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PR06-01-2021Min PARKS AND RECREATION ADVISORY BOARD LONGWOOD CITY COMMISSION CHAMBERS 175 WEST WARREN AVENUE LONGWOOD, FLORIDA MINUTES June 1, 2021 Present: David Putz, Chair Amanda Sackett, Member Judi Coad, Member Lori Rice, Member Teresa Ray, Member Chris Capizzi, Leisure Services Director Ryan Rinaldo, Recreation Coordinator Donna L.Alt-Bowes, Recording Secretary Absent: Jim Vogel, Vice-Chair Samuel Friedman, Member 1. CALL TO ORDER. Chair Putz called the meeting to order at 6:30 p.m. 2. PUBLIC INPUT. None. 3. ACTION ITEMS. A. Approve Minutes from May 4, 2021 Member Coad moved to approve the minutes from May 4, 2021, as presented. Seconded by Member Sackett and carried by a unanimous voice vote with Vice- Chair Vogel and Member Friedman absent. B. Independence Day Event Mr. Rinaldo said we are excited to be doing an Independence Day Event on July 3, 2021, at Reiter Park from 5:00 p.m. until 9:00 p.m. He said there will be a Tom Petty tribute band, twelve (12) food trucks, a full bar (Pat's Liquors), vendors, and a 15 to a 20-minute fireworks show. Staff is looking into getting another band to perform earlier in the evening and DJ Dennis will be there as well. Member Coad asked staff to contact the Community Emergency Response Team (CERT) to see if they could be at the event with their cooling station and possibly selling water. She suggested the Parks and Recreation Advisory Board have a table and sell light-up necklaces or something for$1.00 and asked for volunteers to be at the table. Member Ray said she would volunteer to be at the table. P&R 06-01-2021/1 Member Coad asked if staff would contact the magician and see if he was available for the event. Discussion ensued concerning the fireworks, the table for the Parks and Recreation Advisory Board, and getting additional entertainment. It was decided that Mr. Capizzi would send a spreadsheet with thirty (30) minute blocks of time from 6:00 p.m. to 8:30 p.m. to the Board members and they could let him know what times they are available to volunteer. Member Coad and Member Ray will be volunteering at the table. Mr. Capizzi and Mr. Rinaldo will contact the magician to see if he is available to perform and CERT to see if they are available to attend the event and sell water. C. Banners Mr. Rinaldo said he met with Member Friedman and showed him where the existing brackets and the double and single banners are located. Mr. Rinaldo said that Member Friedman's idea was along the lines of what was done with the banners on Ronald Reagan Boulveard (County Road 427). Mr. Capizzi advised the Board that he has received banners from Orlando Health and they are different colors. He believes they are red, green, blue, and yellow. Discussion ensued about the banner program, sponsorship for the banners, Spring, Fall, and Winter banners, and what designs the Board would like to have. The Board will be sending staff suggestions for designs for the banners. If there is something that is not generic, Mr. Capizzi will check with the companies to see if they can make the banners and what the cost will be. 4. BOARD MEMBER REPORTS Member Rice reported attending the concert on Saturday. She said she enjoyed the band and it was a good concert. She recalled at a recent Commission meeting and in the past, there were concerns from neighbors around Reiter Park about the concert music being too noisy. She suggested attempting to mitigate the sound by drawing the curtains to see if that might help some. She said this shows an attempt on our part that we have heard them. Mr. Rinaldo noted this was done in the past but when there is rain and wind the curtains become like a sail and rises even with a chain at the bottom. This was the reason that they have not used it unless there was perfectly calm weather. Member Rice asked if there was a way the draperies could be fasten down. P&R 06-01-2021/2 Chair Putz said you are going to have to have the wind blow through them. Member Rice said that she was just looking for an opportunity to try something. Mr. Capizzi said he did have a conversation with Jim Maloney,the gentleman who is very active in the park. At the Commission meeting, he stated the bother is more along the lines of the bass. Mr. Capizzi said we spoke to a sound system person and found out that if the speakers are on the ground the bass will reverberate and can be felt for some distance. He said we can request the speakers be raised on the postal poles and that should mitigate the bass effect quite a bit and we can try to put some types of weights on the fabric. Discussion ensued about mitigating the sound coming from Reiter park during events. Member Rice suggested adjusting the timers on the sprinklers. Mr. Capizzi said that was taken care of and it was the first and hopefully the last time that will happen. Member Rice asked for an update on pickleball courts. Mr. Capizzi said he met with Dennis Brubach,the owner of Varsity Courts, and he is waiting on a quote for how much extra it will cost. He said we have to resurface the entire court as it is. Member Rice asked where the pickleball courts would go. Mr. Capizzi replied the potential pickleball courts will go at Candyland Park. He said it is $10,737 for the court refurbishment and he is waiting on quotes for how much extra it would be to put a dedicated pickleball court in place of those tennis courts. He noted (2) options for the pickleball courts. The first was using two (2)tennis courts to make six (6) dedicated pickleball courts and leaving one (1)tennis court. The second was leaving two (2) tennis courts and in place of the 3rd tennis court have four (4) dedicated pickleball courts. Mr. Capizzi said he heard the pickleball people were saying no one plays tennis which is not the case. He said there are tennis lessons every Tuesday and Thursday, a senior group who plays at least two (2) mornings a week, and a gentleman who plays daily. Discussion ensued regarding the installation of the pickleball courts at Candyland Park and the options available. Chair Putz reported and handed diagrams of a pickleball court and a tennis court to all Board members and staff. Discussion continues about the number of pickleball courts in Candyland Park. P&R 06-01-2021/3 Member Coad moved to fall within the boundaries of the grant and have six (6) pickleball courts and one (1) tennis court. Seconded by Member Rice. Member Sackett asked if the Tuesday/Thursday tennis group would have to move to Reiter Park to still have two (2) courts. Mr. Capizzi said that Karen Westmark,the tennis instructor, generally uses one (1) court but if she were to use two (2) courts she would have to go to Reiter Park. The motion was carried by a unanimous voice vote with Vice-Chair Vogel and Member Friedman absent. Chair Putz said there were two (2) signs put up at Reiter Park. The sign that said No skateboard, No bicycles, was ripped up and laying on the ground. He said it looked like somebody cut the zip ties. Mr. Capizzi said he has not seen it yet but he will check it out. Chair Putz said he put the sign back up between the pole and the mesh and it needs to be re-attached. Mr. Capizzi said those signs are down at Reiter and they will make sure they get put back up. Member Coad inquired about tennis lessons at Candyland Park and asked if we are collecting a fee for someone to use the court. Mr. Capizzi said we do not collect fees because our instructor, Ms. Westmark, offers lessons at a discounted rate for the children. Member Sackett said she only charges $5. Member Ray did not have a report. Member Sackett reported and said the pump track was looking good and she saw the renovations at Candyland. She is happy it is getting done but not necessarily happy that the bathrooms were getting done during the Rookie All-Star Tournament. She said it looked a little weird with the Porta-Potties out there but other than that,the renovations are looking good. She asked if staff spoke with the food trucks about doing smaller price point plates for the Food Truck battle. Mr. Rinaldo said about a month and a half ago he spoke with the food truck coordinator, Kathy. He said that it is hard for us to require that but he asked her if she could suggest each truck have a $5 item or less and we should notice a few less expensive items this coming Saturday. P&R 06-01-2021/4 Member Coad reported and asked how the ticket sales are going for the Father/Daughter Dance. Mr. Rinaldo replied they are going phenomenal. He said we are capping at eighty (80)just for table and dance floor purposes which is still a lot higher than what we normally do. He said in the past we had capped it at sixty (60). We have sold sixty (60) out of the eighty (80). He said DJ Dennis is excited to be back and it should be a nice event. Member Coad asked Member Ray if she was still willing to Chair the Chili Cook-Off. Member Ray replied yes. Member Coad asked for the cost of doing permanent lights outlining the stage at Reiter Park, similar to those of the Community Building. Mr. Capizzi said the cost for the perimeter lighting is $1,700.00 for 273 feet of C7 lights. He asked the company if they would allow us to keep the lights up for the entire year and they are checking to see if they would give it to us at that price and keep them up. He confirmed that was how the lights at the Community Building were handled and said we got lucky because it is such a difficult project due to the cost of renting a lift and the time it takes to install the lights. He said he will have the exact amount for keeping the lights up within the next couple of weeks. Member Coad asked if there was an additional fee of$2,000.00 to leave the lights up,the choice come back to this Board to decide to spend that money. Mr. Capizzi replied we can do it that way. Member Coad moved to approve up to a $2,300.00 fee for lights permanently installed outlining the stage at Reiter Park. Motion failed due to the lack of a second. Member Coad asked about the budget and if there were any funds leftover in any accounts that could be put towards that kind of project before the budget ends. Mr. Capizzi said that was possible as long as it was done prior to October 1, 2021. He said we just used approximately$8,400.00 worth of funds from our Miscellaneous and New Events Account, but there are funds from the Campout that we did not use. He said he believes there is $2,000 of leftover funds due to COVID to be used at our discretion. Member Coad