 truck event would occur during the Car Show. Mr. Capizzi said it would likely be during a Car Show along Warren Avenue until right after the Community Building. Member Coad asked how long the food trucks will be available versus the times of the car show. Mr. Capizzi replied they will be available through the Car Show. Mr. Rinaldo said there are eight (8) spots for trucks to fill and twenty-seven (27) trucks applied for the event. He said the Market Manager, Mr. Lynch, had caught him off guard when deciding the Market would only be once a month. Vice Chair Hendrix said after speaking with a vendor, their concern is that there is not enough signage on the main road. She said the vendor also suggested sending flyers out to elementary schools. Mr. Rinaldo said the two separate Facebook pages for the Market had caused confusion, but are now combined. He asked how much the City should contribute for advertising for 80/20 programs. Mr. Capizzi replied we can approach the schools about sending flyers home with the children. Member Coad said she found out the Market was moving to once a month through a vendor. She said the vendor was upset with the change and the location during the Car Show. She suggested taking the Market to once a month will not help raise attendance. P&R 3-7-2017/4 Mr. Rinaldo said only six (6) vendors showing up to a free rent event indicates there is a major issue with the event that needs to be resolved. Mr. Capizzi suggested relaunching the event with a separate brand. He said the Sunshine Law presentation will occur at the next Parks & Recreation Advisory Board regular meeting. 4. ACTIONS ITEMS. A. Approve Minutes From February 7, 2017 Member Vogel moved to approve the minutes from February 7, 2017. Seconded by Member Putz and carried a unanimous voice vote with Chair Rice absent. B. Reschedule Meeting Date For September 2017 Ms. Slogar said after speaking with the City Clerk only October and possibly December meeting dates would need to be rescheduled. C. Reschedule Meeting Date For October 2017 Member Coad moved to move the October meeting to October 24 2017. Seconded by Member Vogel and carried a unanimous voice vote with Chair Rice absent. D. Reschedule Meeting Date For November 2017 E. Reschedule Meeting Date for December 2017 Member Vogel moved to move the December meeting to November 21 2017. Seconded by Member Hamage and carried a unanimous voice vote with Chair Rice absent. F. Board Member Reports Member Putz said the bid for Reiter Park is open. He shared an article about the available bid. He said the sidewalks near the Park have been completed. Member Coad asked if the parking lot at Reiter Park is completed. Mr. Capizzi said the parking lot is not completed. He said there was a spill of hydraulic fluid in the area which needs to be rectified. Member Harnage said he will be getting a head start on the Chili Cook -off this year. Vice Chair Hendrix said she has begun planning the May Festival and will begin planning Barkfest within the next few months. Member Paris said she liked the save the date post on Facebook that Mr. Rinaldo put out; it was very clear and concise. She asked if Mr. Capizzi had tried boosting posts. Mr. Capizzi replied he tried, but was unable to boost the post. He said he will go back and try it again. Mr. Rinaldo said he tried making Facebook Events for each event coming up, but Facebook would not allow him, so he came up with the save the date. Member Paris suggested putting the events into a calendar view and sharing it on the Leisure Services Facebook page. She said the best times to post are Thursday and Friday between 1:00 p.m. and 4:00 p.m. P&R 3-7-2017/5 Member Vogel did not have anything to report. Member Coad asked for an approximate opening date for Reiter Park. Mr. Capizzi said he will be able to give the Board an approximate date soon, but he is looking at spring 2018. 5. AJOURNM ENT. Member Coad moved to adjourn the meeting. Seconded by Member Putz and carried by a unanimous voice vote with Chair Rice absent. Meeting Adjourned at 8:20 p.m. ATTEST: Amy Slog , Recod5ing Secretary P&R 3-7-2017/6 Lori Rice, Chair