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HomeMy WebLinkAbout01-23-2012 Minutes MINUTES OF THE OCOEE PARKS AND RECREATION ADVISORY BOARD REGULAR MEETING HELD ON January 23, 2012 CALL TO ORDER Chairman Heard called the meeting to order at 6:03 pm. in the meeting room at the Parks & Recreation Administrative Office, 125 North Lakeshore Drive, Ocoee, FL 34761. The roll was called and a quorum was declared at that time. PRESENT: Chairman Heard, Members Barber, Epps (arrived at 6:04 pm), Gleason, McKey, Watring, Parks and Recreation Director Jeff Hayes, Ex- Officio Member Rosemary Wilsen and Sr. Administrative Assistant Dottie Godek. ABSENT: Vice -Chair Baxter (un- excused), Member Applegate (excused) and Member Rainer (excused). GUESTS: None DISCUSSION: A. Acceptance and Approval of Recreation Advisory Board Regular Meeting Minutes of November 14, 2011. Member McKey, seconded by Member Watring moved to approve the regular meeting minutes of November 14, 2011. The motion carried unanimously. B. Christmas Light Judging Contest Awards Parks and Recreation Director Hayes asked for suggestions for improvement and for getting more entries for next year (there were 9 entries this year). Member McKey inquired if there was a good turnout at the Commission meeting. Parks and Recreation Director Hayes said that he thought all the winners were present and that the award presentation went well. First place, runner -up and most innovative use of lights were this year's categories. The possibility of doing something for each District for next year; perhaps, having a "Best in each District ", was one of the ideas mentioned. Member McKey asked how many districts were represented and it was thought that only Districts 1 & 2 had entries. Member McKey suggested making the Commissioners Honorary Chairs and enlisting their help in getting more entries. It was brought up that while looking at the entries; they passed by a lot of very nice looking homes that didn't get judged. Member Barber said that one year they went out & drove the entire city for 2 nights, judging everything they saw but that turned out not to be a good idea. Chairman Heard said that perhaps it 1 is just a matter of getting the word out to more people. It was reported that the information was on the water bill, the flyer handed out at the Christmas Parade, and a flyer handed out to the Before & After School Care children. Sr. Administrative Assistant Godek made a suggestion that perhaps the board might want to increase the prizes. There was discussion about the prizes and the idea that perhaps that the homeowners decorated strictly for their own enjoyment. Chairman Heard mentioned getting the HOA's involved and asking them to encourage their homeowners to participate (ex: the Rose Hill subdivisions have a newsletter) and perhaps signs could be put up in the neighborhoods. Also it needs to be advertized a lot earlier such as handing out the flyers at Founder's Day. Chairman Heard asked what the prizes were. They are currently $75, $50 & $25. She further asked if perhaps they could increase the amounts to $100, $75 & $50. Sr. Administrative Assistant Godek asked if the board still wanted to do the plaques and the consensus was "yes ". Member Gleason asked if it could be promoted at the Movie in the Park night and Parks and Recreation Director Hayes said that the Recreation Staff was working up plans to show some of the City's events on the outdoor screen before the movie. Member Barber asked if there needed to be a motion to increase the prize money. Parks and Recreation Director Hayes said that any monies would have to be put in next year's budget. Right now the budget is $1000.00 and it is unknown if that amount would be the same next year. Chairman Heard requested that Sr. Administrative Assistant Godek send a treasurer's report to the board members. Member Barber, seconded by Member Watring, made a motion to have the prizes be $100, $75 & $50 for the Liaht Contest 2012 winners. The motion carried unanimously. C. Park Ordinance Recap Parks and Recreation Director Hayes said that the ordinance is moving forward. The city is transitioning to a new city attorney (Paul Rosenthal has retired) and the paperwork was given to the new attorney. He will look it over (it is being drafted into ordinance form) and once that is done Parks and Recreation Director Hayes is thinking that possibly in a month they should have something. 