asked if we would lose the money if it is not used. Mr. Capizzi replied that is correct. Member Coad asked Mr. Capizzi to keep track of what we might have leftover and to keep the Board informed. P&R 06-01-2021/5 5. STAFF REPORT Mr. Capizzi advised the Board that we did not get the Wildflower Grant. He said that is something we can apply for again but that we just did not score as high. Member Coad asked how much that grant was for. Mr. Capizzi replied it was for a little over$2,000 on what we were going to put in. He said we have established a good working relationship with the US/IFAS Extension and Tina McIntyre, the Seminole County Representative. He said she came over and looked at the palm trees prior to doing anything with us on this grant so she was familiar with that part of the park and is thinking about bringing over seminars and other people to Reiter Park. He said this is pretty impressive considering all of the different landscapes that are available in Seminole County. Ms. McIntyre has been a great advocate of our park and is impressed with what we have done over there. Mr. Capizzi reported he has been after the State for two (2) years now to try to get a reimbursement for our Land Water Conservation Fund Grant from Reiter Park, which is the last grant, and we were officially reimbursed $200,000.00 on May 26. Mr. Capizzi reported Battle of the Food Truck event will take place this Saturday, June 5, 2021, from 4:00 p.m. until 9:00 p.m, the Senior Matinee is June 8, 2021, from 1:30 p.m. until 4:00 p.m. and the movie is Machine Gun Preacher, the Downtown Longwood Cruise-In Car Show is June 12, 2021, from 5:00 p.m. until 8:00 p.m., and the Concert in the Park event is on June 26, and the band is TBA. He said we have all of our events listed on our event page located in your Agenda Packet and as you all can tell we have been way more active in the Spring than we have ever been, which is a nice thing. We have our Flag Retiring Ceremony on June 14, 2021, at Reiter Park, concerts in the park, the Father/Daughter Dance, our Independence Day Celebration, concerts, and then this year we will be doing a September 11th Memorial event that will have more information on at the next Board meeting. He said before you know it, we will be into the Fall events and he is looking forward to bringing National Night Out again at the park. He said they will be getting with Member Rice on that soon. Member Rice congratulated staff for the first day of Summer Camp. It was noted Summer Camp was full, the capacity was at 50. Chair Putz said he saw a bus that said Sun and Moon at the park this morning and asked if that was something they were using. Mrs. Alt-Bowes advised it was a rental for pre-school graduation. Mr. Capizzi said we are getting more camps as well as rentals and Mrs. Alt-Bowes is our rental person for the park. She has been keeping busy. He said we do pavilion rentals all the time and we are getting more of those for the summer. P&R 06-01-2021/6 Member Coad asked if they used the big stage or the little stage. Mrs. Alt-Bowes said they used the big stage. Mr. Capizzi said that is a nice bit of revenue. Member Rice asked if there is an annual breakdown of the rentals at Reiter Park. Mr. Capizzi said this is separate from the Community Building and we have to designate them as Reiter Park when put into the system. Mrs. Alt-Bowes advised all pavilion rentals go under the same line whether it is Reiter Park or Candyland Park. Member Rice said it would be nice to pinpoint total rentals at Reiter Park. Mr. Capizzi said we can do that. He said that is just a matter of pulling things from paperwork in Laserfiche which is the program we use to record our receipts. Member Rice said as time goes along, she knows that Candyland has some pavilion rentals also. Mr. Capizzi said to keep in mind that this year is heavily skewed because of COVID. We only just recently started allowing rentals at the Community Building to reach full capacity. He said Mrs. Alt-Bowes has been slammed the last probably two and a half(2 %) to three (3) weeks but prior to that, it was a lot slower. Member Rice said she appreciates and understands that and would just like to see where we are at with Reiter Park rentals. She said it has been maybe a year or close to it since we increased rental rates for the Community Building and implemented the rates for Reiter Park rentals. Mr. Capizzi noted it has been two (2) years. Chair Putz asked if anyone on the Board would play pickleball. Member Rice said she never has but that she would give it a shot. Member Sackett said she would have fun trying. Member Ray said she would. Member Coad said she would show up but could not play. Chair Putz said we would have possibly four (4) people. P&R 06-01-2021/7 Mayor Sackett said he would show up. He plays it all the time. Chair Putz asked the staff if they would play. Staff said they would play. 6. ADJOURNMENT. Member Rice moved to adjourn. Seconded by Member Coad and carried by a unanimous voice vote with Vice-Chair Vogel and Member Friedman absent. Meeting adjourned at 7:54 p.m. Minutes approved by the Parks and Recreation Advisory Board: 07-06-2021 OLP /0 David Putz, Chair ATTEST: Donna Alt-Bowes, Recording Secretary P&R 06-01-2021/8