2 D. Spring Fling Parks and Recreation Director Hayes said the Spring Fling will be held March 10 from 10 AM to 3 PM. Parks & Recreation is going to be doing the Bike Rodeo again. They are also promoting water safety and will have information to provide to the public. Volunteers would be greatly appreciated at both locations; the Bike Rodeo and the Water Safety booth. The bike rodeo will be from about 11 AM until 2 PM. Member McKey asked if the same provider is doing the event this year. Parks and Recreation Director Hayes said that they are using the same equipment but they now have several staff members that have trained and are certified to run the program. Member Watring said that last year at the bike rodeo there was something that needed to be changed. Parks and Recreation Director Hayes said that the parking lot was too sloped and they are hoping to move the event down to the street where it's more level. Member Barber asked if there was any expense that the board had put forward (other than last year's art booth). Parks and Recreation Director Hayes said he didn't think that the Board had any expenses but that the kids get certificates for completing the course successfully and the Children's Safety Village had some hand outs. Member Barber asked if the pool schedule will be available to hand out at the Water Safety booth and Parks and Recreation Director Hayes said that the schedule will be available. Chairman Heard asked what information would be at the Water Safety booth. Recreation Director Hayes said that it will be primarily literature to hand out. Member McKey said that last year bikes were given away. Parks and Recreation Director Hayes said that helmets (from a radio station) were given out. Ex Officio Member Wilsen said radio station Mix105 did helmets last year. Member McKey asked who provided the bike. Ex Officio Member Wilsen asked if Recreation donated a bike and Parks and Recreation Director Hayes said he did not think so but would have to check. Ex Officio Member Wilsen said that it might have been donated by someone else. Member Watring mentioned that last year they were going to have Ed (bike shop in WG) or someone come in and do bike inspections and teach bike safety for the rodeo but somehow that got lost in the mix and the gentleman didn't get an invitation. Parks and Recreation Director Hayes said that they had been trying to get in touch with him; they had made the initial contact but couldn't seem to get the final details ironed out. Member Watring will talk to him again to see if he would like to do it this year. Ex Officio Member Wilsen would like to know before the Spring Fling meeting so they will all have an idea of who is doing what so nothing falls by the wayside. Parks and Recreation Director Hayes said Parks & Recreation would do it because it will be incorporated in the rodeo. Parks and Recreation Director Hayes said that last year the kids used the bikes provided for the rodeo and no one brought their own bikes so a bike inspection wouldn't have worked. However if it was decided that it could be done this year the committee would announce it on the flyers so the kids 3 would know to bring their bikes to the event. Member Barber mentioned that at one time there was mention of the kids registering their bikes with the Police Department. Member Watring said that at one time the Police did register bikes and Member McKey said he will check with the CACOPD. Member Barber said that if they brought their bikes to register then Ed could have a station where he could check out the bikes and that would be a good feature of the Spring Fling. Chairman Heard asked if everyone could volunteer: Chairman Heard said yes, Member McKey said he would be at one place or another, Member Barber said yes and Member Watring said yes. Parks and Recreation Director Hayes mentioned that the Easter Eggstravaganza is the weekend of Easter on April 7 at the Beech Center at 10 AM so if anyone is interested in volunteering. Last year the board did the coloring contest and it was mentioned that Recreation Leader Drixie Chapman was asking if the board wanted to be involved. Member Barber said "yes ", but that she would like to have the pictures all in by Friday evening so the pictures can be judged and then on Saturday morning the individuals can come in and see the judged entries. Chairman Heard asked about the "A" frames that in past years the pictures have hung from. She said that she saw them at Vignetti not too long ago. Parks and Recreation Director Hayes said he would figure something out to hang the pictures on. Chairman Heard said that she would like to have the pictures in on Friday evening and then the judges will come in at 5 PM to do the judging. Member Barber said she can get there by 5 PM and Chairman Heard also will be there by 5 PM on Friday, April 6th E. Christmas Parade Parks and Recreation Director Hayes said the Christmas Parade went very well. The Parks & Recreation float was very nice even though it did not place. The float is also used by the Ocoee Fire Department when they do their Santa's visits through the neighborhoods. The Fire Department takes the float and puts Santa on it and collects toys. F. Winter Wonderland The event was very well attended with over 500 people (over 200 children). Recreation Department purchased a fake snow making machine and the kids had a ball with it. They did learn that even though it's "fake" show, it's still very slick - mats were placed on the walkway to prevent slippage. You had to walk through a winding entry to get into the gym and the snow was mounded up on the sides as if someone had shoveled the walkway. The event was from 6 PM to 8:30 PM. 4 G. Park Inventory Parks and Recreation Director Hayes had prepared a PowerPoint presentation however the computer and projector would not function correctly. The item was tabled - to be added to the next meeting's agenda. OTHER BUSINESS A) Withers- Maguire House Member McKey mentioned the Withers- Maguire House and it being in limbo, according to the WO Times. The house is owned by the city and he wanted to know if the Parks & Recreation Advisory Board could have it added to the parks inventory. Ex- Officio Member Wilsen said that she thought that it was already a part of the Bill Breeze park complex. Parks and Recreation Director Hayes said the City owns the house and the property. The Historical Society is disbanding and one of their last functions is to go through the inventory and determine what has been loaned and what has been donated. They are working with the folks that have loaned items to determine if the items need to go back or if the owners want to donate them. The City's intent is to operate it as a museum and also have additional uses of the house for perhaps weddings or small group uses. Member McKey asked the house could come under the Parks & Recreation oversight. Ex- Officio Member Wilsen said that there are additions being made to the house such as renovating two rooms for bride's and groom's rooms and there had been roof & air conditioning repairs, as well. There would not be any overnight guests allowed. Back in 1995 the plan was to use the house for some events but the house can not handle large groups. It would be ideal for pictures on the stairway and or the porch and Ex- Officio Member Wilsen would like to see the community get more "controlled" use out of the property. Ex- Officio Member Wilsen said there were a lot of rumors going around about the house that needed to be corrected. Member McKey said he thought it would be a great asset to add to the Parks & Recreation inventory. The board then had a general discussion of the Withers- Maguire House. B) Dr. Martin Luther King Event Chairman Heard mentioned that she attended the Martin Luther King event and it was wonderful. The speakers were just fantastic. She recommended that if anyone gets a chance they should plan on attending the event in the future. 5 C) Central Park Member Watring was wondering what had been done about the security issues that had plagued the park last year. The portable cameras that Ocoee Police Department has are still in the process of being programmed. Parks and Recreation Director Hayes said they had looked into cameras that would be stationary and that for 4 or 5 cameras the price tag came to around $10,000.00. They also looked at some other cameras that would take still pictures but they were also very expensive. Right now there is no money in the budget for any cameras. The best they can do is work with the Police Department and encourage them to have additional patrols and also tell groups using the parks that if there is a problem they should call the Police Department immediately. Do not call Parks & Recreation but go directly to Police Department. Member McKey said that high resolution cameras that take the best pictures are very expensive and just having a camera that takes a blurry picture does not help to identify anyone. Chairman Heard mentioned asking Little League and the Ocoee Bulldogs Football to contribute to purchasing cameras as they are the ones that use the park and it would be a benefit for their children as well. Member Watring brought up that if you have cameras and they take a picture, it may be a day or two and the person(s) may be gone; whereas, if they had police presence, they can investigate the issues immediately. Member Watring said that he thought that the Police Department has done a fine job. Parks and Recreation Director Hayes mentioned that he had been talking with the Little League in regards to a lightening detection system so he was not sure if the Little League funds would be allocated for that project. The board had a discussion regarding the various issues and ways of solving problems. D) Vignetti Tennis Courts Member Gleason announced that he likes the light system at Vignetti and thinks the city is saving money. However, when the light flashes, players have to run out the front gate and all the way around to the light box as the other gates are locked. Parks and Recreation Director Hayes said that all the gates should be unlocked and that he would see that all the gates are unlocked in the future. 6 H. SET NEXT AGENDA The Advisory Board set the following agenda for the March 19, 2012 meeting: A. Approval of Minutes B. Park Inventory C. Withers- Maguire House D. Spring Fling Report E. Easter Eggstravaganza F. Park Light Times & Park Closing Times G. Update from Little League & Bulldogs regarding security camera purchase H. Update from Police Department on security cameras I. Park Ordinance Update QUESTIONS /COMMENTS: None ADJOURNMENT The meeting was adjourned at 7:14 pm. •_ n �w 410C11-eil Chairman Heard Sr. Administrative Asst. Dottie Godek 7